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Click Create Room. The only required fields are the room’s Name and Capacity, but you can also include additional details to enhance the setup. Provide a brief Description of the room, select options for Room Type, Building, and Floor from the dropdown menus, and upload a Photo for visual reference. You can also check off any applicable Features (e.g., whiteboard, A/V system). Once you’ve completed the form, click Save to finalize the room’s creation. The new room will now appear in your list of spaces.
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Managing Availability
To manage or create availability rules, navigate to Manage Availability and click Create New Rule. Availability rules allow you to define when and by whom spaces can be booked. Begin by entering a name for the rule, then configure the following settings:
Description: Provide a brief explanation of the rule's purpose.
Applies to requests made after/before: Set a date range during which the rule is active. These settings control when users can submit booking requests but are independent of the reservation dates. For example, setting "Applies to requests made after" to one week before the semester begins, and "Applies to reservations starting/ending" to the semester's start and end dates, would allow users to submit requests starting a week before the semester for bookings within the semester.
Applies to reservations starting/ending: Specify the range of dates for which reservations can be made under this rule.
Next, configure Access Rights to determine which users the rule applies to. You can restrict it to specific groups or roles by selecting options under Only applies to requests made by.
Then, choose the Type of Reservations the rule covers. You can select from two options:
Direct Bookings: Reservations made directly for general use, such as study groups or meetings.
Event Room Reservations: Spaces booked as part of the event creation process, where officers can request rooms for events.
Finally, under Provides availability slots for, specify the rooms or spaces this rule applies to. You can define this by Room Type, Building, Floor, individual spaces, or a combination of these. Once all settings are configured, click Save to activate the rule.
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Once you save your availability rule, you can define specific day and time ranges for general availability based on the rule. These settings will apply to the spaces selected for that rule.
Managing Blocks
The Manage Blocks feature allows you to create Blocks, which override any availability rules. Blocks are useful for taking rooms offline for specific periods, such as during construction or spring break. To create a block:
Click Create Block and provide the following details:
Name: Enter a name for the block.
Description: Add an optional explanation for the block.
Applicable After/Before: Set a date range during which the block is active.
Access Rights: Specify the groups or roles the block applies to.
Blocks Availability For: Choose the rooms or spaces the block applies to by selecting room type, building, floor, individual spaces, or a combination.
Days and Time Slots (optional): Specify particular days and time slots for the block.
Click Save to finalize the block.
Viewing Reservations and Room Schedules
To view and manage room usage, navigate to Admin > More > Rooms, where you'll find two options at the top:
View Reservations: See all reservations made by users on the platform. Use search and filter options to locate specific bookings and generate a report of all reservations.
View Room Schedule: Access a comprehensive schedule of all rooms and spaces.
Features of the Room Schedule:
Search for rooms by name.
Apply filters such as room type, room feature, building, floor, or capacity.
If integrated with 25Live or EMS, manage reservations in conjunction with these systems.
View room availability across 1, 2, or 3 weeks, or select a specific calendar date.
Switch to Day View to focus on availability for a single day.
Scroll through the schedule to see when spaces are open or unavailable. Availability and restrictions will vary for each user based on the access rights and availability rules in place.
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Understanding Color Distinctions on the Room Schedule
The room schedule uses color coding to distinguish between different types of bookings and their statuses:
Blue: Indicates a Direct Booking, made for general purposes like study groups or meetings.
Green: Represents an Event Booking, created through the event scheduling process.
Yellow Text: Indicates that a booking is still Pending and awaiting confirmation.
White Text: Indicates that a booking is Confirmed and finalized.
Access to Booking Details
When viewing the room schedule, users will only see booking details if permitted by access rights. For example:
If an event is created with access and display rights limited to group members only, then only group members will be able to view that event's details on the schedule.
Users without the necessary access rights will see the booking's presence but not its details.
This ensures that booking information is visible only to those authorized to view it, maintaining privacy and control over room reservations.