cmisgo web v16.1 user guide - tu dublin - city campus · w cmisgo web v16.1 t 0330 060 2199 user...

CMISGo Web v16.1

User Guide

CMISGo Web v16.1 User Guide Page 1 of 69

Document versioning control

DATE STATUS DOCUMENT

VERSION

AUTHOR DESCRIPTION

January 2016 Final 16.1.1 Advanced

Learning

March 2018 Final 16.1.1 Niall Dixon Minor change (pg 9)

in wording to address

saving timetables

that change


Table of Contents

1 About ................................................................................................................... 3

2 Your timetable in a web browser.......................................................................... 4

3 Other timetables, your timetable list ................................................................... 8

8 Room booking .................................................................................................... 17

8.1 My bookings ............................................................................................... 18

8.2 Find & book ................................................................................................ 25

8.3 Check availability & book ........................................................................... 39

8.4 Selecting dates & times .............................................................................. 50

8.5 Find existing bookings ............................................................................... 57

8.6 Week structure .......................................................................................... 59

8.7 Room use ................................................................................................... 61


2 About

CMISGo from Advanced Learning provides access to multiple timetables and room booking via

web enabled devices.

CMISGo Web

This is the core element which presents timetables in a web browser on a desktop or laptop

computer or on a tablet.

The following are optional modules that may also be installed at your institution:-

CMISGo Rooms

If you have been granted the permission you can book rooms that are available.

CMISGo Mobile

Use it to setup access to your timetable on your smart phone's calendar app.

CMISGo SMS

Notification about any late changes to your timetable on your mobile phone and outcomes of

provisional room bookings.

CMISGo Data

This module facilitates gathering data from academics to help create a new timetable


3 Your timetable in a web browser

When you start your timetable will be displayed, using the default timetable view which displays

the current week. An example is shown below.

Week view

Any events that have changed since you logged in last will be highlighted with a red border as

shown above. There is also a message at the bottom of the screen informing when the

timetabled events were last updated from the main timetabling system.

You can change this view from the Timetables menu to be a single day by selecting the Day

option or to be a Month by selecting the Month option as shown below.


Month view

The current day is highlighted in month view if it visible, as shown above.

The week timetable shows the working week and working day, as an example the working day

may have been configured to be 9am to 5pm. If the time of any event falls outside working

week and working day the timetable adjusts to include these events. For example any events

after 5pm or at weekends will cause the time covered by the timetable to expand to include

these events too.

Previous Next

The navigation icons, shown above, let you navigate to the previous or next day, week or

month (depending on your current timetable view). On devices that support touch you can

also swipe left and right over the timetable display. The Go to date icon lets you navigate by

selecting a date from a calendar.

You can click on an event in your timetable to show details in a pop up dialog. An event will either

be a timetabled event or a room booking event and the details shown differ for each.

Go to date


Example of a timetabled event details dialog

Example of a room booking details dialog

On the right hand side of the timetable display are three further icons.


1. The first is the Toggle timetable list icon please see your timetable list for a full explanation

of this feature.

2. The second is the Print icon, this prints the currently displaying timetable.

3. The last icon is the Help icon which you use to access these help pages. The help icon appears

throughout the timetabling and room booking software, clicking a help icon will show help on

the feature you are currently using.


4 Other timetables, your timetable list

You can use your timetable list to view other types of timetables. You will be most familiar with

looking at your own timetable but it is also possible to view:-

Course & module timetables

Lecturer & student timetables

Room timetables

Whether you can view each type of timetable will depend on what has been allowed in your

configuration.

The Toggle timetable list icon is the first icon in the group of icons on the right hand side of

the menu bar, as shown above. As it's name implies it toggles whether or not the timetable list

is shown. Clicking the icon shows the timetable list to the right of the timetable as shown

below, clicking the icon again will remove the list.

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The timetable list feature lets you display other types of timetables either instead of or at the

same time as your own or other timetables.

On first use the timetable list will show that you are currently showing just your own timetable and the checkbox against My Timetable will be checked as shown above. There are two

buttons at the bottom of the timetable list display, Add and Save.

