Syllabus Plus: WRB Web Room Bookings

Transcription

1 Syllabus Plus Syllabus Plus: WRB Web Room Bookings Course Objectives: 1. Login to Web Room Bookings 2. Make a web booking 3. View and manage bookings WRB Live environment

2 Table of Contents Web Room Bookings... 3 Access to Web Room Bookings... 3 Exercise 1. Login via Website... 3 Screen Overview... 4 Make a Room Booking... 5 Exercise 2. View Room Availability Only... 5 Exercise 3. Make a Web Room Booking... 6 Exercise 4. Make a booking on multiple dates... 9 Manage Web Room Bookings Exercise 5. View Web Room Bookings Exercise 6. Cancel a booking Trouble-shooting Updated Nov 2014 Page 2 of 13 Web Room Bookings:

3 Web Room Bookings Introduction Web Room Bookings are to be used by University Staff to make ad-hoc bookings in central and meeting spaces. When a booking is made in this way it will be provisional until it has been reviewed and approved. Approval will be sent from TSM via and your booking will automatically be updated. Web Room Booking requests will be processed within 24hrs. Any requests received after 4pm may not be processed until the next business day. Please bring a printed copy of ed confirmations to verify booking. WRB is accessible only on the University network. If off-campus you need to access via a VPN Access to Web Room Bookings Exercise 1. Login via Website 1. Go to 2. Click on Request Dates For (relevant year) 3. Enter your UQ credentials 4. Click on Login or Press Enter Note: The Web Room Bookings screen will be displayed. Updated Nov 2014 Page 3 of 13 Web Room Bookings:

4 Screen Overview Location options Allows you to indicate the room requirements and quickly view rooms available 2 Date Allows you to choose the relevant date for the booking 3 Time Allows you to choose a start time and duration for the required booking. 4 Managing Bookings Manage bookings by viewing and cancelling Updated Nov 2014 Page 4 of 13 Web Room Bookings:

5 Make a Room Booking When making a web room booking there are a number of steps to complete prior to submission Locations Dates Times Selecting Venues Confirming Details You are able to display a quick view of room availability or complete all sections to proceed and make a booking. Any booking request submitted will be provisional by default until reviewed and approved or cancelled. Web Room Booking requests may be cancelled if they are deemed not permitted or if insufficient information is provided. Exercise 2. View Room Availability Only 1. Select a Minimum Size Note: when entering a minimum size the system will list rooms which closely match the size entered. i.e. a minimum size of 5 will look for locations up to 20 capacity. 2. Select a Location Department Note: Central offers central teaching spaces and UQUNI offers JDStory and Brian Wilson chancellery meeting rooms 3. Select the Campus/Site (OPTIONAL) 4. Select the Attributes that are required for your booking. 5. Click on View filtered Rooms to see rooms which match entered criteria. Note: A list of appropriate rooms will be displayed in location section of screen Updated Nov 2014 Page 5 of 13 Web Room Bookings:

6 Note: If there are room bookings displayed in filtered rooms you can proceed to make a booking. Go to Step 5 in Exercise 3 on page 7 If not, the chosen attributes may need to be changed Exercise 3. Make a Web Room Booking 1. Select a Minimum Size Note: when entering a minimum size the system will list rooms which closely match the size entered. i.e. a minimum size of 5 will look for locations up to 20 capacity. 2. Select a Location Department Note: Central offers central teaching spaces and UQUNI offers JDStory and Brian Wilson chancellery meeting rooms 3. Select the Campus/Site (OPTIONAL) 4. Select the Attributes that are required for your booking. Updated Nov 2014 Page 6 of 13 Web Room Bookings:

7 5. Click on the date required in the displayed calendar. Note: your selection is indicated on screen beside the calendar 6. Select a Preferred Start time 7. Select a Duration (in hours) 8. Click on Next > Note: Any available locations for your chosen criteria will be displayed Note: If there are no locations available at the chosen date, time and duration or none which match your criteria, a message prompt will be displayed Updated Nov 2014 Page 7 of 13 Web Room Bookings:

