Set Up Guide

Room Booking enables administrators to efficiently manage room availability and handle student booking requests. The system allows you to track reservations, ensure rooms are available, and approve or decline booking requests as needed.

Setting Up Room Booking

Before you begin, you’ll need to create both a room and a booking form.

Create a Room

1. Log in to the Union Portal.

2. Navigate to "Student Services" in the top menu bar.

3. Select "Room Booking" from the drop-down menu.

4. On the left-hand panel, choose "Rooms" and click the "Add Room" button.

5. Fill in the following details about the room and its booking slots:

• Room Name: Provide a name or number for the room.

• Room Description: Include details such as capacity, special requirements, etc.

• Room Location: Specify the room’s location (e.g., building name, campus, floor, etc.).

• Start Date/Time: Define when the booking period begins.
• End Time: Set the latest time the room can be booked each day.
• Availability per Slot: Determine how many bookings can be made per time slot (default is 1).
• Time Slot Intervals: Specify the duration of each time slot.
• Repeats: Choose how often the slots will recur. Options include:
  • Once: Room available on the selected start date only.
  • Daily: Room available every day.
  • Weekly: Room available every week with the option to specify particular days.
• Recurring End:If daily or weekly, select when the recurrence should stop by choosing one of the following:
  • After a number of occurrences: Enter the total number of repetitions. For indefinite recurrence, enter 9999.
  • On a specific date: Select a date and time when the recurrence ends.
• Once you've filled out the room details, click "Create Availability Instances" to save and finalize the room creation.

Create a Booking Form

1. In the left-side panel of Room Booking, select "Bookings" and click "New Application".

2. Follow the guided steps to drag elements from the left panel to the middle section to build your booking form.

• All rooms you’ve added will appear under the "Room Booking" question type in the form. You will see the available time slots once the form is published.

  
  

3. Preview and Publish:

• Preview the form to check for accuracy.

• Click Publish to make the form live.

How Can Students Book a Room?

Sharing the Booking Form

• Once the booking form is live, go to the Bookings page.
• In the Room Booking Applications table, find the booking form you want to share.
• Click the Actions button in the same row and select Share form to copy the link.
• Share the copied link with students so they can submit their booking requests.

Visit How to manage bookings to find out more about the next steps.