LibCal-SpaceBooking
These are instructions for booking a space (room) in LibCal.
Step One: Selecting Desired Date / Time(s)
- 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
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
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
- 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
- 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
- If there are conflicts, you could:
- 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
- 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