8 9. Select the room(s) you wish to use 10. Click on Next > Note: Confirmation of Booking Details will appear. 11. Enter details to complete the booking Note: Check the Location reference is correct before proceeding. CC (optional) Booking Description (Required) Note: This description is the most common reason for a booking to be cancelled. It is imperative that staff enter adequate information to fully describe the reason for the booking. If insufficient information is provided your booking will be cancelled (See Below) Department (Required) 12. Click on Confirm Reservation Note: Notification of your booking request will be displayed on screen. Bookings will be approved if the description reflects the activity: Make-up session for MATH3411 Seminar for ALLY Contact session with Tom Burns Bookings will be cancelled if the description is insufficient : MATH3411 A module code ALLY An Acronym Tom Burns A persons name Lec1/01 A timetabled activity: (NO timetabled activities will be approved. These must be scheduled via proper channels to register with Si-Net) Updated Nov 2014 Page 8 of 13 Web Room Bookings:

9 Exercise 4. Make a booking on multiple dates 1. Select a Minimum Size Note: when entering a minimum size the system will list rooms which closely match the size entered. i.e. a minimum size of 5 will look for locations up to 20 capacity. 2. Select a Location Department Note: Central offers central teaching spaces and UQUNI offers JDStory and Brian Wilson chancellery meeting rooms 3. Select the Campus/Site (OPTIONAL) 4. Select the Attributes that are required for your booking. 5. Click on Select multiple days/weeks 6. Click the check box for the required days 7. Select the required weeks Note: Use the CTRL key to select multiple weeks Updated Nov 2014 Page 9 of 13 Web Room Bookings:

10 8. Select a Preferred Start time 9. Select a Duration (in hours) 10. Click on Next > Note: Any available locations for your chosen criteria will be displayed Note: If there are no locations available at the chosen date, time and duration or none which match your criteria, a message prompt will be displayed 11. Select the room(s) you wish to use 12. Click on Next > Note: Confirmation of Booking Details will appear. Updated Nov 2014 Page 10 of 13 Web Room Bookings:

11 13. Enter details to complete the booking Note: Check the Location reference, date and time are correct before proceeding. CC (optional) Booking Description (Required) Note: This description is the most common reason for a booking to be cancelled. It is imperative that staff enter adequate information to fully describe the reason for the booking. If insufficient information is provided your booking will be cancelled. (You are limited to 41 characters) Department (Required) 14. Click on Confirm Reservation Note: Notification of your booking request will be displayed on screen. Note: Click on my bookings to view your list of bookings. Updated Nov 2014 Page 11 of 13 Web Room Bookings:

12 Manage Web Room Bookings As well as making a room reservation, Web Room Bookings also allows users to manage their bookings by viewing or cancelling. Be aware that web room bookings cannot be amended by standard users. To amend an existing booking, please cancel the existing booking and make a new one. An existing web room booking can be amended by Room Bookings Staff in. If you would like assistance to amend an existing WRB you can contact them by phone on: or via Exercise 5. View Web Room Bookings 1. Login to Web Room Bookings (Please see Exercise 1 on page 3) 2. Click on My Bookings Note: All provisional and confirmed bookings will be listed. Notice the prefix of WB and the Department have automatically been added to the Booking Name: WB/ASD/Extra Contact Session Also, note the Reference which is unique for every booking made WRB34D98A Note: When the request is reviewed you will receive confirmation or cancellation via . The booking status will automatically update in WRB. Please bring a printed copy of ed confirmations to verify room booking Exercise 6. Cancel a booking 1. Login to Web Room Bookings (Please see Exercise 1 on page 3) 2. Click on My Bookings Updated Nov 2014 Page 12 of 13 Web Room Bookings:

13 3. Click on Cancel 4. Click on OK Note: the booking will be removed from your list. A prompt will display if you have no more active bookings. 5. Click Show cancelled bookings Trouble-shooting Changes to your browser settings may help resolve any issues you may experience with Web Room Bookings. (WRB) Please contact ITS (ext 56000) for any username and password issues to request a check or reset of UQ (LDAP) details If using Internet Explorer enable Display mixed content o Go to menu bar select Tools > Internet Options >Security Tab > Local Internet Zone > Custom Levels o Ensure the enabled option is selected o Click on OK Updated Nov 2014 Page 13 of 13 Web Room Bookings: