Room Booking Manual. A step by step guide to using the RUM Module v2

Transcription

1 Room Booking Manual A step by step guide to using the RUM Module v2

2 2 Room Booking Manual (v2) Space is now recognised as a high value currency and can no longer be treated as a free good. The need to drive out organisational inefficiencies and financial pressures means space utilisation is now under the spotlight. In most organisations, property costs are second only to wages; therefore, increased utilisation of space brings significant rewards. However, space reduction strategies must be robust, based on current, accurate and auditable data. As such, organisations need powerful comprehensive tools to plan, manage and improve their use of space. Micad s Room Utilisation Module (RUM) brings those tools to your desktop and the results to your business.

3 3 Room Booking Manual (v2) CONTENTS ADMINISTRATORS 1. INTRODUCTION 5 Page 2. HOME PAGE 6 Dashboards 7 - Unconfirmed Bookings 7 - Unconfirmed Resources 9 - Expiring Bookings 11 Room Information Sheet 12 Icons 13 Making a Room Booking 14 - The Booking Form 15 Clashed/Double Bookings 16 Creating Clients RUM MAIN BUTTONS 20 Room Finder 21 Bookings 22 - Single Bookings 22 - Everyday of the Week Bookings 24 - Booking Monday-Friday 24 - Booking Multiple Weeks 25 - Booking Certain Days of the Week 25 - Booking Alternate Weeks 26 - Booking Certain Days of the Month 26 Session Schedule 27 - Viewing Rooms 28 - Making a Booking 29 - Edit/Cancel a Booking 30 Managers Form 31 Room Bookings Search 32 - Edit Bookings 33 Book Resource 34 - Add Resource to a Room Booking 35 - Book Stand-Alone Resource 37 Resource Bookings Search 39 - Edit Resource Booking 40 Location Notes 41 Client Exceptions 42 Security 44 - Security Levels 44 - Deleting Users 44

4 4 Room Booking Manual (v2) Configuration 46 - Configure Room Availability 47 - Associated Rooms 49 - Configure Room Charges 50 - Configure Password Security 51 - Configure RUM Options 52 - Configure Clients 53 Edit Client 54 Deactivate Client 54 Transfer Bookings 55 Copy Client 56 - Configure Client Types 56 - Configure Sessions 57 - Configure Room Properties 58 - Flood Fill with IPR Departmental Occupancy 59 - Edit Terms & Conditions 60 - Edit Cancellation Reasons (Quick Picks) 61 - Edit Exception Reasons 62 - Edit Booking Types 63 - Edit Feedback Questions 64 - Edit Audit Questions 65 - Edit Specifications Room Functions 67 - Rebuild IPR Cost Tables for Reports 68 - Configure Resource Types 69 Viewing Resources 70 Viewing Resource Bookings 70 Edit a Resource 71 Mark Resource Unavailable 71 Delete a Resource 72 - Add Resource 73 - Edit Resource 75 - Edit Resource Cancellation Reasons 76 Reports 77 - Room Activity Over Time 77 - Show Sessional Bookings on a Floor Plan 78 Room Wall Planner 79 Resources Wall Planner 80

5 5 Room Booking Manual (v2) INTRODUCTION This manual demonstrates how to setup and configure the Room Booking System (RUM) from Administrator through to Client. The manual for the Client side can be printed separately as a stand-alone document and distributed to those that only need access to this part of the system. Levels above that of Client will need to familiarise themselves with navigating the main IPR system so they will be able to navigate to the RUM Module, please refer to the IPR Manual for information about Navigating the IPR System.

6 6 Room Booking Manual (v2) RUM Home Page The main page of the Room Booking System is where accessing and navigating the module takes place. A dashboard style of information and a view of the daily bookings are instantly visible. Location Selector Dashboard View Toggle Button Rooms or Resources Daily Bookings Room Bookings Monthly Calendar View Room Information Sheet Administrators have extra icons: Security & Configuration

7 7 Room Booking Manual (v2) RUM Home Page Dashboards Unconfirmed Bookings Dashboards give users an instant overview of the current progress of room and resource bookings, audits that require validation and recurring bookings that are due to expire. To display the bookings within each of the dashboards click on the number under the appropriate heading. 1. Click on figure in Unconfirmed Bookings. All bookings that require confirmation are listed. Only bookings within the locations a Room Booker or Booking Manager have access to will be displayed. 2. Click the Confirm/Cancel Booking button next to each booking. This will open the booking details.

8 8 Room Booking Manual (v2) 3. Check the details are correct and click the link to display if there are any clashing bookings. 4. If there are no clashing bookings and all the details are correct click the Confirm Booking button. The booking will be confirmed and a confirmation will be sent automatically to the client informing them of the status of the booking. Should the booking clash and confirmation is given then any clashed bookings, within the current booking, will be automatically cancelled and only those that do not clash will be booked. 5. To cancel the booking, click on the Cancel Booking button, a menu appears asking for the reason the booking is being cancelled. Users can either click on one of the pre-determined reasons or type their own reason for cancelling the booking. 6. Press the Cancel Booking button to submit the cancellation. A will automatically be sent to the client informing them of the cancellation and the reason why their booking has been cancelled.

9 9 Room Booking Manual (v2) RUM Home Page Dashboards Unconfirmed Resources 1. Click on figure in Unconfirmed Resources. All bookings that require confirmation are listed. Only resource bookings within the locations a Room Booker or Booking Manager have access to will be displayed. 2. Check the details are correct. To confirm the booking click the Confirm Booking Button. The system gives the option to send a confirmation . Tick to send an , leave blank if no should be sent. (The box is ticked as the default option). Click Confirm Booking to proceed.

10 10 Room Booking Manual (v2) 3. To cancel the booking, click on the Cancel Booking button, a menu appears asking for the reason the booking is being cancelled. Enter the reason for cancellation. 4. Press the Cancel Booking button to submit the cancellation. A will automatically be sent to the client informing them of the cancellation and the reason why their resource booking has been cancelled.

11 11 Room Booking Manual (v2) RUM Home Page Dashboards Expiring Bookings The RUM displays all recurring bookings that are due to expire within the next month, if the booking is due to be rebooked, the Expiring Bookings Dashboard allows users to keep the original booking and just extend the end date, saving time on having to create the booking from scratch. 1. Click on figure in Expiring Bookings. Only bookings within the locations a Room Booker or Booking Manager have access to will be displayed. 2. Choose the booking to be extended and enter a new extended end date for the booking. 3. Click the Double Bookings button to check the booking does not clash with any bookings already made. 4. When finished click the Update button to make the changes. The Hide button will stop bookings appearing in the dashboard. Clicking the Show Hidden tick box will reinstate these bookings.

12 12 Room Booking Manual (v2) RUM Home Page Room Information Sheet Wherever this icon appears within the Room Booking Module, users will be able to click on the icon to view the Room Information Sheet Features include: - Floor Plan indicating the location of the Room within the building. - Photographs - Room Details - Room Information - Building Information - Site Information All information contained within the Room Information Sheet are configurable by the RUM Administrator.

13 13 Room Booking Manual (v2) RUM Home Page - Icons The icons at the top of the page allow set tasks to be performed from anywhere in the module. Returns to the main IPR RUM Home Page Room Finder Configure Clients Use these icons to access the relevant features quickly. RUM Reports Security (only available to Administrators) Terms and Conditions Unconfirmed Bookings Unconfirmed Resource Bookings Audit Validations Expiring Recurring Bookings Returns to the IPR at the current location

14 14 Room Booking Manual (v2) RUM Home Page Making a Room Booking Booking rooms within the RUM can be done through several different avenues, however, the basic room booking method (booking form) is the same throughout. Making a single room booking for today or now from the Home Page 1. Click anywhere in the light grey space along the line of the room that is to be booked.

