Room Booking

FacilitiesDesk provides you with an option to book rooms for a meeting or conference that is to be held on any day. This room booking option is available only for conference rooms.

 

To book a conference room,

  1. Click the Space tab. The space list view page opens. By default, the view type would be Region list view page.

  2. You can directly go to the room details page by selecting the view type as Room from the combo box. The list of all the available rooms, irrespective of the region, site, building and floor gets displayed as shown below,

  1. Click the conference room name to be booked from the list view. The Room information page opens by default. Click Booking Calender tab [OR]

    From the rooms list view page, click on the corresponding room standard on the right hand side of the  conference room to be booked for a conference or meeting.

Or you can also book a room using the drill down way, (that is) a step by step action to book a room.

 

Note:  FacilitiesDesk also provides with an option to book multiple conference rooms for a particular day. For more information click Book Multiple Rooms

 

To book a room using drill down way,

Room Reservation calender

    1. This Room reservation calender is essentially for Room Booking. It displays the room name, month, week and year.

    2. The days of the week along with the date, month and year is mentioned in the x-axis.

    3. Hours are mentioned in the y-axis.

    4. Using the navigation button ,you can select the week before or after the current date.

    5. On selecting the previous or next week Today button gets activated. Click the Today button to set back to the current date.

    6. Rooms can be booked by selecting the time slot of a day. The booked rooms are enabled with a colour code for each meeting type.

  1. To book a room from the room reservation calender, click and drag on the corresponding hours of a day tentatively when the meeting will be held. A pop-up window pops up with the date, time duration of the meeting, Meeting Title, Meeting type, Agenda, Invitees list, Email me before and  Additional Request details.

Booking a Room in Reservation Calender

    1. Specify the Meeting Title in the given text field. This is a mandatory field. For ex. Sales meeting.

    2. Select the Meeting Type from the combo box. For ex. conference.

    3. Mention the Agenda of the meeting in the given text box.

    4. Select the Invitee list from the icon . A pop-up containing the invitees list opens. This list comprises of all the supervisors and employees. Click the check box adjacent to the invitees name. Click Add Invitees button. A confirmation message appears, click ok to confirm the list else click cancel to make any change. The list of selected invitees gets displayed in the Invitees List field.

    5. If you would like to inform the invitees before hand about the meeting, select the time duration from the Email me before combo box. Notification is sent via E-mail.

    6. Any additional request details needed for the meeting can be specified in the Additional Request Details field. Ex: LCD Projector.

    7. You can reserve the conference room daily, weekly, monthly or yearly by choosing the options from Repeat drop-down box. Choose either the End Date from the calender icon or enter the number of days in the provided field.

    8. Click Save. The room gets booked along with the meeting title and the corresponding colour of the meeting type.

Note: The booked Room can be viewed from the home page under the Room Booking Details. It displays only the current room bookings.

 

 

To edit a booked room

  1. Click the booked room which you want to edit. A pop-up window pops up as shown below,

  

 

  1. Click Edit. The pop-up window appears, do the necessary changes. Enable the check box to notify the invitees regarding the change. Click Update.

  2. You can cancel the meeting by clicking on Cancel Meeting. A pop-up window appears confirming the cancellation. Click Ok to cancel the meeting, else close the window.

 

To book multiple Rooms,

You can book multiple conference rooms in a floor of the building for a particular day.

  1. From the floor list view block --> click the corresponding floor of the conference room --> this opens the Floor Information page along with room list view block.  

  2. Click beside the Floor Information tab.

  3. This opens Room Reservation Calender showing all the conference rooms (multiple) in that particular floor. By default the current date is displayed. The date and month can be chosen using the calender situated to the left of the reservation calender.

  4. Repeat the above steps to book room.

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