Room Reservation Documentation
Introduction Web Page Reserve Specific Room Find Free Room Complete Reservation Room Owners Meetings Introduction
This document describes the Elms College Room Reservation Site. It works in conjunction with SCAN and Google Calendars to keep track of meetings in various rooms on campus to make the reservation process streamlined. The application is web based on an internal Elms server. It is only available if connected to the campus network. Web Page
Access to the main page of the room reservation system will be via a Google site that will be shared faculty and staff soon. The link is titled Meeting Room Reservations. The main page provides two options. The first is reserve a specific room. You might use this if you knew you wanted the library conference room, but needed to check available times. The second is search for a free room. The will search all the room calendars to see if a room is free during a given time period. Reserve Specific Room
To reserve a specific room: ● Select a room from the “Select Room” drop down menu. ● Select a date from the calendar. You can use the arrows at the top of the calendar to change the month. ● Once you have selected a room and a date, click the “See Busy Times” button. ● A display appears to the right with a list of times the room is busy. If there are no meetings in the room that day, you’ll see the message, ​
Room available all day​
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Fill in the start time and end time fields. The times are required to be in HH:MM ?M format. (1:01 PM, 12:05 AM, but not 1:20). Click the “Check Data” button. The check data button validates the selections, and makes sure the time you entered does not overlap any busy times for the room. If the data is correct, click the “Reserve Room” to advance to the final form. Find Free Room
To search all available rooms: ● Select a date from the calendar. You can use the arrows at the top of the calendar to change the month. ● Fill in the start time and end time fields. The times are required to be in HH:MM ?M format. ● Click the “Search for Rooms” button. The program presents a table of available rooms and information about the room. Each entry in the table contains a link for reserving that room. Choose the room you desire to advance to the final form. Complete Reservation
Once a user selected a room, date, and time, a final form needs to be completed before the reservation is set. The form asks for the following information: ● Name of Event (required) ● Elms Email Address of Person Requesting Room. This must be a person with an Elms email address. They are either the person making the request, or an Elms representative making the request for an outside person or organization. (required) ● Phone number of requestor (required, can be of the form x2317) ● Request from a person or organization outside Elms checkbox. If the box is checked, the following two fields appear: ○ EMail address of outside person. ○ Contact information for outside person, including name, address, phone, etc. ● Number of people expected to attend. ● Do you require media? ● Do you require parking? ● Will the event involve live music? ● Will the event include food from Aramark? To be clear about the email addresses, the first one must be an Elms Email address. This can be the address of the person filling out the form, or the person who asked a representative to fill out the form. Examples: 1 ●
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John Doe, an Elms staff member, wants to request a room for a meeting and has access to the form. He fills in his own email address and leaves the other one blank. Jane Goe, an Elms student, wants to request a room for an activity. She asks her advisor to fill out the form, and the advisor puts Jane Goe’s email in the Elms field and leaves the other one blank. John Outsider wants to hold a meeting at Elms. He does not have an affiliation with the college. He contacts the appropriate staff member to make the reservation. The staff member uses her or his email address in Elms field, then checks the box marked “Request from a person or organization outside Elms”. The Elms representative then fills in the email address of the outside person. Contact information for the outside person then is typed in the multi­line text box. Once the needed data is complete, clicking the Verify Data button checks for errors. If the data is correct, the Make Reservation button is activated, and clicking that completes the process. The process adds an entry to the room for that calendar, and emails the requestor, the primary and secondary managers of the room, as well as anyone from public safety or Aramark that might need to be involved. The event is also added to the master calendar. Room Owners
A staff member is responsible for each room. The owners: ● Derek Fecke, ​
[email protected]​
. All classrooms, campus wide. ● Jenkin Gould, ​
[email protected]​
. Campus athletic facilities. ● Michael Smith, ​
[email protected]​
. Library meeting rooms. ● Samantha Rivera, [email protected]. Campus center rooms and Veritas. ● Sandra Talbot, ​
[email protected]​
. Berchmans Hall conference rooms. ● Annette Ziomek, ​
[email protected]​
. Borgia Gallery If you need to reserve multiple spaces at once, please contact one of these owners and they will make the reservation for you. You may also request a campus wide event (for example, freshman orientation) which blocks out all meeting rooms. An owner may cancel your reservation at any time if a conflict arises​
. Please report any bugs or thoughts for improvements to the help desk, ​
[email protected]​
. Meetings
Please note that this software only reserves a room. Once you have reserved the room, use your own Google calendar to schedule the meeting and invite attendees. 2