Learn how to reserve and book rooms. Take a look how the room booking approval system works (mediation) and how easy it is to manage your room bookings and reservations.
How to manage your room bookings. Edit, cancel and view room reservations made for, and by, patrons and staff. You can also manage event room bookings made in Attend.
Learn the basics of Reserve with step by step illustrated guides.
User permissions and room settings will determine whether staff can use the control panel to make an immediate booking, or to request a booking that can then be approved.
All existing bookings can be viewed in a list or calendar format, where they can be viewed, edited, approved and cancelled. Old, current and future bookings can be viewed in the control panel and pulled into reports at any time.
Your bookable rooms can be set up to interact differently with users belonging to different user classes. Fundamentally, how a booking is made by a user will be determined by whether it is mediated or unmediated. This is decided by an interaction of room settings, user class settings and individual user settings.
Administrators will automatically have full access to Reserve, with the ability to make or approve a booking in any available room. Administrators also have access to other staff members’ user profiles, where they can set their roles by updating their access permissions.
Can make an unmediated room booking on behalf of a patron or any member of staff.
Can request a mediated room booking on behalf of a patron or any member of staff. This request will then need to be approved.
The Rooms tab of the action center shows a list of any bookings that are awaiting possible action.
Each line represents a bookable room in that location. You will see the room name and an image of the room - hover over the image to see the room details. The light green timeline shows current availability and existing bookings, and the button will show Available if the room can be booked at the selected time, or Unavailable if not.
On the next page, fill in the form with all the details of your booking, starting with selecting whether this is a patron or staff booking.
If available, enter the patron’s library card number. Depending on your settings, this may be a mandatory step, but even if it’s not mandatory, you can use the Look up details function to autocomplete the form with some of the patron’s details.
Enter the patron’s first name and last name, and any required contact details, such as email address and phone number. These contact details will be used for confirmation, notification and reminder messages.
Enter a group name. This refers to the group who will be occupying the room, and will not display anywhere publicly. It can be viewed by staff in the control panel and in reports.
Enter a booking title. This is a name given to this booking, and may be displayed on room scheduler screens (if these are used). It can also be viewed by staff in the control panel and in reports.
Certain fields of the form will autocomplete with the details of the logged in user, but these can be changed manually if the booking is being made on behalf of another member of staff.
Enter first name and last name, and any required contact details, such as email address and phone number. These contact details will be used for confirmation, notification and reminder messages.
On the next page, you will see details of the room, and your booking. You may also be able to choose layout options, and select any additional bookable resources.
If the room has layout options, you will be able to select your required layout from the dropdown. Once you’ve made a selection, you will see a diagram and the details of that layout.
If there are any additional resources available to book, they can be picked in the checklist. You may need to enter the quantity required as well.
Read the terms and conditions and accept them by checking the box.
Unmediated bookings will be confirmed at this point, and no further action will be required.
Mediated bookings will have been submitted as a request, and will now need review and approval by an authorized user before they are confirmed.
The approval status shows in the Reserve listing and calendar, as well as in the action center. It indicates at what stage of the approval process the booking currently sits, and can be easily identified by the color coding.
The room booking has been requested and is awaiting approval from an authorized user.
The booking won’t show on any public facing room schedules, but the time and room have been provisionally reserved to avoid the possibility of double bookings.
The room booking has been reviewed and approved by an authorized user, and is now confirmed.
The booking will now show on any room schedules, as well as in the Reserve listing and calendar. The booker will receive a notification email to advise that the reservation has been approved.
The room booking has been reviewed and declined by an authorized user, and is now cancelled.
The booking will not show on any public facing room schedules, and the provisional reservation has been cancelled. The declined booking will still be visible to staff in the Reserve listing, so that they can still view the details and history if needed, or delete it completely. The booker will receive a notification email to advise that the reservation has been declined.
The room booking had been approved, but has since been cancelled.
The booking will not show on any public facing room schedules, and the time slot will now be available for new bookings. The cancelled booking will still be visible to staff in the Reserve listing, so that they can still view the details and history if needed, or delete it completely. The booker will receive a notification email to advise that the reservation has been cancelled.
Room requests can be approved or declined on the Details popup, which can be reached by clicking Details next to your booking on the Reserve listing page, or by clicking review next to your booking in the Action Center.
Click Decline to decline the booking, change the status to Declined and trigger the notification email. You’ll need to enter the reason for declining, and this reason will be included in the email, and will be recorded in the History panel.
Navigate to the Reserve section of the control panel.
Find your booking. Use the date range options and filters at the top of the page to make this easier. You can show a specific range of dates, or limit the list by room, approval status or booking type.
Make any necessary changes to the details of the booking. You can change anything about the booking, including date, time, room, layout and additional resources.
Select 'cancel booking' from the dropdown.
Enter a reason for cancellation. This reason will be included in the email that is sent out to the person named on the booking, so use suitable wording for that purpose.
After cancelling, the booking will disappear from calendars, and public room schedules. It will still be listed in the Reserve listing, where it will be clearly marked as cancelled. This means you can always find the booking and access its details and History. The alternative is to Delete the booking from the listing altogether.
Deleting a booking is the only way to remove it completely and permanently from the Reserve listing. You can only delete a booking that has already been cancelled or declined. Cancelling or declining is enough to remove the booking from all Reserve calendars and public facing room schedules, and to free up the room and resources to be booked again. You do not need to delete it as well, but you may choose to do so if you want the booking removed from the listing at all, and are sure you won’t need to refer to the details or History in future.
Select 'Delete booking' from the dropdown.