Workplace Services / Reservations

Defining Room Arrangements

With room arrangement types and room configurations defined, you are now ready to define the room arrangement for each room configuration (or for the default room configuration).

For example, if a room has multiple possible configurations-- say configurations AB, A, and B -- you can now define the possible room arrangements for each configuration. For example, configuration AB might be able to be set up with classroom and a reception area arrangements, whereas configurations A and B might be able to be set up only as classrooms.

Restriction Variables

The restriction variables specified in the Room Arrangements table, such as Announcement # of Days Ahead, specify restrictions for most users (including the AFM user). For example, the Announcement # of Days Ahead restriction specifies that the room reservation must be made before a certain number of days ahead of the meeting.

Note: The Reservation Manager does not have any of these restrictions, and the Reservation Service Desk role does not have most of these reservation restrictions. For detailed information on the restrictions placed on each role, see Understanding User Roles.

The following are restriction variables that are defined for room arrangements. These variables are described in the Room Arrangement Table section below.

Maximum Days Ahead
Available for Group
Room Service Security Group
Announcement # of Days Ahead
Announcement Time
Cancellation # of Days Ahead
Cancellation - Latest Time
Group Allowed to Approve
Maximum Capacity
Minimum Required
# of Days to Approve
Action if Approval Time Expired
User to Notify if Approval Time Expired

Room Arrangement Fields

Field	Purpose
Building/Floor/Room Code	The Building Code is already displayed based on the selection in the Buildings view in the left frame. Specify the Floor Code and Room Code values if these are not already displayed.
Configuration Code	The Configuration Code may already be displayed based upon the selection in the Room Configurations in the left frame. If it is not displayed, use the views in the left frame to drill down to a Configuration Code for which you want to define a room arrangement. Each room configuration can have multiple room arrangements.
Room Arrangement Type	Select one of the pre-defined values.
Unit to Cost by	Select how to charge for the reservation, i.e. by reservation or by day/time interval
Cost per Unit	Specify the cost for the unit defined in the Unit to Cost by field. The system uses this information to assess a department's cost for using a room. Several of the application's reports document the costs of reserved rooms.
% of Cost Charged for Late Cancellations	Specify the late fee for cancellations made after the day specified by the Cancellation # of Days Ahead value
Reservable?	Select Yes to define the room arrangement as reservable
Is Default?	Select Yes to define this room arrangement as the default room arrangement. Note: Default arrangements are always displayed at the top of the list of room arrangements in the timeline.
Requires Approval?	Select Yes if a reservation for this room arrangement requires approval
External Visitors Allowed	Select Yes if external visitors can be invited to meetings for this room arrangement
Maximum Capacity	Specify the maximum number of people allowed for this room arrangement
Minimum Required	Specify the minimum number of people allowed for this room arrangement
Pre-block (minutes) Post-block (minutes)	Specify the amount of time to allow for setup (pre-block) and cleanup (post-block) tasks. The pre-block time is applied to the start of each reservation, and the post-block time is applied to the end of each reservation. You will not be able to reserve a room during the pre- and post-block times. For example, if you specify 15 minutes as the pre-block minutes and 15 minutes for the post-block minutes, and the Time Day Starts as 7 AM , you will be able to make reservations for this room arrangement starting at 7:15 AM. This is because the pre-block minutes are applied to the first reservation of the day by adding the pre-block minutes to the Time Day Starts. Suppose you reserve this room arrangement from 7:15 AM to 9 AM. This means that the room arrangement will be available next at 9:30 AM. This is because 15 minutes (the post-block minutes) are applied to the first reservation that ends at 9 AM, and the pre-block minutes (another 15 minutes) are applied to the beginning of the next reservation. Note: The Pre-block value must correspond with the `MinutesTimeUnit` parameter specified in the Manage Reservations/Configure Parameters task. For example, if the `MinutesTimeUnit` is set to 10, then the Pre-block time value must be in units of 10, such as 10, 20, 30, etc. For more information, seeConfiguring Parameters.
Time Day Starts	Room arrangement is available after the time you specify
Time Day Ends	Room arrangement is not available after the time you specify
Maximum Days Ahead	Maximum number of days ahead this room arrangement can be reserved
Available for Group	If this field is not blank, then this room arrangement can only be reserved by members of this security group.
Resources Not Allowed	List of resource standards not allowed for this room arrangement. Note: The resource standards not allowed field is a comma separated list that requires single quotes around each resource standard.
Announcement # of Days Ahead	Minimum number of days ahead room arrangement must be reserved
Announcement Time	If reserving on the last possible day to reserve, the time of day that the reservation must be made by
Cancellation - # of Days Ahead	Minimum number of days ahead that a reservation for this room arrangement can be canceled
Cancellation - Latest Time	If canceling on the last possible day to cancel, the time of day that the reservation must be canceled by
Image Document	Browse to an image of the room arrangement
Group Allowed to Approve	A reservation for this room arrangement can only be approved by members of this security group. Note: The Reservation Manager role can approve any reservation. The Reservation Service Desk role can approve the reservation if no other Group Allowed to Approve value has been set. Otherwise, only people who belong to the group selected in the Group Allowed to Approve field can approve the reservation.
# of Days to Approve	The minimum days before the reservation date that this room arrangement must be approved
Action if Approval Time Expired	This selection determines what happens if the reservation is not approved within its approval window (the time before which the reservation must be approved as specified in the # of Days to Approve field.) The choices are: Approve: The reservation is automatically approved when the approval time expires. Reject: The reservation is automatically rejected. Notify: Another user is notified. If you make this selection, you must enter a value in the User to Notify if Approval Time Expired field.
User to Notify if Approval Time Expired	Select the name of the user to notify if the reservation's approval time has expired. This field is required if you select Notify for the Action if Approval Time Expired field.

Procedure

To define a room arrangement:

Prerequisites: Define Reservable Rooms and Room Configurations and Define Room Arrangement Types.
Select the Develop Background Data / Define Room Arrangements task in the Process Navigator. The Buildings, Room Configurations, and Room Arrangements views appear.
Select values in the Buildings and Room Configurations lists to drill down to the room con figuration for which you want to develop an additional room arrangement.
Click the Add New button at the bottom of the right frame.
Enter values for the fields, which are described in the table above. Make sure to enter values for all required fields, which are marked with a red asterisk (*).
After completing the table, click the Save button to save your changes. This room arrangement data is saved to the Room Arrangements table.

Deleting room arrangements

You can delete a room arrangement, but be aware that if there are reservations associated with the room arrangement, the reservations are also deleted. You will get a message warning you of this.