LibCal-SpaceBooking

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