15 15 Room Booking Manual (v2) The Booking Form is displayed: 1. Select Client: enter the clients name, the drop down box will list all those that match, click on the appropriate client/department. If there is no match, go to page 17 for instructions to add a New Client. 2. Booking Description: type a description/title of the meeting i.e. Departmental Meeting. 3. Start Time: enter the time the meeting is to start End Time: enter the time the meeting is to finish 4. Booking Type: i.e. Meeting, Clinical, Training etc. 5. Number of Occupants: how many people need to be accommodated. 6. Provisional Booking: Tick if the meeting is not a confirmed booking. 7. Notes: Add any additional notes. Ignore this section, the booking form defaults to Does Not Recur. This is the correct selection for a single/one-off booking 8. Double Bookings: clicking this button will alert bookers to any double bookings. (For details on Double Bookings see page 16). 9. Book Room: when the form is complete, click this button. The booking has been made. 10. An automatic is sent to the client (an address is required when creating a client account, see page 17 for Creating Clients ). A booking reference is generated

16 16 Room Booking Manual (v2) Clashed/Double Bookings When making bookings always use the Double Bookings button to check whether there are any bookings already in place for the same date, time and room as being requested, even if it is just a single booking being made. 1. No Clashes: Click the Double Bookings button, if the system does NOT find any clashes for the room you are requesting, it will state there are 0 occurrences clashing and you can continue with requesting your booking. 2. Click the Book Room button, to place the booking. 3. If there are already bookings made, the system will display how many clashes there are. 4. Click the link to display the individual dates/times this booking clashes with. Details of the booking(s) already made are shown. This is a read-only table, any amendments to other client s bookings are done by editing the bookings, (see page33). 5. Close this screen using the Close button in the top right-hand corner. 6. If bookers continue making the booking the system will automatically create exceptions (deletions) for all the clashed dates in this booking without affecting those bookings already made. To avoid exceptions being made, the dates/times on the Booking Form will need to be amended and re-checked before clicking the Book Room button to avoid clashes. 7. NOTE: If a double booking is required, delete the tick in the Automatically Create Exceptions box to allow the booking to be made without exceptions.

17 17 Room Booking Manual (v2) RUM Home Page Creating Clients There are several areas with the RUM that will allow you to create new clients, the method is the same in all instances. 1. Click anywhere in the light grey space to display the Booking Form. 2. Select Client: enter the clients name, the drop down box will list all those matching the name, click on the appropriate client/department. If, when clicking the arrow, it still says Select Client, the client needs creating. When selecting a name, check it s the right organisation, then click on the name. If the name is correct but the department/organisation is different create a new client. To add a new client, click on the New Client button

18 18 Room Booking Manual (v2) 3. Complete the New Client details, fields with * denote a mandatory field: 1. Client Name Enter the name of the individual making the booking, i.e. Fred Bloggs 2. Password Enter a suitable password. (Check with internal organisational policy to see if there are standardised password setup parameters). 3. Department Using the drop down arrow, select the organisation the client works for. This is the organisation that may be charged for any bookings this client makes. If a client works for several organisations, the client will need an account set up for each one. 4. Client Type Select which entry the client belongs to, i.e. Internal, External Organisation, Clinical etc. The selection in the menu is configurable by RUM Administrators and will have different selections depending on the system being viewed. 5. Cost Code Enter the cost code applicable to the organisation or department. 6. Preferred Building Choose a building from the menu. This will be the building the RUM defaults to when a client logs in. 7 Phone Number Add the contact phone number for the client. 8. Alternative Phone Number An additional number can be added here i.e. mobile or other office contact number.

19 19 Room Booking Manual (v2) 9. Add an address for the client. Clients will not receive confirmations/updates or cancellation notices without a valid address. 10. Address Enter the Clients address (this should be where they are based from). 11. Notes Add any other comments or notes. Clients only logging in via the Client Portal will not be able to view these notes. 12. Save Click save to keep the details you have entered. These will be available next time this person books a room. 13. Delete Client Deletes the details added to the form.

20 20 Room Booking Manual (v2) RUM Home Page - Buttons The Home Page Menu Icons give access to the whole Room Booking Module: configuration, booking, viewing, reporting, editing, security etc. The following pages will explain how each of the icons should be used and are described in the order they appear on screen.

21 21 Room Booking Manual (v2) RUM Home Page Room Finder There are several ways of finding and booking a room within the RUM, the Room Finder is the simplest and often the quickest. To find available rooms, simply enter the requirements for the search, press the Find Rooms button to display all the rooms matching the criteria requested Start Time and End Time are mandatory fields, the search cannot begin until these fields have been populated. 1. Available What kind of booking is required: Single/Type of Recurring 2. On This Date Date of first booking (system defaults to todays date) 3. Start Time What time is the room being booked from. 4. End Time What time is the room being booked to. 5. With This Function Specify the type of room required i.e. Meeting Room, Consulting Room, Lecture Theatre, Classroom etc. 6. Select Location Choose which building, from the drop down menu, the system should search for an available room. 7. Other Criteria This drop down menu displays additional fields a room can be searched upon such as No. of Occupants, IT Equipment etc., these are customisable by each organisation. NOTE: For large estates with many bookable rooms, using this option could make the search take longer. 8. Find Rooms Find Rooms button commences search.

22 22 Room Booking Manual (v2) RUM Home Page Room Finder - Single Booking 1. Available: Click to reveal the selection of booking requests. Choose Single Day. Depending on the option chosen, the main instruction box (shown on the previous page) will change and ask further questions. For examples see page 24 see page 24 see page 25 see page 25 see page 26 see page On This Date: Input the date the booking is required. 3. Start Time/End Time: Enter the start time of the booking and the end time (Remember the clock is 24 hrs). 4. With This Function: Pick type of room required, i.e. meeting room, Clinic Room etc. 5. Select Location: Click on appropriate building from drop down list. (If a user only has access to one building, this will be the only building visible) 6. Other Criteria: Advanced search options, populate as required: the small arrow next to Other Criteria shows more options to search by, such as no. of occupants, clinical etc. This will narrow down the search field to find only the room(s) that fulfil all the requirements needed. 7. Find Rooms: Pressing this button will execute the search. Once pressed a selection of available rooms will be displayed. 8. To book a room: Press the icon next to the room required to continue on to the Booking Form.

23 23 Room Booking Manual (v2) 9. Booking the Room. Fill out the fields as shown (for help, please refer to: Making a Booking on page 15), to make the booking.

24 24 Room Booking Manual (v2) RUM Home Page Room Finder - Booking for Everyday of the Week Booking this type of room is exactly the same as for a single booking; however, the information box now shows all the days, from Monday to Sunday, as ticked. This means the room being requested needs to be available on all these days within the dates specified. The date field has also changed allowing the user to enter a date range for the booking. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions). The benefit of this type of booking is it allows users to make one booking instead of seven individual ones. RUM Home Page Room Finder - Booking for Monday-Friday Between These Dates is a mandatory field, the search cannot begin until this field has been populated. In this type of booking the information box has changed and is only showing the days Monday to Friday as ticked. This means the room being requested needs to be available on all these days ticked within the date range specified. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions). The benefit of this type of booking is that it allows users to make one booking instead of five individual ones.

25 25 Room Booking Manual (v2) RUM Home Page Room Finder - Booking for Multiple Weeks To make a booking for multiple weeks, choose this option. The menu changes allowing users to enter how many weeks they would like to book. The date entry needs to start on the day of the first booking and end on the last day the room is required. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions). RUM Home Page Room Finder - Booking for Certain Days of the Week This type of booking allows users to choose which day or days are needed. The information box has changed, showing the days Monday to Saturday. Tick which days are required. The room required needs to be available on all the days ticked within the date range specified. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions). Between These Dates is a mandatory field, the search cannot begin until this field has been populated.

