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This ensures that booking information is visible only to those authorized to view it, maintaining privacy and control over room reservations.
Booking a Direct Reservation
To make the booking process seamless, we recommend adding the CG Room Reservation module to the left-side menu of your homepage. You can do this using the drag-and-drop widget in your Mobile Hub Builder. This ensures users can easily access the room schedule and make reservations.
To create a direct booking, users can navigate to the room schedule, select an open space for the desired day and time, and fill in the reservation details. Once completed, they can click Book Space:
Without Approval Process: If the space does not require approval, the reservation is automatically confirmed.
With Approval Process: If approval is required, the user will be directed to a supplemental form with additional questions. Once submitted, the reservation status will be marked as Pending until reviewed and decided upon.
This streamlined process allows users to reserve spaces efficiently while ensuring necessary approvals are managed appropriately.
Setting Up an Approval Process for Room Reservations
To set up an approval process for room reservations, follow these steps:
Navigate to Admin > Settings > Approval Process > Create Process > Room Reservation Approval.
Configure the approval process:
Activate Approval: Enable the approval process by setting it to "Yes."
Supplemental Form: Choose the form that users must complete as part of the approval process. If the form hasn’t been created yet, you’ll need to create it within a group first. Once the form is ready, return to this screen to connect it to the approval process.
Approval Required For Direct Booking Of: Specify the rooms or spaces this approval process applies to. You can select by Room Type, Building, Floor, individual spaces, or a combination of these options.
Click Save to finalize the setup.
With the approval process in place, any direct booking requests for the specified spaces will require review and approval before confirmation.
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Event Booking Route
When the CG Room Reservation module is active, it integrates into the Location section of the event creation screen. This allows officers creating events to select an on-campus reservation as the location for their event.
During event creation, officers will input the mandatory details such as Event Name, Event Description, Event Type, Date, and Time. They can then select On-Campus Room Reservation, specify a Capacity, and include time for Setup and Breakdown, if desired. These details are used to find suitable spaces.
By clicking Book Rooms, officers will see a list of available spaces that meet their criteria. They can search for spaces by name or filter by Room Type, Building, Floor, and Capacity. Once a space is selected and Book is clicked, the reservation will appear as Pending and be attached to the event’s location section upon creation or submission.
The reservation will then follow the approval or process workflow configured for events, ensuring all necessary reviews are completed before final confirmation.
Should the officer or approver need to make an edit to the room reservation for the event, they must first release the existing reservation by clicking Book Rooms, cancel the existing reservation, close the screen, and make any edits to the Date, Time, or Attendees before selecting the Book Rooms button again to select another room.
