Localist Integration Overview
Overview
The Localist Integration connects Concept3D Room Reservations with your Localist Events calendar. When the integration is enabled, reservation coordinators and reservers can create or link a Localist event directly from a reservation, publishing it to the public-facing events calendar without leaving Room Reservations.
Both systems stay aligned automatically. When reservation dates, times, or details change, the linked Localist event updates to match. No manual syncing required.
Who This Is For
- Reservers creating bookings who want to publish the event to Localist at the same time
- Admins and Event Coordinators managing reservations and ensuring events are visible in Localist
Prerequisites
- Your institution must have an active Localist integration configured in Room Reservations. If the Localist integration is not available in your platform, contact your Partner Success Manager or support@concept3d.com.
- You must have permission to create reservations in Room Reservations.
- You must have permission to create events in Localist.
Event Modes
When you create a Localist event from a multi-date or recurring reservation, you choose how the reservations map to Localist events. There are two modes.
Event with Instances
One Localist event is created for the entire reservation group. Each reservation in the group becomes a separate instance (date/time occurrence) on that single event.
- The event has one title, one description, and one URL
- All instances share the same classifications, filters, and event details
- Instances only differ by date and time
Use this mode when the reservations represent the same recurring activity, such as a weekly student club meeting or a recurring department seminar.
Separate Events
One independent Localist event is created for each reservation in the group. Each event stands alone with its own title, description, URL, and publish status.
- Events can be edited independently in Localist after creation
- Each event can have different descriptions, photos, and classifications
- Cancelling one reservation only affects its own Localist event
Use this mode when the reservations are grouped for booking convenience but represent distinct activities that should each be discoverable on their own, such as a series of different speaker sessions across a semester.
Multi-space reservations: If a reservation group spans multiple spaces, only Separate Events mode is available. Each space represents a distinct activity and cannot be combined into a single event.
How Sync Works
Room Reservations dictates the structure of any linked Localist event. The integration assumes that any event requiring a room must have a linked reservation. The Localist event always mirrors the state of the reservation group. If a reservation is added to a group, a corresponding instance is added in Localist. If a reservation is cancelled, its Localist counterpart is marked as cancelled.
Once a Localist event is linked to a reservation, Room Reservations keeps the two systems aligned automatically:
- Reservation date or time changes update the linked Localist event instances
- Adding a new reservation to a group adds a new instance (or creates a new standalone event in Separate Events mode)
- Cancelling a reservation marks the corresponding Localist event or instance as cancelled
- Approving or rejecting a reservation group syncs the status to Localist
Source of truth: Room Reservations is the source of truth for reservation data (dates, times, spaces, approval status). Localist is the source of truth for event data (title, description, classifications). Room Reservations displays the latest event data pulled from Localist, so edits made in Localist, such as updating an event title or description, will be reflected in Room Reservations automatically.