[FOSSOVERFLOW-25] feat: Implement Room Dropdown Using Dedicated Rooms Table

Description

Currently, room names are entered manually while booking, which can lead to inconsistencies and errors.

We need to introduce a dedicated rooms table/collection and use it to populate a dropdown in the booking UI.

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Proposed Database Schema

Create a new table/collection:

Room {
  room_id: String,
  location: String,
  allowed_roles: [String]
}

Example

{
  "room_id": "SCITECH_101",
  "location": "SciTech Building, Floor 1",
  "allowed_roles": [
    "scitech_core",
    "scitech_coordinator",
    "gensec_scitech"
  ]
}

• By default, allowed_roles = ["all"]
• Restricted rooms (e.g., SciTech rooms) will have limited access

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Backend Requirements

• Create Room model/schema
• CRUD APIs for rooms (admin only)
• API to fetch available rooms based on user role
• Validate room access during booking

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Frontend Requirements

• Replace text input with dropdown
• Fetch rooms from backend
• Show only rooms user is allowed to book
• Disable/Hide unauthorized rooms

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Authorization Rules

• Backend must verify:

  • User role ∈ room.allowed_roles

• Prevent bypass via API calls

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Acceptance Criteria

• Rooms stored in dedicated DB collection
• Dropdown replaces manual input
• Role-based filtering works
• Unauthorized bookings are blocked
• Admins can manage rooms