LibCal-SpaceBooking: Difference between revisions

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Navigate


Select Time Method 1
These are instructions for booking a space (room) in LibCal.
 
Select Time Method 2 / recurring
 
Complete Form (Patron Info)
 
add at end:
 
*The ''Add Booking Step 3'' box appears.
** This is simply a Success message. 
 
<span style="color:#FF0000;">Note that this is a submitted '''request''', and that the ''Mediated Tentative'' is the status.  The booking needs to be approved by a supervisor or other appointed person.  They will be notified by email.</span>
 
then also add page 3 of P:\Projects\Comm Infrastructure\LibCal Instructions\LibCal Instructions _ How to Book a Room for Staff.docx
 
 
 
==How to Book a Space: ''Selecting an Available Time Slot'' method==


==Step One: Selecting Desired Date / Time(s)==
===Navigate to Availability Grid===
[[File:CreateSpaceRes.png|300px|thumb|right|Navigate to Availability Grid]]
*Click ''Spaces'' in main toolbar
*Click ''Spaces'' in main toolbar
*Click ''Location'' (aka Branch) in main toolbar
*Click ''Location'' (aka Branch) in main toolbar
*Click ''Booking Grid & Availability''
*Click ''Booking Grid & Availability''
*In ''Category'', select the room you would like to book, and then click ''Go''.   
*In ''Category'', select the room you would like to book, and then click ''Go''.   
[[File:CreateSpaceRes.png|frameless|upright=2.2]]




After clicking ''Go'', the availability grid appears.


===This method involves clicking on an available time slot in the availability grid.===
After clicking ''Go'', the Availability Grid appears.


Use <span style="color:#FF0000;">other method</span> if a ''recurring booking'' is desired.
===Option A: Select Date/Times by using the Availability Grid===
[[File:LibCalDatePicker.png|300px|thumb|right|Availability Grid]]
[[File:LibCalStep1.png|300px|thumb|right|''Add Booking Step 1'' box]]
Note: [[#Option_B:_Select_Date.2FTimes_by_using_the_Add_Booking_button|Option B]] is recommended for ''recurring bookings''.  Single bookings can use either option.


*Navigate to the date and time the patron wants to book the space.  You can do this by:
*In the Availability Grid, navigate to the date and time the patron wants to book the space.  You can do this by:
**sliding the horizontal scrollbar
**sliding the horizontal scrollbar
**clicking the left/right navigational arrows
**clicking the left/right navigational arrows
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*The ''Add Booking Step 1'' box appears.
[[File:LibCalDatePicker.png|frameless|upright=2.2]]
 
 
 
*The ''Add Booking Step 1'' box appears. ''See below''
**Adjust End Time if necessary.
**Adjust End Time if necessary.
**Click ''Submit Times''.
**Click ''Submit Times''.
[[File:LibCalStep1.png|frameless|upright=2.2]]




*The ''Add Booking Step 2'' box appears. ''See below''
You are then shown the ''Add Booking Step 2'' screen. [[#Step_Two:_Enter_Patron_Information|Continue to Step 2.]]
**Confirm the dates/times.
**Enter group contact's Full Name, Email, and Group Name
**<span style="color:#FF0000;">What if system event?  what if holding a room (long prep)?  Staff meeting?  What if study room?</span>
**If you are submitting the request on behalf of a patron:
***Check the ''Send Confirmation Email to User'' checkbox. They will automatically receive an email when the room booking has been approved or denied.
***'''Always select the Optional drop down''' to complete meeting information. (See red box)
**Optionally, you can add an Internal Note to log any helpful info about this booking.
**Click the ''Add Booking'' button




[[File:LibCalStep2.png|frameless|upright=2.2]]
===Option B: Select Date/Times by using the ''Add Booking'' button===
 
[[File:LibCalAddBooking.png|300px|thumb|right|''Add Booking'' button]]
 
===Adding a booking using the ''Add Booking'' button===
 
Again, this is an alternate method of creating a booking.  Also, it is the method to use when creating a recurring booking.
Again, this is an alternate method of creating a booking.  Also, it is the method to use when creating a recurring booking.


