How to Use the
Online Web Room
Bookings System.
In Preparation:
(a) See the Reserving
A Room Guide.
(b) Ensure you know what alternatives are possible for your meeting.
(c) Before seeking to book, access the Meeting Room Bookings
Page and view the appropriate Allocations Web Page(s) to narrow down
possibilities.
(d) Know your Section's Username and Password to gain access to the system.
On your PC:
(e) From the the Meeting Room Bookings Page, click to
book the room type required (Meeting or Teaching) at the desired Campus
in order to access the correct database.
(f) Enter Username and Password on request exactly as provided.
In the Web Room Bookings pages:
Note that the screens are designed to be self-guiding. Unless you confirm at
the end, no action is undertaken on the databases, therefore the various
options may be explored at will without (theoretically) causing any
"damage". Feel free to experiment with options available.
(g) In Section 1. Locations:
more information on rooms is available, and various options to refine your
search are available.
If a specific Campus is required, select that Campus.
The default is Meeting Rooms -- if a Public Display Space is required, that
must be specifically selected. [Leave
the Size of Meeting field at default 2.]
Enter the maximum number expected as Size of Meeting to obtain the most
appropriate available options. Please note that numbers and sizes of meeting
rooms vary between Campuses. Please try to book in good time to avail of the
widest available options.
(h) Under 2. Date, tab forward to select the date preferred, but be
prepared to consider alternatives if your first choice is not available.
(i) The same applies for Preferred Start and Duration
under 3. Time.
(j) Click NEXT to continue.
No Matches:
(k) If no room meeting your specified requirements is available, either
check what is available (c above), and/or
revise your requirements (as planned under b above), and/or
loosen the specifics you entered where possible (g, h and i
above).
Only if the meeting is imminent (within ten days), try for a larger room by
increasing the Size of Meeting Option by two steps.
If there is a match or matches:
(l) Please SELECT the room that best meets your meeting size criteria.
Now Booking:
(m) CAREFULLY complete the form appropriately. If the defaults are not as
required, they may be overwritten. Enter your e-mail address and ENSURE IT IS
ACCURATE. Your name and a contact number are needed in case problems arise
later.
NOTE THAT Purpose of Booking and Furniture Layout Changes fields are MANDATORY.
Please enter a meaningful, detailed Purpose (instead of just
"Meeting" descibe what sort of meeting,
e.g. "Course Committee"). This
helps identify the specific meeting when enquiries are made, for example by
attendees.
ONLY if you have no specific Furniture Layout Changes, type those in; otherwise
leave the default at "None". See http://uuestates05.edsc.ulst.ac.uk:8989/RmBkgs_Be/Furniture.htm
. These details are required to ensure appropriate furniture layout changes can
be made before a room is allocated. If very complicated, note "e-mail to
follow", and detail them IMMEDIATELY in a separate mail to RoomBookings@ulster.ac.uk.
(n) Choose as required to Sign Out, view all your bookings, request
another with the same criteria (from l above), or clear and restart another
booking (from g above).
My Bookings:
All current or forthcoming bookings made with this UserName
will be listed here. Cancelled meetings may be viewed if additionally selected.
In case of problems, contact RoomBookings@ulster.ac.uk
(ext. 23456).
Please read and remember the general
principles , and bear in mind that this is shared accommodation. Please
minimise bookings to genuine needs only.