26 26 Room Booking Manual (v2) RUM Home Page Room Finder - Booking for Certain Days on Alternate Weeks Users can book alternate weeks in exactly the same way as Certain Days of the Week bookings (see page 25) by choosing which day(s) are needed between the date range specified. The system will look at the first date entered and then search every other week for available rooms. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions). Between These Dates is a mandatory field, the search cannot begin until this field has been populated. RUM Home Page Room Finder - Booking for Certain Days of the Month To find a room for a certain date or day of the month, use this option. The information box allows the user to choose which date or which day of a month they would like to book over a specified period. The rest of the booking is as standard. To continue with this type of booking, fill in the rest of the form as normal (please refer to page 15 for instructions).

27 27 Room Booking Manual (v2) RUM Home Page Session Schedule The Session Schedule displays a week of bookings at a glance and allows users to make a booking directly onto the schedule. CAUTION: This way of booking rooms can be dangerous if users do not know how to use this section properly. Once the lock is opened a booking can be placed anywhere and a user could inadvertently place a booking in the wrong place and not realise. A viewing week starts from the date the user inputs, using either the calendar or the date field. The date will always default to today s date when the user first clicks into the session scheduler.

28 28 Room Booking Manual (v2) RUM Home Page Session Schedule Viewing Rooms This section gives details about each room. Session Schedules are broken down into the time slots for the session chosen e.g. Day is split into sessions; each session = 4 hrs and are titled: Morning, Afternoon and Evening. Picking different sessions will make finding slots associated with that session easier. This symbol indicates the booking is recurring. The absence of this symbol signifies a single booking. Bookings show basic information: - Name of Organisation - Name of Person booking the room - Name of the meeting - Time of meeting Booking a room using the Session Scheduler can only be booked as a whole session, therefore, choosing the right session when viewing the page is essential. Existing bookings that are longer than the session being view will be shown as split bookings, however, the original booking is not affected and viewed within the correct session will display these bookings correctly.

29 29 Room Booking Manual (v2) RUM Home Page Session Schedule Making a Booking 1. Choose the date for the booking by either typing in the date (dd/mm/yy) or using the calendar. 2. Pick what type of screen (session) to view: click the arrow to show options, choose the session that applies. Sessions split the screen into the time breaks for each session, i.e. Whole Day, the screen shows each day as a whole day, whereas, Dental Check-ups break the day into 15 min slots. (Sessions are configured by the RUM Administrator). 3. Type in the clients name; refer to Make a Room Booking on page 8 for full details to complete this booking or add a new client. 4. As with Advance Bookings, this portion of the screen allows the user to choose the type of booking they require, i.e. Single Booking, Certain Days of the Week etc. For more information refer to Advanced Bookings on page Up until this point the sessions screen has been locked to prevent unnecessary bookings being made. Once all the details have been checked the user should now press to unlock the padlock and make the sessions screen accessible to bookings. Be careful when using the session schedule to make bookings, it s very easy to click in the wrong place 6. When the sessions screen is active the padlock button will turn green

30 30 Room Booking Manual (v2) 7. Find the session that s required and available (white space denotes no bookings) and click in that square to place the booking. 8. A new booking will appear with the appropriate colour coding. 9. Once the booking(s) are complete it is advisable to either re-click the padlock to lock the screen or change the screen back to the main menu. RUM Home Page Session Schedule Edit/Cancel a Booking 1. Find the booking to be edited/cancelled on the Session Schedule. 2. Right Click on the booking to display the sub-menu. 3. Choose the option required. Shows future bookings for the room Copies details from existing booking into form See Page 33 for further instructions Shows client information and bookings Sends confirmation to the client See Page 33 for further instructions Deletes the booking from the system

31 31 Room Booking Manual (v2) RUM Home Page Manager Form The Manager Form views a daily schedule of bookings within a building. Firstly you will be required to select the building you want to see the schedule for. Then if necessary you can select a function and finally enter a date for the schedule (you can only enter a date up to six weeks away). Press Search to show the schedule. 1. Click to select the building to be viewed. 2. Click to choose which type of room is required. (Leave blank to show all rooms) 3. Insert the date to be viewed. The schedule will display the rooms in the selected building for the date requested and room function (if specified) and all the bookings within those rooms. Rooms (Function) Schedule of Bookings 4. Use your cursor to hover over a booking to view details. 5. Click on a booking to edit/cancel. (See page 33 for further details on editing/cancelling bookings.) 6. Bookings can be made from this screen in the same way as making a booking from the main schedule found on the home page, see page 29 for details.

32 32 Room Booking Manual (v2) RUM Home Page Bookings Search Bookings can be found by using any one of the fields below, the more fields are used the more concentrated the search becomes. To view all bookings, just press any of the green arrows making sure none of the other fields are populated. Fields in the search facility allow the use of partial words. This button starts the search This button clears the search filter Entering the Booking Reference in this field will show just that booking. Bookings can be edited from this page. Enter the title of the meeting, (as input when the booking was made). All bookings with the same words in this field, whether whole or partial, will be displayed. Booking Type is used to identify the different types of room s available, i.e. clinical, training, meeting etc. Some Booking Types are popular and may return a huge list of bookings. Use in conjunction with other fields to narrow search findings. The client s name is the individual s name that the booking has been booked under, not the name of their organisation or department. This is the organisation name. Used alongside Client, the result returned will be more precise. Enter the room name, i.e. Meeting Room A. Use in conjunction with other fields to narrow search findings On recurring bookings, use any date within the date range to return your findings, Any exception will be listed. These are dates cancelled within the booking. Using the time field on its own will return a huge quantity of bookings, used in conjunction with other fields will help to narrow down findings. Use this field if the date the booking was made or created is known. Ticking this field will show any cancelled bookings. They are highlighted in pink in the returned list. Ticking this field will show all bookings including those that have expired.

33 33 Room Booking Manual (v2) Meetings matching the search criteria are listed as shown in the example below. From here it is possible to edit a booking; to do so: 1. Click the pen icon located at the far right of the page, this opens up the original booking form in an editable format allowing the user to amend the booking. Amend the booking accordingly (Refer to Make a Room Booking on page 15 for details on completing the booking form) and press update. A new confirmation will automatically be sent to the client confirming any changes.

34 34 Room Booking Manual (v2) RUM Home Page Book Resource The Book Resource element gives users the ability to book a resource for either a room booking or as a stand-alone item. For example: or a user may need to book a projector for a meeting they are holding and would, therefore, book a resource for that meeting. a user may need to book a laptop to be used off-site and could book the resource without having to make a room booking. To make a resource booking: 1. Select which client the booking is for. Either use the drop down list to find the client or type their name into the first field. 2. Click the drop down arrow, this will return a list of clients matching your search name. 3. Click on the name under the correct department or organisation. Two buttons will appear. 4. Click the button to choose which type of resource booking is required. When adding a resource to a room booking the Room Booking must be booked first.

35 35 Room Booking Manual (v2) RUM Home Page Book Resource Add Resource to Room Booking A list of current bookings associated with the named client will appear. 5. Select which booking the resource should be added to by clicking the Select Booking button next to the correct booking reference. REMEMBER: When adding a resource to a room booking the Room Booking must be Once selected, the booking will be highlighted in green and extra fields will appear at the bottom of the screen. booked first. 6. Resource Booking Description: This defaults to the booking title of the room booking. This field cannot be changed from this screen. 7. What type of Resource is required: Click the drop down arrow to view a list of the available resources, click on the required one. 8. Dates Required: This field is blank as the dates are listed within the room (Only appears after resource is selected) booking. 9. Provisional: Tick this box if the resource being booked is not a (Only appears after resource is selected) definite booking. 10. Click the search button to look for the available resources.

36 36 Room Booking Manual (v2) A list of all the available resources will be shown along with details of contacts, cost and any supporting documentation. 11. Select which resource to add to the room booking by clicking the Book Resource button to the right hand side of the chosen resource. The resource has now been added to the room booking and a confirmation will be shown on screen and sent via to the client. 12. Click the Main Menu icon to return to the front screen.