The Add button pops up the tabbed Add timetable dialog as shown below. Depending on

your configuration you will likely not have access to all of these tabs (some may not be shown)

but all of the possible tabs are described here.

The Save button will save this timetable and will appear on subsequent logins. However, be

careful with this feature as when changes occur to the timetable these will not be reflected in

CMIS Go. Therefore when you know a change has occurred and you have saved the timetable

you need to delete the timetable and filter again to the programme (see following pages on

how to display timetables).


Course & module timetables

The Course and Module tabs provide drop down lists that let you select courses and modules,

when you have selected a course or module clicking the Ok button will add it's timetable to

your timetable list. These may be called something else in your configuration such as

Programme and Unit.

You do not need to use the filter drop downs, for example you can simply type directly into any

of the "final" drop down boxes, Search for course or Select Module in the examples shown

above.

When a Course timetable is added the entire module structure is added to the display.

The top node added is the course (and specific year) itself. Beneath the course node, as

children of the course, will be individual nodes for each module related to the course. The

compulsory modules are listed first, followed by all available modules. Where the module has

module groups, these will be included as children of their respective modules.



The compulsory module nodes and all the nodes of their respective sub groups will be checked

automatically when the course is first added. The available modules and their respective sub

groups will not be checked.

In the example shown above, the timetable for course Mathematics 101 is added to the

display. The first 4 modules shown (Advanced Geometry through to Probability and

Statistics) are compulsory modules, so appear with all module and sub group nodes checked.

However, the modules Advanced Calculus and Number theory are available optional

modules, so do not appear automatically checked.

Checking a module node will only cause events directly related to the ‘whole module’ to be

displayed and will not cause events for that module’s sub groups to show. The sub group

nodes themselves must also be checked to see their specific events.

Checking the course node overrides the individual selections within the course structure itself,

and acts as if all individual module and sub group nodes were checked. When this occurs,

instead of wiping out the selections of the individual nodes, the checks are retained, but the

entire structure beneath the course node is greyed out and italicised to denote that the

individual checks are not currently considered.


For example as shown above, when the course node for Mathematics 101 is checked, the additional

events for the available module Number theory appear on the timetable for Wednesday, even though

the actual module node is not checked, as all relevant events for the course will show when the top

node is checked.

Unchecking the course node reinstates the active, checked nodes in the tree display.

In the case when a module is added it will be displayed as a node for the whole module together with

child nodes which represent each subgroup. Checking a module node will only cause events directly related to the ‘whole module’ to be displayed

and will not cause events for that module’s sub groups to show. The sub group nodes themselves must

also be checked to see their specific events.



Lecturer & student timetables

The Lecturer and Student tabs provide drop down lists that let you select lecturers and

students, when you have selected a lecturer or student clicking the Ok button will add their

timetable to your timetable list.


Room timetables

The Room tab provides drop down lists that let you select a room, when you have selected a

room clicking the Ok button will add it's timetable to your timetable list.

Room Room with parts Room with breakdowns Room with resources

If a room has no parts, alternate breakdowns or resources then the timetable list will simply list the room as above. The check box

controls the display of

events and room

bookings that are for

the room.

If a room has parts then the timetable list will in addition to the room itself also list the room parts as shown above. The first check box controls the display of events and room bookings that are for the whole room. The check boxes for the room parts control the display of events and room bookings for each room part.

If a room has breakdowns then the timetable list will in addition to the room itself also list the room breakdowns as shown above. The first check box controls the display of events and room bookings that are for the room's default breakdown. The check boxes for the room breakdowns control the display of

events and room

bookings for each

breakdown.

If a room has resources then the timetable list will in addition to the room itself also list the room resources as shown above. The first check box controls the display of events and room bookings that are for the whole room. The check boxes for the

room resources control

the display of events

and room bookings for

each room resource.



If a room has a combination of parts, breakdown and resources these will all be listed together

for the room.

You can add several timetables to your list using the Add timetable dialog.

The example above shows a timetable list where a number of timetables have been added.

• The timetable for the course BSc Higher Maths Year 2 has been added and you can

see that it's modules are automatically included as well.

• Timetables for a lecturer Kathleen Khayat and a student Danielle Cook have been

added.

