Room bookings

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Help

Please contact eServices for any questions that aren't answered here.

How do I login?

To login you need your UC username (e.g. abc123) and password. Some functions are restricted to certain users, and other users will get a message "You do not have access rights to modify this item". Please contact the Library for help if this is not working correctly for you.

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Why can't I delete/alter a meeting?

In order to delete or alter a meeting, you must be logged in as the same person that made the meeting. Contact one of the meeting room administrators or the person who initially made the meeting to have it deleted or changed.

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Why can't I make all the bookings I want?

Restrictions apply to most users. These are: Maximum length of a booking: This is usually 3 hours though some equipment may be booked for 4 hours. Maximum number of "live" bookings: 5 Minimum time between bookings: 1 hour

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How do I make a recurring meeting?

This option is only available to Library staff and those who have been given special rights.

Clicking on the desired time brings you into the booking screen. Select the appropriate Repeat Type. The room will be scheduled at the same time, until the Repeat End Date, on the days determined by the Repeat Type. A Daily repeat schedules every day. A Weekly repeat schedules those days of the week that you check under Repeat Day. For example, use Weekly repeat to schedule the room every Monday, Tuesday, and Thursday; check those days under Repeat Day. If you check no days under Repeat Day, the schedule will repeat on the same day of each week as the first scheduled day. A Monthly repeat schedules the same day of each month, for example the 15th of the month. A Yearly repeat schedules the same month and day of the month, for example every March 15th. Finally, a Monthly, corresponding day repeat schedules one day each month, the same weekday and ordinal position within the month. Use this repeat type to schedule the first Monday, second Tuesday, or fourth Friday of each month, for example. Do not use this repeat type after the 28th day of the month.

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How do I delete one instance recurring meeting?

Select the day/room/time that you want to delete and select Delete Entry.

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How do I schedule rooms at different sites?

You don't. Presently the system cannot book 2 different rooms simultaneously. You must schedule each one separately. Make sure that the time you want is available at both sites before making a booking.

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My meeting failed to be created because of "too many entries"!

There is a limit of 5 "live" bookings for each person.

Library staff are not restricted but a repeat booking cannot create more than 365 entries. There needs to be some limit on the number of meetings created.

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What happens if multiple people schedule the same meeting?

The short answer is: The first person to click on the Submit button wins. Behind the scenes, the system is using a proper multi-user, multi-threaded relational database than can handle many thousands of simultaneous users.

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What is the difference between "Internal" and "External"

By default, the online booking system defines two meeting types. "Internal" means that the meeting will only be attended by staff and students of this University. An "External" meeting will include visitors.

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