37 37 Room Booking Manual (v2) RUM Home Page Book Resource Book Resource Stand Alone Booking a stand-alone resource means booking a resource without attaching it to a room booking. To book a resource in this way fill in the fields as they appear: 1. Resource Booking Description: Title or reason why resource is being booked i.e. Off-site training, Meeting Presentation, Board Meeting etc. 2. What type of Resource is required: Click the drop down arrow to view a list of the available resources, click on the required one. 3. Preferred Building: Click on appropriate building from drop down list. Some (This field and the rest of the booking form resources may only be available within certain buildings. only appears after resource is selected) Leave blank to view all resources. 4. Start Date for Resource: Enter the date the resource is required from. 5. End Date for Resource: Enter the last date the resource will be required. Leave this blank if the resource is only required for 1 day. 6. Recurrence: For instructions on making recurring bookings see pages

38 38 Room Booking Manual (v2) 7. Time From: Enter the time the resource is required from. 8. Time To: Enter the time the resource will no longer be required. 9. Provisional: Tick this box if the resource being booked is not a definite booking. 10. Click the search button to look for the available resources based on the criteria given. A list of all the available resources will be shown along with details of contacts, cost and any supporting documentation. 11. Select which resource to add to book by clicking the Book Resource button to the right hand side of the chosen resource. The resource has now been booked and a confirmation will be shown on screen and sent via to the client. If the booking is recurring, all the booked dates will be shown on the onscreen confirmation but only the date range will be shown in the . 1 Example of on-screen confirmation 2 Example of confirmation 12. Click the Main Menu icon to return to the front screen.

39 39 Room Booking Manual (v2) RUM Home Page Resource Booking Search Bookings can be found by using any one of the fields below, the more fields are used the more concentrated the search becomes. To view all bookings, just press any of the green arrows making sure none of the other fields are populated. Fields in the search facility allow the use of partial words. This button starts the search This button clears the search filter Enter the Booking Reference in this field to show just that booking. Bookings can be edited from this page. Enter the title of the resource booking, i.e off-site training. All bookings with the same words in this field, whether whole or partial, will be displayed. Enter the type of resource to search. This field can be the same as Resource Type, however, it is a further description of the resource, i.e. Resource Type = Catering but the Resource Name = Beverages. Items of equipment usually have serial numbers. This can be used to search for a specific item(s). The client s name is the individual s name the booking has been made under, not the name of their organisation or department. This is the organisation name. Used alongside Client, the result returned will be more precise. If the resource has been added to a room booking, the search can be based on the room details. Use this field if the date the booking was made or created is known. Using the time field on its own may return a huge quantity of bookings, used in conjunction with other fields will help to narrow down findings. Use this field if the date the booking was made or created is known. Ticking this field will show any cancelled bookings. They are highlighted in pink in the returned list.

40 40 Room Booking Manual (v2) Resources matching the search criteria are listed as shown in the example below. From here it is possible to edit a booking; to do so: 2. Click the pen icon located at the far right of the page, this opens up the original booking form in an editable format allowing the user to amend the booking. Amend the booking accordingly (Refer to Make a Room Booking on page 15 for details on completing the booking form) and press update. A new confirmation will automatically be sent to the client confirming any change.

41 41 Room Booking Manual (v2) RUM Home Page Location Notes Location Notes allow information to be added to the Room Information Sheet (see page 12 for details). Notes added will be visible at the level they are entered and for all levels below, e.g. if you were to enter at building level a note of No Parking Available, this note would be displayed at the building level and all floors and rooms below. Adding notes to a specific location 1. Select the location level that the notes should be added to using the Select Location field on the Main Menu. Click the drop down arrow to view all the available locations and click on the appropriate one. 2. Click the Location Notes icon to add notes. The Location Notes box will appear. 3. Click to add a title to the note 4. Click to add the details of the note 5. Press the submit arrow to upload the note to the system The note will now be displayed at the level selected and all those below. Further notes can be added as required.

42 42 Room Booking Manual (v2) RUM Home Page Client Exceptions Exceptions can be made for both Room Bookings and Resource Bookings and allow users to cancel portions of a recurring booking without cancelling the whole booking. This feature is used when a booking has been made for a length of time but within that booking the room will not be used for a set time, such as an extended holiday. Making an exception allows the original booking to remain intact but makes the room available for others to book during the exempted days. 1. Select the client whose booking is to be amended. The following screen will appear alongside (without the red lines). The top section allows users to set the exception conditions that will be applied to the bookings selected below. The bottom section shows all the current bookings of the client selected.

43 43 Room Booking Manual (v2) 2. Fill out the details of the exception. The top section allows users to set the exception conditions that will be applied to the bookings selected below. Reason: Date Requested: Exception Start Date: Exception End Date: Exception by Client?: Use the drop down arrow to list the reason why the exception is being made, click the appropriate reason. Defaults to the date the exception is made. Enter the first date of the exception. Enter the last date of the exception. Tick this box if the client has requested this exception. Apply Changes to: Allows users to apply the details above to Selected Bookings (applies only those room/resource bookings ticked) All Room Bookings (applies to all room bookings only) All Resource Bookings (applies to all resource bookings only) All Room and Resource Bookings (applies to all room/resource bookings) 3. If Selected Bookings has been chosen on the top part of the screen then each booking the exception applies to will need to have a tick placed in the Select field. 4. Once all booking have been ticked press the Add Exception button located in the top section. All bookings selected with then display the exception details. An notification will be sent to the client.

44 44 Room Booking Manual (v2) RUM Home Page Security (ADMINISTRATORS ONLY) Each module in the IPR has its own security and user permissions regardless of their IPR profile. When clicking the Security icon a list of IPR Users is displayed. At this point new IPR RUM users will not have a security level linked to their user profile and cannot utilise the Room Booking Module. (IRP RUM Users apply to Room Bookers, Booking Managers and Administrators only, Clients will use the system via a separate link). To add security permissions for a new user: 1. For long lists of users, use the filter field to find them quickly; type a name into the field and press return. All users matching will be displayed. 2. Click the drop down arrow in the RUM User Type field next to the person being allocated access rights. This will display the different security levels. Choose the appropriate level for the individual selected. 3. Press the update button to give the user access and to unlock Roles and Locations. 4. Roles inform a user when a booking is made, e.g. Catering. Click on the appropriate role for the user, leave blank if not applicable. In order of appearance: Room Manager Cleaning Manager Key Holder Emergency Contact Maintenance Fire Officer Catering Manager Security Officer Health & Safety Officer USER SECURITY LEVELS Administrator Booking Manager Room Booker Viewer Full and complete access to the RUM: Configuration, Editing, Deleting, Data Removal, Setting and Changing User Security Profiles. The same as an Administrator but cannot configure the system or create/amend or delete users. Can create, edit and delete bookings. Can confirm/delete provisional bookings. Cannot make recurring bookings. Allow user to see information on bookings that have been made but not to make bookings.

45 45 Room Booking Manual (v2) Users can only view rooms and resources based on the locations they have access to. Administrators automatically have access to the whole organisation. 5. Assign the appropriate location(s) to the user. Right click in the Locations cell of the users profile, this will display the organisations location hierarchy. Each level has a tick box to the left of it; ticking these boxes will give users booking rights to these locations. Ticking boxes at the upper locations: Whole Organisation or Region or Site or Building will automatically tick everything below that level. To remove access to a location, simply un-tick the appropriate boxes. 6. Tick the Receive box so the user will receive provisional and confirmation s when making bookings. 7. Press the update button to submit these entries. Deleting a User from the RUM 1. Navigate to the individual to be deleted using the filter key. 2. Press the Delete key at the end of the row. This will reset the users profile back to --None Selected--' and they will not be able to access the Room Booking Module.

