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Workplace Services / Reservations

Create a Resource Reservation

You can create a resource reservation to reserve various resources, such as services and equipment. You can reserve:

• limited resources, such as computers, projectors, and tables.
• unique resources, such as a Sales2007Laptop, which is a specific laptop in the Sales department.
• unlimited resources, such as Coffee and Tea, for which there is unlimited quantity.

Note: The only type of resource that you do not have to reserve is a Fixed Resource, such as a projection screen, which always remains in a room.

When you set up a resource reservation, you first search for all available resources that correspond with your search criteria for a given start date. You can then choose your resources and define a time period for the resource reservation.

Rooms and Resources

When setting up a resource, you can:

• set it up separately from the room reservation using the Create New Resource Reservation task . This topic covers this method.
• set it up in association with a single room reservation 
• set it up with a recurring room reservation.

For more information, see Create Room and Resource Reservations.

Resource Availability

Before you create a resource reservation, it is important to know that some resources that you are trying to reserve may not immediately appear as available when you try to book them.

The most obvious reason that a resource would not be available is because someone else has booked the resource. If the resource you want to book does not appear after you conduct your search, try clicking the Check Alternative button to see all resources, including those that are already booked. For more information, see Check for Reservation Alternatives.

In addition, for the general user (including the AFM user), the following variables determine whether a resource will appear after you conduct your resource search. Consult your business process owner for information on how these variables have been defined. For information on defining these variables, see Define General Resources.

Note: Restrictions vary based on your role. For information, see Understanding User Roles.

• If you are using the Create New Resource Reservation view to create your reservation, the resource Room Service Available variable must be set to Yes.
• The resource must be defined as reservable.
• The user who is reserving the resource must be a member of the group that is allowed to reserve the resource.
• The quantity of the resource that you are requesting must be below the available quantity.
• The resource must have been defined as belonging to the building that you are reserving the resource for.
• You must be reserving the resource after the maximum number of days ahead value and before the minimum number of days value (Announcement Number of Days Ahead) allowed before the reservation.
• The system checks that the resource's announcement time - the cutoff date/time to make a reservation - is later than the site's current time.
• If you are reserving on the final day a reservation is allowed, you must be reserving before the deadline reservation time (Announcement Time) value.

Specifying Resource Reservation Times

When you create a resource reservation, you specify your unique resource reservations by selecting a time period in the timeline. To do this, you click and drag your mouse over the time period.

• The green highlight specifies the meeting time that the resource will be used.
• The yellow highlighted areas before and after the meeting time specify the setup time before the meeting time and the cleanup time after the meeting.
• The grey areas define times when the resource is not available.

You specify your limited resource and unlimited resource reservations by using the "+" and "-" buttons next to each resource.

Note: When you create a resource reservation, in general you should specify Time Start and Time End values in the search console before you click the Search button. If you do not specify these values, the system automatically enters values starting one hour ahead of the current system time.

To create a resource reservation:

1. From the Process Navigator's Reserve Rooms and/or Resources process,select the Create New Resource Reservation task.
2. Enter the date of the event in the Date Start field. (Enter a date after today's date.)
3. Enter Time Start and Time End values.
4. In the restriction console area, enter additional search criteria for the resource reservation as required. Make sure to enter values for all required fields.
5. Click the Search button.
   1. Available resources for the date and search criteria that you specified are displayed and organized into Unique Resources, Limited Resources, and Unlimited Resources .
   2. To view additional resources, use the Technology, Catering, and Services tabs.
6. In the Unique Resources area, select a resource and a time, such as 10:00 AM to 11:00 AM, by clicking and dragging this time period on the timeline for the selected resource.
7. To set the Limited and Unlimited Resources, first locate them in the Limited and Unlimited Resource List. Note that the list includes the amount available to reserve.
   1. Add a limited or unlimited resource to your resource reservation by choosing the Add button.
   2. The system presents a dialog so that you can specify the quantity.
   3. You can optionally specify a time for the reservation in the dialog box. Or, leave the time fields blanks and the system applies the same time as exists for the unique resource.
   4. The system will update the Limited and Unlimited Resource Selection panel with your additions.
8. Click the Next button to continue.
9. Review your resource reservations information.
10. Enter a Requested By value. The system automatically completes the Requested For value with the same value.
11. Enter Floor Code and Room Code values to specify where these resources will be used.
12. Click Confirm and Finish to complete the reservation.
13. Click the Resources tab.
14. Review the resource reservation you created in the Resources list. Note that the Status of Reservation value is Confirmed if the resource reservation does not require approval. If the resource does require approval, the Status of Reservation value is Awaiting Approval.
15. You are now ready to proceed to your next task.