 
*Click on the Add Booking button, above the Availability Grid, and select "Add Single Booking" or “Add Reoccurring Booking” from the dropdown menu.
*Click on the Add Booking button, above the availability grid, and select "Add Single Booking" or “Add Reoccurring Booking” from the dropdown menu.
<div style="clear:both;"></div>
 
 
[[File:LibCalAddBooking.png|frameless|upright=2.2]]
 
====Single Booking====
====Single Booking====
[[File:LibCalCAddBookingButtonMethod.png|300px|thumb|right|''Add Booking Step 1'' box for single booking when using ''Add Booking'' button]]
*In the Add Booking Step 1 window, select a Start Date and Start Time for the booking.  
*In the Add Booking Step 1 window, select a Start Date and Start Time for the booking.  
*Select the space you want to book in the ''Space'' dropdown.
*Select the space you want to book in the ''Space'' dropdown.
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**Note:  The system won't let you choose an End Date/Time that overlaps another booking.  But, there is a message below the End Date box alerting of the next conflict time.
**Note:  The system won't let you choose an End Date/Time that overlaps another booking.  But, there is a message below the End Date box alerting of the next conflict time.
*Click the ''Submit Times'' button.
*Click the ''Submit Times'' button.
 
<div style="clear:both;"></div>
====Recurring Booking====
====Recurring Booking====
[[File:LibCalCAddBookingRecurring.png|300px|thumb|right|''Add Booking Step 1'' box for Recurring Bookings]]
[[File:LibCalConflict.png|300px|thumb|right|Conflict message]]
[[File:LibCalNoConflict.png|300px|thumb|right|No conflicts message]]
*In the Add Recurring Booking Step 1 window, select a Start Time and End Time for the booking.
*In the Add Recurring Booking Step 1 window, select a Start Time and End Time for the booking.
*Select a Repeat Pattern.   
*Select a Repeat Pattern.   
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*Add the desired space.
*Add the desired space.
*Click the ''Submit Times'' button.
*Click the ''Submit Times'' button.
*The system will notify of any conflicts:
*The system will notify of any conflicts; see thumbnail.


[[File:LibCalConflict.png|frameless|upright=2.2]]
**If there are conflicts, you could:
***Click the red ''Submit Valid Times Only'' button to reserve all non-conflicting recurring bookings
***Edit the time / date parameters, and click ''Submit Times''
***Click ''Close'' to cancel
*Alternately, the system will tell you if there are no conflicts.


*In the above, you could:
**Click the red ''Submit Valid Times Only'' button to reserve all non-conflicting recurring bookings
**Edit the time / date parameters, and click ''Submit Times''
**Click ''Close'' to cancel


Alternately, the system will tell you if there are no conflicts.
You are then shown the ''Add Booking Step 2'' screen.  [[#Step_Two:_Enter_Patron_Information|Continue to Step 2.]]
<div style="clear:both;"></div>


[[File:LibCalNoConflict.png|frameless|upright=2.2]]
==Step Two:  Enter Patron Information==
[[File:LibCalStep2.png|300px|thumb|right|''Add Booking Step 2'' box]]
*Confirm the dates/times.
*Enter group contact's Full Name, Email, and Group Name
**<span style="color:#FF0000;">What if system event?  what if holding a room (long prep)?  Staff meeting?  What if study room?</span>
*If you are submitting the request on behalf of a patron:
**Check the ''Send Confirmation Email to User'' checkbox. They will automatically receive an email when the room booking has been approved or denied.
**'''Select the Optional drop down''' to complete meeting information. (See red box on image)
*Optionally, you can add an Internal Note to log any helpful info about this booking.
*Click the ''Add Booking'' button


The ''Add Booking Step 3'' box appears.  This is simply a Success message.