46 46 Room Booking Manual (v2) RUM Home Page Configuration (ADMINISTRATORS ONLY) Configuration houses virtually all of the components required to set up the Room Booking Module and can only be seen and accessed by Administrators. When setting up the RUM, the Select Location field allows Administrators to choose which organisational level to configure from, thereby reducing to total content seen at one time. Configuration Menu

47 47 Room Booking Manual (v2) RUM Home Page Configuration Configure Room Availability To configure which rooms within a building are available for booking, select Configure Room Availability by clicking on the text. The system will display a list of all the rooms within the building or whichever level was requested under the Location Selection. From this page rooms can be made bookable with available days and times created along with any notes associated to that individual room. It is also from this page that rooms can be linked or associated with other rooms. This section shows the room location and room number, this is derived from and linked to the main IPR These fields are derived from the main IPR Bookable rooms and Associated rooms Availability times and days for rooms Room Notes

48 48 Room Booking Manual (v2) To make a room bookable: 1. Click on the Room Available for Booking icon on the same line as the room to be made available. 2. This menu will be displayed. Tick the appropriate button to make the room available or unavailable. Make room unavailable (this is the system default) Make room available for bookings When making the room available, a drop down menu gives further opportunities to apply this status to other room functions, floors, buildings, sites and regions. The system defaults to individual room selected. 3. Press the button to submit the selection. The green tick will appear next to the room indicating it is a bookable room.

49 49 Room Booking Manual (v2) Associated Rooms. The RUM allows multiple rooms to be associated; for example when booking an operating theatre, associated rooms might be a preparation room and a cleaning room. Associated rooms can either be made compulsory and would be booked automatically when the original or main room is booked, or they can be optional giving users the opportunity to choose if they require the extra associated rooms. 1. Click on the Room Associations icon next to the bookable room that is to be linked with another room. A list of configured bookable rooms is displayed (see page 47 for Room Configuration), it is from this list the associated room will be picked from. 2. Click the next to the appropriate room to move it into the right hand box. Details of the selected bookable room View proximity of rooms on a floor plan Associated room details Tick to make association compulsory Click to add notes Displays configured Bookable Rooms Displays rooms associated with selected bookable room. Click to disassociate room

50 50 Room Booking Manual (v2) RUM Home Page Configuration Configure Room Charges The RUM gives users the ability to set a charge for hiring a room, this rate can be based on the actual daily cost of a room or a rate decided internally. To set the daily cost of a room, select Configure Room Charges from the configuration icon. 1. Select the date period this charge is applicable by clicking on the drop down arrow, (these are set up within the main IPR under the costs section). The system will calculate the IPR costs against the m2 of the room, giving a total basic daily cost for the room. A zero indicates no costs have been included in the IPR. The Daily Room Cost is calculated from the costs in the main IPR Costs section. This column can only be changed by editing the costs in the main IPR. 2. Click the grey area under Daily Room Charge next to the correct room, this will display the following dialogue box. 3. Type in the correct charge in the Daily Room Charge ( ) box, the charge per m2 is then automatically calculated, choose by checking the correct option to apply these charges. 4. A drop down menu gives the opportunity to apply this charge to further rooms. When finished, click the Set Charge button to submit the cost. The Daily Room Charge will then be displayed.

51 51 Room Booking Manual (v2) RUM Home Page Configuration Configure Password Security When allowing internal or external individuals to book rooms a password is required when setting up accounts. Administrators can configure how this password is constructed. These rules only apply to Client passwords for the Room Booking Module and not any other module or the IPR. 1. Enter how many characters must be entered. 2. Tick each of the options that need to apply to a password. 3. Enter how many weeks or months the password is valid for until it should be reset. 4. Click the Save button to apply these rules. Always check organisational policy to see if a password setting protocol exists and follow the rules set out if applicable.

52 52 Room Booking Manual (v2) RUM Home Page Configuration Configure RUM Options RUM Options allows Administrators to determine: 1. Room Sort Order this is the order the rooms are displayed on the Daily Schedule located on the home screen of the RUM, the options available are: Room Code allows the list of rooms to be displayed based on this field Room Name allows the list of rooms to be displayed alphabetically based on this field IPR Sort Order displays rooms as listed within the IPR Click on the appropriate option by pressing the drop down arrow to display options. Press Save to submit. 2. Session Schedule Display Availability gives access rights to use and view the Session Scheduler, the options include: Administrators Booking Manager Room Booker Disabled only Administrators will be able to view the Session Scheduler only Booking Managers and Administrators can edit and view the Session Schedule only Room Bookers, Booking Managers and Administrators can edit and view the Session Schedule No users can edit or view the Session Schedule Press Save to submit. The Return to Configuration Menu button returns to the configuration menu not the main menu.

53 53 Room Booking Manual (v2) RUM Home Page Configuration Configure Clients Although client accounts can be created in other areas of the RUM, it is from this screen Administrators can create, edit, delete, deactivate or copy client profiles. 1. To add a new client, click the blue New Client button and complete the form, full details of how to do this can be found on page 17. Clicking on the clients name displays all the current bookings for that client. Displays the details entered when completing the New Client form, see page 17 for instructions on completing this form. Clicking on the clients displays all the current bookings for that client. Displays total bookings and current bookings for each client. To view current bookings for a client click the number. Displays any notes. Allows Client profiles to be edited or copied.

54 54 Room Booking Manual (v2) RUM Home Page Configuration Configure Clients 1. To edit a client s profile, click the Edit Client button, the client form will open. Make the required amendments. 2. Click the Save button to submit the changes. Two further buttons appear on this form: Deactivate Client and Transfer Bookings. This allows the client s account to be deactivated without deleting any information. Any active bookings will be unaffected. 1. Select Edit Client then press the Deactivate Client button, if there are no current bookings the client will be deactivated and shown in grey at the bottom of the client list under the heading Inactive Clients. If the client does have active bookings a message is displayed stating how many current bookings there are. Press OK to continue to deactivate the client, this will not affect active current bookings but will stop the client logging in and creating new bookings. Reactivating a Client Account: follow the procedure above, however, the button on the client form now says Reactivate Client, click this button to reinstate the client account.

55 55 Room Booking Manual (v2) Transfer bookings between clients, use this button to move all the current bookings from one client to another. 1. Press the Transfer Bookings button to display the following screen: 2. Using the drop down arrow select which client is to receive the bookings. 3. Enter the date the bookings should be transferred from. 4. Enter the date the transferred booking will commence from. 5. Press the Transfer Bookings button to submit the request. If several clients are being created at the same time and they have the same details, i.e. address, department etc., it can be time consuming to fill every form out individually. Using the Copy Client button allows a user s profile to be copied. This makes multiple profile creations much quicker. 1. Click Copy Client button. 2. Amend form accordingly. 3. Press Save to submit details.

56 56 Room Booking Manual (v2) RUM Home Page Configuration Configure Client Types To monitor which types of users are making room bookings Administrators can configure a selection of choices for clients to login as. Creating Client Types: 1. Enter the name of a client type, i.e. Clinical. 2. Press the go arrow to submit. Continue to add as many as required. To edit an existing Client Type: 1. Re-enter the new title in the correct box 2. Press the client type is amended. To delete an existing Client Type: 1. Press the next to the correct box. The Client Type will be deleted.

57 57 Room Booking Manual (v2) RUM Home Page Configuration Configure Sessions A session is a block of defined time that can be used to speed up and simplify the room booking process. Used when booking through the Session Scheduler, the screen displays the room available times broken down into the chosen sessions. e.g. if a client needs to book a clinical room for a session, when using the Session Scheduler the Clinical Sessions session can be selected breaking down the calendar view into clinical sessions portions showing current bookings. This gives a clear view to where the available sessions are for booking. To create Sessions: 1. Under the Session Group Name, enter a group title for the sessions to be created, in the example above Clinical Sessions has been created. 2. Enter the name of the individual session under Session Title, as many sessions can be created as required. 3. Enter the Start Time and the End Time for that individual session. 4. Click the to add the individual session to the group. Repeat until all sessions for the group have been created. To delete a single session, click the button next to the session to be deleted. To delete a whole group: delete each individual session first, then delete the group name.