• Timetables for the individual modules Advanced Algebra and Applied relatively

have been added.

• The timetable for Room 317 in McIntosh House has also been added.

A timetable can be removed from the list by clicking the delete icon associated with it, (found

at the end of the line).

Timetables are also automatically assigned a colour which is used to indicate why an item is

being shown in the main time timetable display, this is shown in the example below.


Saving the timetable list The timetable list is preserved during your browser session but it is not automatically saved

between browser sessions. If you want to preserve it to use again in a future browser session

use the Save button. The list of timetables together with each timetable's checked state is

saved and is automatically used again in any future browser session.

However, be careful with this feature as when changes occur to the timetable these will not

be reflected in CMIS Go. Therefore when you know a change has occurred and you have

saved the timetable you need to delete the timetable and filter again to the programme or

module.



8 Room booking

There are two methods available to book a room:-

1. Use Find & book to specify criteria such as a general location and times. You will then be

able to select from a list of rooms that match your criteria and you will then be able be to

proceed to book it.

2. Use Check availability & book when you know the room that you want to book. You will be

able to find out if it is available at the times you want and you will then be able to proceed

to book it.

Use My bookings to list your room bookings, your room bookings are also shown in your

timetable.

About room bookings

The simplest and perhaps the most common room booking requirement is for a room on a

single date at a given time.

However, room bookings are not limited to being for a single date and time and can be for a

period of weeks (on the same day of the week) or just a collection of unrelated dates and

times.

The My bookings feature lists your bookings including their dates and times. These dates and

times govern how a booking is presented in the My bookings list.

Type of booking Listing in My bookings

A single date and time A single row with a booking reference

For a number of weeks on the same day of the

week at different times Multiple rows using the same booking reference

For a number of weeks on the same day of the

week at the same time A single row with a booking reference

Ad hoc booking with dates that are on different

days of the week and at the same or different

times.

Multiple rows using the same booking reference

All room bookings have a status, the status of a room booking will be one of:-


My bookings lists all of your bookings, even the ones you may have cancelled, however only

confirmed and provisional bookings are shown in your timetable.

Depending on your local policy you may or may not use provisional bookings, these are

bookings that need to be confirmed (or cancelled) by designated authorising users.

8 My bookings

Use My bookings to view a list of the room bookings you have made. Any room bookings you

have made will also show in your timetable.

The My bookings dialog is accessed from the Bookings drop down menu as shown above.

Bookings always have one of three statuses:-

My bookings lists your current room bookings, together with their current status, as shown

below:-



The list initially displays bookings in date order with most recent first. By default only bookings

that are yet to occur are shown, past bookings can be included in the list by checking the

include bookings from the past check box however the statuses of any past bookings

cannot be changed.

Columns support sorting by clicking on the column heading. Columns can be removed from

the display by clicking on the X against the column header name. Columns can also be

repositioned horizontally by dragging the column header name.


It is also possible to add extra columns of information by selecting the Add or remove

columns icon as shown above on the left and then checking the fields to show in the Add or

remove columns dialog, as shown above on the right above.

It is also possible to turn on or off the grouping of events by their booking reference by selecting

the Toggle grouping on/off icon as shown above. By default events are not grouped by their

booking reference, as mentioned above they are initially sorted by date. Bookings that contain

more than one date but are for the same day of the week and at the same time will normally

be created as a single event and will be shown as a single row in the list of bookings. However

bookings with several dates on different days of the week or at different times will be

automatically split into separate events during the booking process but will retain the same

bookings reference, these will be shown over a number of rows. An example is shown below.

The first booking shown in the list above has been split into 5 separate events (rows) with

each being on one or more dates but all still sharing the same original booking reference. The

second booking is in the form of one single event (one row) as although there a number of

dates they are all on the same day of the week and at the same time.

In addition to being able to display extra fields the My bookings list also provides detailed

information which can be accessed by clicking the + icon at the start of the row, selecting one

displays the Booking details as shown below.



It is also possible to print the list of bookings using the Print icon which is located as shown

below.


Cancelling bookings

If you want to cancel any bookings, select them from the list by clicking on the row representing

the bookings. In the example above four consecutive rows have been selected. When you

have selected bookings the Cancel bookings button will be enabled, to cancel the bookings

click the Cancel bookings button.

