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Workplace Services / Reservations

Create a Recurring Reservation

You can create a recurring room or resource reservation that will occur at regular intervals over a given time period. For example, you can request a room or catering every Tuesday morning from 10:00 to 11:00 AM in the month of April.

Availability

Before creating a reservation, it is important to know that some rooms and 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 room or resource would not be available is because someone else has booked it. If the room or resource that you want to book does not appear in your search,click the Check Alternative button to see all rooms and resources, including those that are already booked. For more information, see Check for Reservation Alternatives.

For information on the variables that determine whether a room or resource is available, see:

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

For detailed information on using the reservation system's timeline, see Understanding the Timeline.

Procedures

To create a recurring room reservation:

  1. Select the Reserve Rooms and/or Resources/Create New Room Reservation task in the Process Navigator.
  2. Enter the date that the recurring reservations start in the Date Start field. (Enter a date after today's date.)
  3. Enter Group Size and # of External Guests values.
  4. Select Recurring as the Reservation Type.
    1. After selecting Recurring as the Reservation Type and clicking the Search button, you view the results for a Recurring reservation. If you then change the Reservation Type to Regular, you must click the Search button again to view your new results.
  5. In the search console area, enter additional search criteria for the room reservation. Make sure to enter values for all required fields.
  6. In the Recurring Reservation Options area, specify an End Date. Also specify the interval of the reservations, such as every week on Wednesday.
  7. Click the Search button.
    1. Available room arrangements for the time span and search criteria that you specified are displayed. Room arrangements are ordered first by default arrangements and then by capacity.
    2. Existing room reservations will appear as blue blocks. Click on a blue block to view detailed information on the existing reservation. If the existing reservation is a recurring reservation, details for the first of the remaining recurring meetings will be displayed.
  8. Enter the Time Start value and the Time End value to specify the time period you need the room.
  9. Click on the radio button to the left of a room arrangement to select it.
  10. Review information on the room arrangement you selected by clicking the "i" button in the left-hand column of the selected room arrangement.
    1. Information on the room arrangement is displayed. If there is an associated drawing for this room, the DWG Viewer loads to display the floor plan drawing, with the room you selected highlighted.
  11. Notice whether there is an "A" icon for the selected room arrangement. Mouse-over this icon to see that this icon signifies that the room reservation requires approval.
    1. The Next Day, Next Week, Previous Day and Previous Week buttons are not available for recurring room reservations.
  12. Click the Next button to continue.
    1. If there are any scheduling conflicts for any of the recurring meetings, the Resolve Conflicts page will display the requested reservations that conflict with existing reservations. Any requested reservations that conflict with existing reservations will not be finalized. Click the Next button to proceed to the Confirm page.
  13. Click the View All Dates button to review the days that the selected room arrangement will be reserved for.
    1. Note: If there were any scheduling conflicts, these conflicts were not finalized and therefore do not appear on the View All Dates list.
  14. In the Confirm Room Reservations area of this page, click the Requested By button and the requestor. The system adds this value for both the Requested By and Requested For fields.
  15. Select the Add Internal Employees button and choose a name; the selected employee will receive an email invitation to the meeting.
  16. Click the Add External Visitor to invite an external visitor to the meeting.
  17. Use the memo field to add instructions for sending meeting invitations to other email addresses.
  18. Select the Confirm and Finish button to complete your reservation.
  19. Click the Rooms tab.
  20. Review the room reservations you created in the Rooms list. Note that the Status of Reservation value for each of your recurring reservations is Confirmed if the room reservation does not require approval. If the room does require approval, the Status of Reservation value is Awaiting Approval.

To create a recurring resource reservation: 

  1. Select the Reserve Rooms and/or Resources/Create New Resource Reservation task in the Process Navigator.
  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. Choose Recurring as the Reservation Type.
  5. In the restriction console area, enter additional search criteria for the resource reservation as required. Make sure to enter values for all required fields.
  6. Click the Search button.
    1. Available resources for the date and search criteria that you specified are displayed. Unique Resources, Limited Resources, and Unlimited Resources are displayed.
  7. Use the Technology, Catering, and Services tabs to see the various resources you can add.
  8. In the Unique Resources area, select a resource and click and drag this time period on the timeline.
  9. 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.
  10. Click the Next button to continue.
  11. Review your resource reservations information.
  12. Enter a Requested By value; the Requested For value is automatically filled in with the same value.
  13. Enter Floor Code and Room Code values to specify where these resources will be used.
  14. Click Confirm and Finish to complete the reservation.
  15. Click the Resources tab.
  16. 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.