58 58 Room Booking Manual (v2) RUM Home Page Configuration Configure Room Properties Configure Room Properties allows additional information to be added from the main IPR to your room bookings. These fields are visible on the Clients Room Booking Form allowing clients an advanced search for rooms using these fields. The left of the page displays the list of available custom properties available from the IPR (section 7 of the IPR manual covers custom properties) The right of the page shows the chosen properties to be added to the RUM To Add room properties: 1. Select Configure Room Properties from the configuration menu. 2. Find the field to be added from the Available Properties (left side). 3. Press the next to the field, this will add it to the Selected Properties field. To Delete selected room properties: 1. Press the next to the correct field, this will move it back into the Available Properties. To Change the Order these properties appear: 1. Press the up/down next to the field until the correct order has been achieved.

59 59 Room Booking Manual (v2) RUM Home Page Configuration Flood Fill with IPR Department Occupancy Selecting Flood Fill with IPR Departmental Occupancy allows Administrators to import room occupation information from the IPR into the RUM. To configure: 1. Select Flood Fill with IPR Department Occupancy, this will display a notice, warning that any changes made here cannot be undone. 2. Tick the I understand that this cannot be undone box. (Do not do this if unsure, contact Micad for further instructions). 3. Once the box is checked an option is presented to import departments to rooms marked as not available for booking. Click Add IPR Departments button. This will import the departmental occupancy information from the IPR into every room that has been set as not being available for booking in the RUM. These details will be stored in the RUM as booked space. For example, if room B001 has an occupant of IT/Telephone support in the IPR and is set as not being available for booking in the RUM, then flood filling the departmental occupation information will give room B001 a recurring daily booking of IT/Telephone support.

60 60 Room Booking Manual (v2) RUM Home Page Configuration Edit Terms and Conditions When rooms are booked, terms and conditions must be agreed to, these terms and conditions are configurable to suit each organisation s needs. Terms and Conditions are entered individually and each have a heading and description. When displayed to the user, they appear in one layout. To Create a Term and Condition: 1. Navigate to the Edit Terms and Conditions from the Configuration menu, any pre-existing conditions will be displayed. 2. Add a title. 3. Enter the content. 4. Click Add New to submit. To Amend a Term and Condition: 1. Make changes to the individual item, when finished press the to save the changes. To Delete a Term and Condition: 1. Navigate to the Term & Condition to be deleted, press the to delete.

61 61 Room Booking Manual (v2) RUM Home Page Configuration Edit Cancellation Reasons (Quick Picks) Cancellation Reasons allow quick selection from a pre determined list when cancelling a booking, they do not stop users entering their own reasons for cancellations. Cancellation Reasons are entered individually. When displayed to the user, they appear in a list format on the screen. To Create a Cancellation Reason: 1. Navigate to the Edit Cancellation Reasons (Quick Picks) from the Configuration menu, any preexisting conditions will be displayed. 2. Enter the content. 3. Click to submit. To Amend a Cancellation Reason: 1. Make changes to the individual item, when finished press the to save the changes. To Delete a Cancellation Reason: 1. Navigate to the individual item to be deleted, press the to delete.

62 62 Room Booking Manual (v2) RUM Home Page Configuration Edit Exception Reasons Exception Reasons allow quick selection from a pre determined list when cancelling a section of dates in a booking, they do not stop users entering their own reasons when making exceptions. Exception Reasons are entered individually. When displayed to the user, they appear in a list format on the screen. To Create an Exception Reason: 1. Navigate to the Edit Exception Reasons from the Configuration menu, any pre-existing conditions will be displayed. 2. Enter the content. 3. Click to submit. To Amend an Exception Reason: 1. Make changes to the individual item, when finished press the to save the changes. To Delete an Exception Reason: 1. Navigate to the individual item to be deleted, press the to delete.

63 63 Room Booking Manual (v2) RUM Home Page Configuration Edit Booking Types Booking types require users booking rooms to specify the booking type, each booking type can be coloured coded and used by RUM Administrators to report on. The colour coding can be viewed when using the Wall Planner to show what types of bookings have been made. The booking type s page lists each booking type, its unique colour and description. To Create a Booking Type: 1. Enter the name of the Booking Type. 2. Choose a colour to associate with the Booking Type by selecting a colour from the drop down arrow, click to see selection. 3. Enter any additional notes as required. 4. Click to submit. To Amend a Booking Type: 1. Make changes to the individual item, when finished press the to save the changes. To Delete a Booking Type: 1. Navigate to the individual item to be deleted, press the to delete.

64 64 Room Booking Manual (v2) RUM Home Page Configuration Edit Feedback Questions Feedback questions allows organisations to put together a series of questions to form a questionnaire that can be filled in by people that have booked rooms. Over time, the responses to these questions can be used to identify issues that repeatedly arise or for strategic reasons. To Create a Feedback Question: 1. Enter a question. 2. Enter any additional notes as required. 3. Click to submit. To Amend a Feedback question: 1. Make changes to the individual item, when finished press the to save the changes. To Delete a Feedback: 1. Navigate to the individual item to be deleted, press the to delete.

65 65 Room Booking Manual (v2) RUM Home Page Configuration Edit Audit Questions Audit questions are created by organisations to form a questionnaire that can be filled in by internal staff that oversee rooms. Over time, the responses to these questions can be used to identify issues such as no attendance by the same clients or repeated under occupation of rooms. To Create an Audit Question: 1. Enter a question such as, Did the Client attend the booking? 2. Add an additional explanation of the question if required. 3. Choose, by clicking the drop down arrow, which format the questions should be answered, i.e. Yes/No, Rating etc. 4. Click to submit. Once the question has been submitted it can be included in the BEV (Birds Eye View) Report. This field is only activated once the question has been submitted and is only available dependant on the answer format selected. 5. Click on the drop down arrow to display the different criteria that should be met when including the answer in the BEV. 6. Click to submit.

66 66 Room Booking Manual (v2) To Amend an Audit Question: 1. Make changes to the individual item, when finished press the to save the changes. To Delete an Audit Question: 1. Navigate to the individual item to be deleted, press the to delete. To Change the Order questions appear: 1. Press the up/down next to the field until the correct order has been achieved.

67 67 Room Booking Manual (v2) RUM Home Page Configuration Edit Specifications Room Functions This function determines whether clients are able to view specific room functions, i.e. Meeting Rooms, Clinical Rooms etc. for booking. Left blank room functions will only be visible to Room Bookers, Booking Managers and Administrators to make bookings. To make Room Functions visible to clients: 1. Navigate to the Edit Specifications Room Functions under the Configuration icon. 2. All room functions that have been configured as bookable (see Configure Room Availability on page 47) will appear down the left hand side. Tick the box next to the room function to be made visible. 3. Add any additional notes about the room function availability, this will appear on s sent to clients. 4. Press the to save the changes. All bookable rooms, applicable to the room function selected, will now be visible to clients for bookings. Room Functions Tick Box Additional Notes Save Changes

68 68 Room Booking Manual (v2) RUM Home Page Configuration Rebuild IPR Cost Tables for Reports For reports to run with the most recent set of cost figures and the most up-to-date room configurations, the costs need to be imported from the main IPR into the RUM, this function should be run as part of the usual housekeeping routine. To re-imports IPR costs into the RUM: 1. Click on the link Rebuild IPR Cost Tables for Reports found under the Configuration icon, the system will start the process of rebuilding the costs. When complete a FINISHED status will appear.

69 69 Room Booking Manual (v2) RUM Home Page Configuration Configure Resource Types Resources can be booked and charged for just like room bookings. Administrators can add any kind of resource and decide whether they are bookable only with a room booking or if they can be booked on their own. Create a title for the types of resources available, this is the field the search engine will use when looking for bookable resources, actual resources are then added to this field. i.e. ResourceType: Resources Added: IT Equipment - Laptop - Projector etc. To Create a Resource Type: 1. Enter the name of the resource type. 2. Click the Add Resource Type button to submit this entry. The newly created resource type will appear below in alphabetical order. To Amend a Resource Type: 1. Make changes to the individual item, when finished press to save the changes. To Delete an Audit Question: 1. Navigate to the individual item to be deleted, press to delete. The Delete Resource Type button will only appear if there are no resources allocated to a category, to delete a Resource Type you must delete all resources attributed to that type before it can be deleted.