This will cause the confirmation dialog to appear as shown above. To confirm you want to

cancel the selected bookings click the Yes button or the No button if you don't.



Each booking is processed in turn and as bookings are cancelled their status will be updated

as shown above. If you want you can stop the process using the Cancel button shown above,

however the booking currently being cancelled will still be cancelled.

When the last selected booking has been cancelled the My bookings list will be refreshed

and show the changed status of bookings.

Removing weeks from a booking It is possible to remove specific weeks from a booking that covers a number of weeks.

Select a "multi-week" booking from the list by clicking on the row representing the booking.


This will cause the dialog to appear as shown above showing the booking details of each of

the weeks involved.

Select the weeks to remove by checking the adjacent check boxes as shown above. You

cannot select all of the weeks, if you want to remove all of the weeks you should cancel the

booking as described above.



When you have selected the weeks to remove click the Remove button. The Working message

is shown while the weeks are removed.

When the weeks have been removed from the booking the My Bookings display is updated

showing the remaining dates for the booking.

Note

You cannot remove dates that are in the past.

8.2 Find & book

Use Find & book room booking when you want to specify criteria such as a general location

and times and when you are not interested in booking a specific room. You will be able to

select from a list of rooms that match your criteria and then be able to proceed to book the

room. If you want to check the availability of a specific room use Check availability & book

instead.


The Find & book dialog is accessed from the Bookings drop down menu as shown above.

The Find & book room booking process is presented in the form of a wizard that comprises

a number of steps.

Notes

• The number steps that make up the wizard will depend on your configuration, this page

explains all of the possible steps that you may encounter.

• The fields that are displayed on individual pages of the wizard will also depend on your

configuration.

• Whether fields are mandatory or not will again depend on your configuration.

Where

The first step "Where" gathers information about the type of room that you want to book.



This step shows a number fields that you can use to specify attributes of the room you want

to book. Any fields that have been configured as mandatory will be indicated as such by the

presence of a * after their name, in the example above category and classification are

mandatory fields that must be supplied before you can proceed onto the next step.

Most fields are drop down lists from which you select a single value. You can use the capacity

slider to specify a minimum and maximum room size by dragging the either of the ends of the

bar right or left.

The delete icons against the fields will clear your selection from the corresponding field. The

delete icon in the Select where bar will clear all of the fields in this step.

Building field is an "auto-complete" field, starting to type into an auto-complete field

automatically produces a drop down list of options that are a search result of what you have

typed so far. As you type more characters the drop down's options are refined.


You can continue to type to see the list of options reduce and you can select your option from

the list when you can see it. If building location images have been configured you will see an

indication of the location of the building if you specify a building.

When you have made your selections move to the next step by clicking the Next button. On

devices that support touch you can also swipe left at this point.

When

The next step "When" gathers information about the dates and times when you want to book

a room.



The tabbed dialog on the right may present up to three tabs steps depending on your

configuration. The first tab will normally be as shown above By date(s) this lets you simply

click one or more dates in the calendars when you want to book your room. The dates that

are shown for selection will likely be restricted based on your configuration which contains

rules that control both who can book rooms and when.

Select date(s) by clicking on them, as you do the dates will be highlighted in the calendars and

listed in date order in the Selected dates and times panel. For information on the other two

date selection tabs see Selecting date & times.

Next click in the first time box to select the start Click in the second time box to select the end

time for your booking, pick the hour and minute time for your booking. The options may be for


the start time from the dialog that pops up. restricted as rules may control the length of (You

don't need to click the Ok button you can bookings that you can make. simply click into the

second time box as soon as you have selected your start time).

You can clear the time in a box by clicking the Clear button. If you have selected two times

and want to change the start time clear the end time and vice versa.

You can select times earlier in the day by checking the 24 hours checkbox as shown below.

The time boxes shown above set the times for all the dates that you have selected, if you want

to set different times for different dates click into the appropriate time boxes in the list to do

this.



When you have made your selections proceed to the next step by clicking the Next button,

you can also go back to the previous step by clicking the Previous button (your date and time

selections will be retained). On devices that support touch you can also swipe left or right at

this point.

