Book a room
Book a room
Select Book a room
It’s at the top of every Facilities page. On the Schedule tab you can also drag across a room’s row to book that time.
Say what it’s for
Enter What’s it for?, then the Date, when it Starts and Ends (check Ends the next day for overnight), and whether it Repeats (daily, weekly, or monthly, until a date or after a number of times).
Pick a room
Rooms that are busy at that time are marked. You’ll see whether the room is Available or Needs approval. If there’s a conflict, try another time or room. People with Manage facilities can Book anyway with a reason; the other bookings’ owners are told.
Setup and cleanup time are added before and after automatically.
Add details (optional)
- Expected people.
- Layout: like “Banquet” or “Theater”. It becomes the setup checklist.
- Extras and Equipment: things you need, like a projector or 8 tables.
- Setup notes: once it’s approved, the setup team gets a task with this.
- Book for someone else, and Notes for the facilities team.
Save
Rooms that need approval start as Waiting for approval until an approver confirms them.
Schedule
The Schedule tab shows who’s in which room, when. Switch between Day and Week, and filter by Building. Booked times, times Waiting for approval, and the setup and cleanup buffer are shown differently.
Bookings
The Bookings tab lists bookings. Filter by Upcoming or Past, by status (Approved, Waiting for approval, Declined, Canceled), and search. Tabs show bookings waiting on your approval and your own bookings.
Select a booking to see its details, change it, or cancel it.
Approve bookings
If you approve a room’s bookings, requests show under Waiting on you on the overview and on the approval tab of Bookings. Open one and approve or decline it. The person who booked is notified.