70 70 Room Booking Manual (v2) To View Resources under each Type: 1. Click the button next to the appropriate resource type. A list of all the available and unavailable resources for that type will appear. From this screen it is possible to: View the Resource Bookings for individual resources, Edit the Resource, Make the Resource Unavailable or Delete the resource. To View Resource Bookings for a single resource: 1. Click the button A calendar view will show when the resource has been booked. Click on the booked resource in the calendar view to see details of the booking.

71 71 Room Booking Manual (v2) To Edit a Resource: 1. Click the button to make the fields editable. (Refer to Add Resources on page 73 for instructions on populating these fields). 2. When alterations have been completed, click the Save button to submit the changes. To Mark the Resource Unavailable. Mark Unavailable is not the same as deleting the resource. This option allows Administrators to hide the resource without deleting the resource information, it will not be visible to users and can be reinstated when required. 1. Click the button. 2. Enter the date the resource will stop being visible for booking. Any bookings made that extend pass the date the resource becomes unavailable will be cancelled. 3. Click Set Date to submit the entry. NOTE: Bookings extending the date entered will be cancelled. Details of bookings to be cancelled will be listed. 4. Enter the reason why the item will not be available. 5. Click Mark Unavailable to submit entry. The resource will not be available from the date specified.

72 72 Room Booking Manual (v2) To Delete a Resource 1. Click the button. 2. A message will be displayed confirming this choice. Click OK to proceed. The resource will be coloured grey and will appear under the Unavailable Resources section. All future bookings will be cancelled. Administrators can re-instate the resource by clicking the Mark Available button, this does not re-instate any future bookings that were cancelled when the resource was cancelled.

73 73 Room Booking Manual (v2) RUM Home Page Configuration Add Resource Add a resource so it can be made available for booking, either as a stand-alone booking or connected to a room booking. Resources can be set so they are not bookable by clients but only by contacting Room Bookers/Booking Managers. To Add Resources: 1. Enter the Resource Name. 2. Add a Serial Number if applicable. 3. Select which Type group, the Resource should be added to by clicking the drop down arrow and selecting the appropriate option. 4. Tick the Exclusive box if the resource can only be booked by one person at a time, such as a projector. 5. Tick the box if the Resource can be booked without making a room booking. 6. Configure the days/hours the Resource is available. The process is the same as configuring room availability (see page 47 for instructions).

74 74 Room Booking Manual (v2) 7. Enter a cost for the hire of the Resource. 8. Tick which option this cost should be charged by. 9. Select the locations a Resource will be available from. Click this will display the locations tree from the IPR. Place a tick next to each location the Resource can be booked at. 10. Enter the contact name for the Resource being added. 11. Enter the contacts telephone number. 12. Enter a valid address for the contact. 13. Tick the Client Bookable option if the Resource can be booked by clients directly. 14. Add the quantity of Resources available. Multiple items can be added, however, details in this form will apply to all added resources i.e. if a serial number is entered it will be viewed on all resources booked. Add resources separately to show details/documents individually. 15. Add any documents relating to the Resource 16. Click the Add Resource button to submit the Resource entry.

75 75 Room Booking Manual (v2) RUM Home Page Configuration Edit Resources To edit resources details: 1. Navigate to the Edit Resources option under the Configuration icon. 2. Choose the type of resources to be edited by clicking on the drop down box to display options. 3. Press the Show Resources button to display all the resources associated with the type selected. 4. Click the button to make the fields editable. (Refer to Add Resources on page 73 for instructions on populating these fields). 2. When alterations have been completed, click the Save button to submit the changes.

76 76 Room Booking Manual (v2) RUM Home Page Configuration Edit Resource Cancellation Reasons Cancellation Reasons allow quick selection from a pre determined list when cancelling a resource booking, they do not stop users entering their own reasons for cancellations. Cancellation Reasons are entered individually. When displayed to the user, they appear in a list format on the screen. To Create a Resource Cancellation Reason: 1. Navigate to the Edit Resource Cancellation Reasons from the Configuration menu, any preexisting conditions will be displayed. 2. Enter the content. 3. Click to submit. To Amend a Resource Cancellation Reason: 1. Make changes to the individual item, when finished press the to save the changes. To Delete a Resource Cancellation Reason: 1. Navigate to the individual item to be deleted, press the to delete.

77 77 Room Booking Manual (v2) RUM Home Page Reports There are several reports available in the RUM that allow data stored to be read as relevant information. The list of available reports continues to grow as developments take place. Contact Micad directly if further explanation of a report is required. Examples: Room Activity over Time 1. Click on the report Room Activity Over Time. The report displays seven days (Monday Sunday) of the current week. 2. Enter the start and end dates required. 3. Tick Show Non-Bookable Rooms if all rooms within the RUM & IPR are required. 4. Tick Show Location Paths if the Region is required. At each entry click the corresponding to submit the request, the report will refresh each time displaying the necessary information. To complement the listed information a pie-chart is also displayed showing a graphical representation of the data.

78 78 Room Booking Manual (v2) Show Sessional Bookings on a Floor Plan This reports opens the selected floor plan and highlights which rooms are bookable within a specified session, the location of the rooms and which rooms have bookings for the session selected. 1. Select the appropriate building by clicking the link. 2. Select the appropriate floor. 3. Choose a session type. 4. Enter date from the calendar. 5. Choose time of session.

79 79 Room Booking Manual (v2) RUM Home Page Room Wall Planner The Wall Planner allows users to view bookings over a selected period of time. The page is read-only, and bookings cannot be made from this screen. Ideal for printing. 1. Navigate to the Wall Planner from the icon on the Home Page or from the link in the reports section. 2. Select the date to view from: 3. Select the date to view to: 4. Choose which session to view: The system displays bookings. 5. Users can choose to display bookings by: Colour by Department this colours the bookings into the colours associated with the department (colours are configured within the main IPR). Colour by Category this colours the bookings associated with the types of bookings made, i.e. Training, Meeting etc. Colour by Utilisation shows bookings status: Fully Booked, Provisionally booked etc. Show Booking Details gives basic details about each booking.

80 80 Room Booking Manual (v2) RUM Home Page Resources Wall Planner The Resource Wall Planner allows users to view bookings over a selected period of time. The page is read-only, and bookings cannot be made from this screen. Ideal for printing. 1. Navigate to the Wall Planner from the icon on the Home Page or from the link in the reports section. 2. Select the date to view from: 3. Select the date to view to: 4. Choose which session to view: 5. Choose the resource to view, leave for all resources. The system displays bookings. 6. Users can choose to display bookings by: Colour by Department this colours the resource bookings into colours associated with the department (colours are configured within the IPR). Colour by Utilisation shows bookings status: Fully Booked, Provisionally booked etc. Show Booking Details gives basic details about each resource booking.

81 Clients Room Request Manual A Guide to Making Room Booking Requests This step by step guide shows how Clients can request a room booking and/or a resource booking. All booking requests are provisional bookings only and must be approved by a Room Booker, Booking Manager or Administrator.

