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Front End Management of Meeting Room Bookings

Introduction

The Meeting Room Booking application structure is managed from The Admin and includes Locations, Rooms, Facilities, Facility Managers and Caterers. The booking of rooms is managed entirely via the Front End of the intranet, the process discussed below. For information on viewing and filtering the booking calendar, click here.
            
Security settings govern what Front End users can access in each calendar.  Meaning that different user could view, add or edit bookings depending on their security level. For detailed information on Meeting Room Booking Security, click here.

Topics
Meeting Room Booking Presentation

Add Booking 
Edit Booking
Delete Booking
Undelete Booking
View bookings from Company Calendar

Meeting Room Booking Presentation

The Meeting Room Booking (MRB) application can be presented on your subsite using a variety of applications, as discussed below:
 


Layout Manager - to present the MRB in a subsite layout

Note: The action must be performed by an administrator with access to the Admin

If MRB is presented to the left, right or central column of the Layout Manager, the application will display a message advising users what the application is for. Selecting GO will take users to the application, to view and create bookings.

  

  


Clever Tools -  to add Meeting Room Booking to the Clever Tools list 
Note: The action must be performed by an administrator with access to the Admin

MRB can be added to the Clever Tools list. Then Clever Tools may be placed on the left or right column of the Layout Manager. Selecting the Meeting Room Booking link will take users to the application to view and create bookings.

 


Nav Editor - place a Meeting Room Booking link in the horizontal or vertical navigation
Note: The action must be performed by an administrator with access to the Admin

Direct links too can be added to the Nav Editor, through the Horizontal or Vertical navigation.

  

  

Add Room Booking

At each Location, Rooms can be booked by users.  Security determines which users can view, add and delete bookings (set on the respective room). Users with a security status of Creator, Contributor, Editor, Full Control can add bookings. Read more about security settings here.


To make a room booking

1. Access the application and select your location from the Filter Location drop down box:

 

 2. Once selected, the rooms associated with this location will display on the right in the Filter Rooms section. In the above example, you can see the London office has two rooms available. By filtering the rooms and based on the room color, you can identify which rooms have been booked at what time, in this example, the Meeting Room is booked at 9.30 am - 10.30 am and at 4.00pm - 4.30 pm.

3. At the top of the calendar, select Add Booking

4. Complete the Add Booking wizard, each field discussed below:


Title - This is the title users will see on the calendar for this booking

Location - This field is locked and confirms the location of the meeting rooms

Room - From this drop-down box, you can select which room this booking should be created in

Description - A Rich Text Box for entering any relevant details about this booking, viewable by users

Date - The start and end date/s and time for this booking

Type
- This sets the booking as a one-off Single booking or a regular Recurring booking. Recurrence can be set to Daily, Weekly, Fortnightly, Monthly or Yearly. After setting the recurrence rate, bookings can be set to Recur forever, Number of occurrences, No new occurrences after a set date.

 

7. Press OK to save the event


Edit a Room Booking

 Users with a security status of Creator, Contributor, Editor and Full Control can edit bookings (review security in detail here). The details for an event that can be edited include:
    Changing the booking Title
    Changing the Room of the booking
    Editing the booking Description
    Changing the start and end dates/times
    Altering the booking Type from single to recurring etc.
    Editing the Contact Name and Contact Email for the booking
    Selecting/deselecting the Facilities required

To edit a booking either

- Hover over the event in the calendar and single click to display the booking and select Edit OR simply double click on that event to display the Edit Booking pop-up


 

OR

- Select the item and drag and drop to the correct time or day. Note: Dragging and dropping a booking will update the booking date and time immediately. This method should be used when you just want to update the date of the event. If other details need to be edited, such as required facilities, use one of the other methods shown here.

 - Hover over the event in the calendar and single click to display event and select View then Edit



The Edit Event pop-up will appear and display fields; Title, Location, Room, Description, Date, Type, Contact Name, Contact Email, and Facilities. Each item outlined below.

Title - This is the title users will see on the calendar for this booking

Location - This field is locked and confirms the location of the meeting rooms

Room - From this drop-down box, you can select which room this booking should be created in

Description - A Rich Text Box for entering any relevant details about this booking, viewable by users

Date - The start and end date/s and time for this booking

Type - This sets the booking as a one-off Single event or a regular Recurring event. Events can be set to,  Recur Forever, Number of occurrences, No new occurrences after a set date etc.

Select OK to save your changes.



Editing Recurring Events

When you edit a recurring booking (using any of the methods outlined above), you will be prompted to either Edit the occurrence or Edit the series. When you edit an occurrence this is an exception to the series. Please note the following about exceptions:

If you have a booking series and there are exceptions in that series, if you edit the date of the series, all exceptions will be removed

If you are editing an exception, you will see the below notification that you are editing an exception. You then have the choice to remove the exception and restore it to the series.

When editing an exception, you can only edit the date, no other fields are available

 

When deleting a recurring booking, you will be asked to confirm deletion of the occurrence or delete the whole series



Delete a Room Booking

Full Control, Editors, Creators, Contributors can Delete calendar events  (review security in detail here). Once deleted, events will be available to be undeleted from the Recycle Bin.

To delete a booking

Single click on an event in the MRB calendar, then select Delete. Confirm Delete Booking by selecting OK.



Deleting Recurring Bookings

When you delete a recurring booking you will be prompted to either Delete this occurrence or Delete this series. The occurrence is the specific event. The series is every event in that recurring booking. If you accidentally delete a booking, you can undelete it (see below).

 

  

Undeleting a Room Booking

Full Control, Editors, Creators, Contributors can Undelete calendar events. Once undeleted, an event will again display (review security in detail here). Room bookings are undeleted through the specific room Recycle Bin

To undelete a booking

Go to the Filter Rooms section on the MRB calendar and hover over the relevant room. Select the arrow icon and select Recycle Bin.

The Recycle Bin pop-up displays all events currently deleted for that room. Hover over the relevant room. Select the checkbox for the event you want to undelete. Then use the Actions drop-down to select Undelete.

 

 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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