Add equipment

The next step "Add equipment" gathers information about any equipment that you want to be available in the room you book. If you don't need any equipment you can move onto the next step straight away.

The first column Equipment list on the right shows all the possible equipment that you can

request, to select one or more pieces of equipment click on them. Clicking a piece of equipment will move it from the first column into the second column Equipment required as

shown below.


If you change your mind you can move a selection back by clicking on it in the Equipment

required column, this will move it back into the Equipment list.

If you need more than one of the items of equipment select the number from the Quantity

column on the right and enter the quantity required as shown below.




you can also go back to the previous step by clicking the Previous button (your equipment


this point.

Add features

The next step "Add equipment" gathers information about any room features that you want.


Selecting room features works in the same way as selecting equipment which is explained

directly above. See Add equipment.


you can also go back to the previous step by clicking the Previous button (your feature


this point.

Select room

The next step "Select room" lists rooms that match your criteria, enables you to find further

details about the rooms on the list and lets you select the room you want to book.

This step begins with the wizard looking for matches for your requirements, if it can find rooms

they will be listed as shown below otherwise you will be asked to try to broaden your criteria.



The list presents rooms that match your criteria, the rooms are grouped by campus (if you

have more than one) and buildings, the matching rooms are listed from those with smallest to

those with the largest capacity.

You can navigate the list of rooms with your mouse or the keyboard. You can see further

details about a room by clicking on the + icon at the start of the row, this pops up the room

information dialog as shown below.


You can use the Previous and Next buttons in this dialog to view the room details of each of

the rooms in the list without the need to return to the list and select each one individually. If

room photos have been configured you will be able to view one or more photos of the room,

move between images using the left and right arrow icons overlaid on the photo as shown

above. Close the dialog with the Close button when you made your selection to return to the

list, your room selection will be highlighted.

When you have made your selection proceed to the next step by clicking the Next button, you

can also go back to the previous step by clicking the Previous button (your room selection

will not be kept if you change your criteria). On devices that support touch you can also swipe

left or right at this point.

Add contacts

The next step "Add contacts" lets you add contacts to your booking and also to add

organisations if you use them. Bookings will appear in your timetable and the timetables of

any contacts you associate with a booking.



There must be at least one contact for any booking, this is automatically entered by the wizard

as the user using the booking wizard, (Kathleen Khayat with a user id of Lecturer in the

example above).

You can add additional contacts using the Name field auto-complete box, type into the box

and select the user when you can find the one you want from the drop down list that is

displayed. You can remove a contact from the list by clicking the appropriate delete icon at

the end of a row.


Similarly you can associate organisations with your booking as shown above.

When you have associated contacts and organisations proceed to the next step by clicking

the Next button, you can also go back to the previous step by clicking the Previous button

(your selections will be retained). On devices that support touch you can also swipe left or

right at this point.

Book

The final step is "Book" this lets you add a booking reference and booking notes and then lets

you book the room.

Booking references and notes are optional unless they have been configured as mandatory.

If you leave a booking reference blank then a numeric reference number will be automatically

created and assigned to it.

The booking reference field is also an auto-complete field which lets you easily find booking

references that you have used before. Assigning booking references lets you group bookings

(by their references) in your My Bookings list.



To request the room booking click the Book button.

When your booking has been made the booking will be automatically listed in your My

Bookings list.

8.3 Check availability & book

Use Check availability & book room booking when you know the room that you want to book.

You will be able to find out if it is available on the dates and at the times you want and you will

then be able to proceed to book it if it is free.

The Check availability & book dialog is accessed from the Bookings drop down menu as

shown above. The Check availability & book room booking process is presented in the form

of a wizard that comprises a number of steps.

Notes


• The number steps that make up the wizard will depend on your configuration, this page

explains all of the possible steps that you may encounter.

• The fields that are displayed on individual pages of the wizard will depend on your

configuration.

• Whether fields are mandatory or not will depend on your configuration.

Where

The first step "Where" lets you select the room that you want to check the availability of.