82 2 Room Booking Manual (v2) Contents Page Login Instructions 3 - Logging In 3 - Error Message 3 Setting up a new User Account 4 - Password Instructions 4 - Error Message 4 Logout Instructions 6 Making a Room Booking Request 7 - Completing the Room Booking Search Engine 8 - Viewing Room Booking Search Results 9 - Terms and Conditions 10 - Filling out the Booking Form 12 - Clashed Bookings 14 Resource Bookings 16 - Completing the Resources Booking Search Engine 16 - Viewing Resources Search Results 17 - Making a Resource Booking Request 18 - Filling out the Resources Booking Form 19 - Clashed Bookings 21

83 3 Room Booking Manual (v2) Client Log-in Instructions A link to the Micad system will be sent via , keep these safe. (Some organisations add the link to their local Intranet). Once received follow these instructions to login: 1. Click link to get to the Micad Booking System: This screen will be shown (example details only): Input your Address and Password then press Sign In name@ .com Micad 2. The following screen should be visible, login details appear in the top right hand corner You are now logged in. NOTE: Using an incorrect and/or password will display an error message. If you do not see an error message or the screen above, contact your organisations Micad Administrator.

84 4 Room Booking Manual (v2) Client Setting up a new user account 1. Navigate to the Micad Booking System via the link sent to you or accessible on your local intranet: 2. Click the link above the Sign In button I am a New User, if this does not appear contact your Micad Administrator. 3. The following screen is displayed: NOTE: The password instructions may differ, or not appear on your form, this is because your organisation has chosen a different set of parameters, or chosen not to set any password parameters. If you do not see the screen above, contact your Micad Administrator.

85 5 Room Booking Manual (v2) 4. Complete all the fields as shown (those with an asterisk * are mandatory and must be completed in order to create your login). If you need assistance with filling in the form contact your organisations Micad Administrator. 5. When you ve completed your form, click the green Create Account button. Your details will be saved and your account created. Keep these details safe, they will be needed next time you login to search/request a room/resources booking. Usernames and Passwords cannot be changed once created. NOTE: If mandatory fields have not been completed an error message will display, detailing the fields that require population. 6. A successfully created account will display the Room Booking/Resource Booking search facility. NOTE: on this occasion you will automatically be logged in, however, for future room/resources requests you will need your details to log in: If you do not see an error message or the screen above, contact your organisations Micad Administrator.

86 6 Room Booking Manual (v2) Client Logout Instructions To logout of the Room Request system: 1. Click Sign Out in the top right hand of the screen. If logout has been successful, the screen should have returned to the logging in screen.

87 7 Room Booking Manual (v2) Making a Room Booking Request If you have logged in correctly the following screen will be displayed. There are two tabs to this screen: Room Booking and Resource Booking, the system defaults to the Room Booking tab on top. To navigate between the two, just click on the text: Room Booking or Resource Booking and the screen will change. 1. Make sure you are on the Room Booking tab. Populate the fields to search for the rooms that match your requirements. NOTE: The Room Booking fields shown on the screen above may differ, this is because individual organisations may choose their own set of parameters. Extra fields allow users to be more specific when searching for rooms.

88 8 Room Booking Manual (v2) Completing the Room Booking Search Engine Choose which date you require the room. 10. Choose the time you want to start using the room. 11. Choose the time you will finish using the room. 12. Specify what kind of room you need i.e. is it a meeting room, a consulting room, a lecture room, seminar room etc. 13. Choose which site, from the drop down menu, you would like to book the room. NOTE: Only sites that have bookable rooms will be shown. 14. Choose which building, from the drop down menu, you would like to book the room. If you use the same building for most of your bookings, you can make that building the default building by pressing the Set Default button which appears when you choose a building. This means next time you login, the building you have chosen will already be selected. NOTE: If you have selected a specific site, only the buildings on that site, with bookable rooms, will be shown. 15. Show Alternatives - the system will firstly list all the available rooms based on the criteria selected, then it will show other bookable rooms that did not meet all the requested criteria. NOTE: For large estates with many bookable rooms, using this option could make your search take longer. 16. Press the Search button.

89 9 Room Booking Manual (v2) Search Results are based on the criteria entered, i.e. date, time etc. The system will only list rooms matching this criteria and is shown at the bottom of the screen, for smaller screens scroll down the page to see the results. Example Search: Westwood Medical Audiology Make a Room Availability red blocks Show Development Centre Room Booking indicate this room is booked at Room Site Request these times, light grey blocks indicate availability, dark grey shows room closed. Information

90 10 Room Booking Manual (v2) Booking Request Terms and Conditions 1. Choose the room you want to request and click the Book Room button, the Terms & Conditions screen will be displayed. Terms & Conditions are created by each organisation, if you use multiple systems the content may differ. The Terms & Conditions screen only appears the first time you login and make your first room/resource booking request. Ticking the box and agreeing to these terms and conditions will apply to all future room booking/resource booking requests. This form must be agreed and submitted to continue booking room/resource requests. 2. Tick the box and press SUBMIT to agree to the Terms & Conditions The system continues on to the Booking Form.

91 11 Room Booking Manual (v2) Make a Booking Request cont This part of the form shows the login details of the user and which room is being booked, along with access to the room information sheet. This part of the form is for the details of a booking request.

92 12 Room Booking Manual (v2) Filling out the Booking Form 1. Date Room Required On: This is the date originally entered to search for a room, if no date was entered then the system defaults to the date of the search. 2. Recurrence: If you wish to request this room on a recurring basis, it is here you state which type of recurrence you require as well as the start and end date of the booking.! Does Not Recur = One-off Booking Recurs Everyday (Mon-Sun) = This request will be booked for every day of the week, including the weekend for the date range specified Recurs Every Week Day = As above but does NOT include the weekend Certain Days of the Week = This request is for selected days of the week e.g. Monday & Thursday and for every Mon & Thurs for the date range specified. Every X Weeks from a Date = This request is for the same day for a specific number of weeks from the start date of the request Certain Days of the Month = Users can specify either a specific date each month or a particular day each month, the system will request a booking for the option chosen between the date range specified Recur Start Date/Recur End Date = When you want your booking to start and end. The system defaults to a one year date range. CHECK THE START/END DATE IS CORRECT.

93 13 Room Booking Manual (v2) Filling out the Booking Form cont 3. Time From/To: What time the booking should start and end. If you try to book a room outside of its operating hours this type of message will appear, e.g. If this message appears you need to revise the times being requested or search for a different room. 4. Number of Occupants: How many people are being invited to attend the meeting. The system will search for rooms that will accommodate the number of occupants. If unknown, leave as zero. 5. Booking Type: Choose which type of booking you are requesting i.e. is it a clinical session or a lecture theatre or a standard meeting. 6. Booking Description: What is the title of the request being made i.e. a Departmental Meeting, Blood Clinic, Economics Lecture, Dental Check-up etc. 7. Notes: A free text field to add any notes as required. 8. Check Booking: Once points 1-7 have been completed, press the Check Booking button, the system will then check to see if the booking you are making clashes with another booking for the room you are requesting.

94 14 Room Booking Manual (v2) Filling out the Booking Form cont 9. No Clashes: If the system does NOT find any clashes for the room you are requesting, it will state there are 0 occurrences clashing and you can continue with requesting your booking. 10. Click the Request Booking button, this sends the booking to a Booking Manager who can authorise the request. A Provisional Booking is sent as a validation of a request, however, the booking is not complete until a Confirmation has been received. Clashed Bookings If the system finds the dates/times requested clash with another booking, this message will appear on your screen. Click the OK button.

95 15 Room Booking Manual (v2) Clashed Bookings cont The system returns to the Booking Form, where it displays how many occurrences are clashing. 1. Click the link to display the individual dates/times this booking clashes. Details of the booking(s) already made are shown. This is a read-only table, amendments to other clients bookings can only be done by a Room Booker, Booking Manager or Administrator. 2. Close this screen using the Close button in the top right-hand corner. NOTE: If you continue to make this booking request with clashes, the system will automatically cancel any clashed dates within your booking request and only book the dates remaining. CHECK CLASHED DATES 3. Press the button to send your request for authorisation if you are satisfied that any clashes will be automatically cancelled. If this is not satisfactory, the dates/times on the Booking Form will need to be amended and re-checked before clicking the Request Booking button to avoid clashes. 4. Once authorised by a Booking Manager a Confirmation is sent as notification. 5. When a Confirmation is received, the booking is completed.