You are then shown the ''Add Booking Step 2'' screen.
<span style="color:#FF0000;">
Note that this is a submitted request, and that the Mediated Tentative is the status. The booking needs to be approved by a supervisor or other appointed person. They will be notified by email....Click elsewhere to learn how to see if a booking has been approved, booking explorer, etc..... also add page 3 of P:\Projects\Comm Infrastructure\LibCal Instructions\LibCal Instructions _ How to Book a Room for Staff.docx
</span>

Latest revision as of 11:26, 26 August 2021


These are instructions for booking a space (room) in LibCal.

Step One: Selecting Desired Date / Time(s)

Navigate to Availability Grid

Navigate to Availability Grid
  • Click Spaces in main toolbar
  • Click Location (aka Branch) in main toolbar
  • Click Booking Grid & Availability
  • In Category, select the room you would like to book, and then click Go.


After clicking Go, the Availability Grid appears.

Option A: Select Date/Times by using the Availability Grid

Availability Grid
Add Booking Step 1 box

Note: Option B is recommended for recurring bookings. Single bookings can use either option.

  • In the Availability Grid, navigate to the date and time the patron wants to book the space. You can do this by:
    • sliding the horizontal scrollbar
    • clicking the left/right navigational arrows
    • using the Go To Date widget
  • Click the green box for the date / time desired
    • Blacksburg: be sure to click in the desired CR Room row as well.


  • The Add Booking Step 1 box appears.
    • Adjust End Time if necessary.
    • Click Submit Times.


You are then shown the Add Booking Step 2 screen. Continue to Step 2.


Option B: Select Date/Times by using the Add Booking button

Add Booking button

Again, this is an alternate method of creating a booking. Also, it is the method to use when creating a recurring booking.

  • Click on the Add Booking button, above the Availability Grid, and select "Add Single Booking" or “Add Reoccurring Booking” from the dropdown menu.

Single Booking

Add Booking Step 1 box for single booking when using Add Booking button
  • In the Add Booking Step 1 window, select a Start Date and Start Time for the booking.
  • Select the space you want to book in the Space dropdown.
    • Note: If the space is unavailable / in use at the start time, the system will not let you select the Space. There's no real warning about this.
  • Once you've chosen the space, select an End Date.
    • Note: The system won't let you choose an End Date/Time that overlaps another booking. But, there is a message below the End Date box alerting of the next conflict time.
  • Click the Submit Times button.

Recurring Booking

Add Booking Step 1 box for Recurring Bookings
Conflict message
No conflicts message
  • In the Add Recurring Booking Step 1 window, select a Start Time and End Time for the booking.
  • Select a Repeat Pattern.
    • The form will grow and change depending upon your selection. Complete as necessary.
  • Add the desired space.
  • Click the Submit Times button.
  • The system will notify of any conflicts; see thumbnail.
    • If there are conflicts, you could:
      • Click the red Submit Valid Times Only button to reserve all non-conflicting recurring bookings
      • Edit the time / date parameters, and click Submit Times
      • Click Close to cancel
  • Alternately, the system will tell you if there are no conflicts.


You are then shown the Add Booking Step 2 screen. Continue to Step 2.

Step Two: Enter Patron Information

Add Booking Step 2 box
  • Confirm the dates/times.
  • Enter group contact's Full Name, Email, and Group Name
    • What if system event? what if holding a room (long prep)? Staff meeting? What if study room?
  • If you are submitting the request on behalf of a patron:
    • Check the Send Confirmation Email to User checkbox. They will automatically receive an email when the room booking has been approved or denied.
    • Select the Optional drop down to complete meeting information. (See red box on image)
  • Optionally, you can add an Internal Note to log any helpful info about this booking.
  • Click the Add Booking button

The Add Booking Step 3 box appears. This is simply a Success message.

Note that this is a submitted request, and that the Mediated Tentative is the status. The booking needs to be approved by a supervisor or other appointed person. They will be notified by email....Click elsewhere to learn how to see if a booking has been approved, booking explorer, etc..... also add page 3 of P:\Projects\Comm Infrastructure\LibCal Instructions\LibCal Instructions _ How to Book a Room for Staff.docx

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