The room field is an "auto-complete" field, starting to type into an auto-complete field

automatically produces a drop down list of options that are a search result of what you have

typed so far. As you type more characters the drop down's options are refined.



You can continue to type to see the list of options reduce and you can select the room you

want from the list when you can see it. You can also book parts of rooms and room

breakdowns (different layouts of a room) if these have been setup and you have been given

permission to do so.

(You can book room resources if these have been setup, for example book a PC in a room of

PCs. The process of booking a room resource is very similar to booking a room, for the

differences see Check availability & book a resource).


When you have selected a room the display will show both when you may be able to book it

and also details about the room. If room photos have been configured you will be able to view

one or more photos of the room as well. Move between any photos using the left and right

arrow icons overlaid as shown on the example above.

You can select a different room by clearing the room field (using the delete icon on the right

of the field) and entering a new room.

When you have made your selection move to the next step by clicking the Next button. On

devices that support touch you can also swipe left at this point.

When

The next step "When" gathers information about the dates when you want to book the room.



The tabbed dialog on the right of this step may present up to three tabs depending on your

configuration. The first tab will normally be as shown above By date(s) this lets you simply

click one or more dates in the calendars when you want to book your room. The dates that

are shown for selection will likely be restricted based on your configuration which includes

rules that control who can book rooms and when.

Select date(s) by clicking on them, as you do the dates will highlighted in the calendar and

listed in date order in the Selected dates panel. For information on the other two date

selection tabs see Selecting date & times.


Note

If you want to book a room more than once on the same day select the day a number of times,

you will then have the opportunity to select different times in the next step (subject to any

booking restrictions).


you can also go back to the previous step by clicking the Previous button (your date selections

will be retained). On devices that support touch gestures you can also swipe left or right at this

point.

Select times (booking a room)

The next step "Select times" lets you select times on the dates you requested. (If you are

booking a resource in a room see Select times (booking a resource in a room) below.



The wizard will show the availability of the room throughout the day on the dates that you have

requested. By default time between 8am and midnight is shown, if in your configuration you

can book rooms earlier in the morning then check the 24 hrs checkbox to expand the range

to the full day.

Red and amber sections show times when the room is unavailable, you can place your mouse

over a particular time to see details about why the room is not available. Confirmed events

and room bookings are shown in red, provisional room bookings are shown in amber. (Red

can also be used to show room unavailability due to room time constraints setup by

administrators).

Yellow sections show times when the room is available.

Booking conditions may apply and these are shown at the bottom of the display. In this

example you are only allowed to book this room between 12.00am and 11:00pm and your

booking must be for at least 15 minutes.


Select times by clicking on available parts of days (yellow sections). This will cause a green block

(representing your booking time) to be placed in that section as shown above. (You can only

select one time on each day/row).

You can move a time by dragging the block left or right with your mouse or by using the left or

right arrow keys of your keyboard.

You can extend or reduce a time period by dragging the right hand side of the block left or

right with your mouse or by using the up or down arrow keys of your keyboard. The default

grid size that the block will snap to is 15 minute periods, you can change this by selecting

another grid size at the bottom of the display to be either 10 or 5 minutes.

You can select times on one or more days, to remove a time you have selected, use the delete

icon at the end of the row for that day.


you can also go back to the previous step by clicking the Previous button (your time selections

will be retained). On devices that support touch you can also swipe left or right at this point.

Select times (booking a resource in a room)

When you are booking a resource in a room (rather than a room or part of a room) there is a

difference in the behaviour of this step of the booking wizard.



When you select the room in step one, rooms that contain resources will appear as above. So

in this example you would be able to book the whole room or one of the resources in the room.

In your configuration it is possible that different terminology has been configured for the word

resources.

Unlike when booking a room you are only able to select one date in step two and in step three

as shown above you are only able to select one of the resources, in the example PC02 has

been chosen between 6.00 pm and 7.00 pm.

Add contacts


The next step "Add contacts" lets you add contacts to your booking and also to add

organisations, if you use them. Bookings will appear in your timetable and the timetables of

any contacts you associate with a booking.

There must be at least one contact for any booking, this is automatically entered by the wizard

as the user using the booking wizard, Kathleen Khayat with a user id of Lecturer in the example

above.

