Workplace Services / Reservations

Create Room and Resource Reservations

You have the option to set up resource reservations while you are setting up a single or recurring room reservation. You can also set up room reservations separately from resource reservations.

In this topic, you learn how to set up room reservations and resource reservations together. Prior to completing this topic, learn how to set up room and resource reservations separately by reviewing these topics:

To create a room reservation and resource reservation together:

  1. From the Process Navigator's Reserve Rooms and/or Resources process,select the Create New Room Reservation task.
  2. Enter the date of the event in the Date Start field. (Enter a date after today's date.)
  3. Enter Group Size and # of External Guests values.
  4. Select Regular or Recurring as the Reservation Type.
  5. In the search console area, enter additional search criteria for the room reservation. Make sure to enter values for all required fields.
  6. Click the Search button.
    1. Available room arrangements for the date and search criteria that you specified are displayed. Rooms are ordered first by default arrangements and then by capacity.
  7. For a room arrangement, specify the time period by clicking and dragging a time period on the timeline.
  8. Click the Next button to continue.
  9. In the Confirm Room Reservations section, enter Requested By and Add Internal Employee values.
  10. Click the Add External Visitor to invite an external visitor to the meeting.
  11. Use the memo field to add instructions for sending meeting invitations to other email addresses.
  12. Select the Confirm and Add Resources button to add resources to your room reservation.
  13. On the Resource Reservations page, notice that the date and time of the meeting is already displayed in the search console.
  14. In the Unlimited Resources Selection area, select time periods for the resources you need for your meeting. Use the Technology, Catering, and Services tabs to select various resources.
  15. 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.
  16. Click the Next button to continue.
  17. Review your resource reservations information.
  18. Note that the Requested By value and Requested For value are automatically filled in with the values you entered while creating the room reservation. In addition, the requestor's phone and email, the reservation name, division, department, floor code and room code are automatically filled in with the values that you entered while creating the room reservation.
  19. Click Confirm and Finish to complete the reservation.
  20. Click the Rooms tab to review the room reservation you just created.
  21. Click the Resources tab to review the resource reservations you just created.
  22. You are now ready to proceed to your next task.