You can add additional contacts using the Name field auto-complete box, type into the box

and select the user when you can find the one you want from the drop down list that is

displayed. You can remove a contact from the list by clicking the appropriate delete icon at

the end of a row.



Similarly you can associate organisations with your booking as shown above.

When you have associated contacts and organisations proceed to the next step by clicking

the Next button, you can also go back to the previous step by clicking the Previous button

(your selections will be retained). On devices that support touch you can also swipe left or

right at this point.

Book

The final step is "Book" this lets you add a booking reference and booking notes and then lets

you book the room.

Booking references and notes are optional unless they have been configured as mandatory.

If you leave a booking reference blank then a numeric reference number will be automatically

created and assigned to it.

The booking reference field is also an auto-complete field which lets you easily find booking

references that you have used before. Assigning booking references lets you group bookings

(by their references) in your My Bookings list.


To request the room booking click the Book button.

When your booking has been made the booking will be automatically listed in your My

Bookings list.

8.4 Selecting dates & times

The two methods of making room bookings Find & book and Check availability & book both

include a step to select the dates and times for a booking. Depending on your configuration

you may have up to three options for selecting dates and times.

By date(s)

By week number(s)

By named range

By dates(s)

Selecting dates using this method will probably by the one that you use the most. Use this if

you want to make ad-hoc bookings for a room on one or more different days of the week either

at the same or different times.



Select the By dates(s) tab. The dates that are shown for selection will likely be restricted

based on your configuration which includes rules that control who can book rooms and when.

Select date(s) by clicking on them, as you do the dates will highlighted in the calendar and be

listed in date order in the Selected dates and times panel.

Next click in the first time box to select the start Click in the second time box to select the end

time for your booking, pick the hour and time for your booking. The options may be minute for

the start time from the dialog that restricted as rules may control the length of pops up. (You

don't need to click the Ok button bookings that you can make.

you can simply click into the second time box as

soon as you have selected your start time).

You can clear the time in a box by clicking the Clear button. If you have selected two times

and want to change the start time clear the end time and vice versa.


You can select times earlier in the day by checking the 24 hours checkbox as shown below.

The time boxes shown above set the times for all the dates that you have selected, if you want

to set different times for different dates click into the appropriate time boxes in the list to do

this.

Note that you can remove individual dates from the Select dates and times panel by clicking

the delete icon at the end of a line. You can also remove all the dates from the panel by clicking

the delete icon in the header of the Select dates and times panel.

If you want to use one of the other tabs ( By week number(s) or By named range ) to select

dates and times you must remove all of the dates from the Select dates and times panel first.



By week number(s)

If you want to book a room on the same day and at the same time for a number of weeks use

this option.

Select the By week number(s) tab. Then select the weeks you want by clicking on rows in

the calendars, this will list the weeks you select in the Selected dates and times panel.

Initially showing the first day of the week.


Next select the day of the week that you want to book from the Day of week drop down list.

Thursday has been selected in the example above and the dates in the Selected dates and

times panel and in the calendars have been updated accordingly.

Lastly, select the start and end times for the booking using the time fields. 2:00 pm to 3:00pm

has been selected in the example above and the from and to times in the Selected dates and

times panel have been updated accordingly. You may be restricted as to the times you can

select by rules applied in your configuration.




the delete icon at the end of a row. You can also remove all the dates from the panel by

clicking the delete icon in the header of the Select dates and times panel.

If you want to use one of the other tabs ( By dates(s) or By named range ) to select dates

and times you must remove all of the dates from the Select dates and times panel first.

By named range

This is similar to selecting dates using By week number(s) described above. The difference

here is that instead of selecting weeks from the calendar you select weeks by selecting a

named week range from those that have been set up in the main timetabling software and

given a name. For examples named week ranges may have been set up to cover all weeks in

Semester 1 or all weeks in Semester 2.

Select the By named range tab.



Next select the weeks you want by selecting the named week range from the Named week

range drop down list box, this will list the weeks in the named week range in the Selected

dates and times panel. In the example above the named week range SEM TWO has been

selected.

Next select the day of the week that you want to book from the Day of week drop down list.

Thursday has been selected in the example above and the dates in the Selected dates and

times panel and in the calendars have been updated accordingly.



Lastly select the start and ends time for the booking using the time fields. 11:00 am to 12:00pm

has been selected in the example above and the from and to times in the Selected dates and

times panel have been updated accordingly. You may be restricted as to the times you can

select by rules applied in your configuration.


the delete icon at the end of a row. You can also remove all the dates from the panel by

clicking the delete icon in the header of the Select dates and times panel.

If you want to use one of the other tabs ( By dates(s) or By week number(s) ) to select dates

and times you must remove all of the dates from the Select dates and times panel first.

8.5 Find existing bookings

Use Find existing bookings to find bookings that match a criteria.


The Find existing bookings dialog is accessed from the Bookings drop down menu as shown

above.

The Find bookings dialog provides a number of fields that you can select values for in order

to find bookings. You do not have to complete all fields but there are some rules regarding

combinations of fields and these are explained below. (The rules are enforced by the dialog

and clicking the find button will check through the rules before attempting locating any

matching bookings).

You may not have the same number of fields as shown above depending on your

configuration. All fields are populated with choices from drop down lists, pop up dialogs (for

specifying any date range) or auto-complete fields.

Make your field selections and click the Find button.

Notes



• Room, Building, Department, Zone and Campus are mutually exclusive, you can only

select a value for one of these.

• If you select Building, Zone or Campus you must select another field as well.

• You must select a value for at least one of the fields Status, Booking Id, Booked by, Room,

Building, Campus, Zone, Contacts or Organisations.

• Contacts and Organisations allow more than one value to be selected, bookings having

any of the contacts or organisations associated with them will be returned.

• If you select a Department then bookings for any of the rooms associated with that

department are returned.

If bookings are found that match your criteria they will be displayed as shown above. The

results are displayed in a grid that has many of the same features as found in the grid that is

used in the My bookings display.

8.6 Week structure

Use Week structure to view the week numbers given to weeks for the academic year. The

feature can also be used to view the weeks included in specific named week range.


The Week structure dialog is accessed from the Bookings drop down menu as shown above.

The default week structure display (shown above) shows the week numbers assigned to weeks

throughout the academic year.



The drop down list in the Select a named week range panel circles the weeks that belong to

the selected named week range.

8.7 Room use

Use Room Use to view an entire building's events for a single date.


The Room use dialog is accessed from the Administration drop down menu as shown above.

The Room use dialog will open with today's date populated by default in the Date field.

Note

The Zone field may not show if your Administrator has not enabled it.

Click in the Building or Zone field and select your required building or Zone from the drop down

that appears.



Note

These two drop downs are mutually exclusive. Selecting an entry from one will clear the entry in

the other.

When you have made your selections move to the next step by clicking the OK button.

The timetable for each of the rooms within the selected Site or Zone will begin loading.


Each room in the selected Building or Zone will be displayed on its own line, rooms with no

bookings are included in the list

Red blocks denote events and confirmed room bookings where the room is in use. Amber blocks

denote provisional room bookings where the room is in use.



Some rooms may be divided into room parts or be rooms of bookable resources. In these

cases the room name will be proceeded by a + symbol, clicking on either the room name or

the + symbol will expand the room to show the use of room parts or resources as shown

above.

When rooms are divided into room parts or set up as rooms of resources where a booking of

one part, one resource or the whole room the effect is also shown in the associated room part,

resource or whole room. In the example above Room 317 has two whole room bookings, 4pm

to 5pm and 5pm to 6pm and this is also indicated in the four room parts by also showing that

the parts are each in use at the two same times. When a room is shown to be in use because

of this the coloured blocks colour is a paler version of the appropriate colour. Similarly use of

a room part is shown in the whole room by a block of the appropriate paler colour. In the

example Room 317, Part 1 has both confirmed and provisional bookings between 6pm and

11pm.


If you move your cursor over a block a pop up will then display further information about the

event or room booking as shown above.

The Change selections button re displays the initial Room use dialog allowing you to modify

your selections as shown above.



By default the room use features shows room use between 8am and midnight, the 24 hours

checkbox toggles a whole day view as shown above.

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