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Creating a Room Booking Event

Watch the Video Tutorial:

 

To access the Room Booking Calendar:

 

  • Click on the Add button in the top right corner and select Room Booking Request.
  • You will be directed to a Calendar showing all bookable rooms for today. There are two available views for navigating the Calendar: Rooms Day View and Rooms Timeline View.

Rooms Day View

This view of the calendar is best for booking when you have a smaller number of rooms to select from. Each room is displayed as a column across the top of the calendar, and appointments can be dragged vertically on the calendar.

  • Click the arrows in the top right corner to navigate to a different day.
  • Switch to the Month or Week view by using the buttons on the left.
  • You can also filter the calendar for just the rooms you want to see. Click the Room Filter button and check the boxes next the room(s) you want to see. TheWorxHub will remember this filter the next time you book a room.

 

 

  • Click on the desired start time under the room you would like to book and drag down to the desired end time. *Note: If you click and drag to specify the start and end time and the time appearing in the form is incorrect or slightly off, don't worry. When you save the room booking request, you'll be able to manually edit to fine tune your times.

Rooms Timeline View

This view of the calendar is best for booking when you have a larger number of rooms to select from. Each room is displayed as a row on the side of the calendar.

  • Click the arrows in the top right corner to navigate to a different day.
  • Switch to the Month or Week view by using the buttons on the left.
  • You can also filter the calendar for just the rooms you want to see. Click the Room Filter button and check the boxes next the room(s) you want to see. TheWorxHub will remember this filter the next time you book a room.
  • Click on the desired start time next to the room you would like to book and drag sideways to the desired end time. *Note: If you click and drag to specify the start and end time and the time appearing in the form is incorrect or slightly off, don't worry. When you save the room booking request, you'll be able to manually edit to fine tune your times.
  • Click the Next Step button to open the Room Booking Wizard. *Note: If you need to change the rooms, date, or time on this form, click Cancel to go back to the calendar.

 

Room Booking Wizard

Room Booking Info

  • Enter the Event Name.
  • Enter the event details in the Details box.
  • Select the appropriate Booking Category from the drop down.
  • Enter the Requestor Name.
  • Enter the name of the Organizer. The organizer is the primary person to receive email notifications for this event. An organizer can be a staff member or a resident.
  • Depending on the Booking Category you selected, you may have an additional field to select the Activity Dimensions of Wellness. You can select as many as apply to your event.
  • Click the Attach a File? link to attach a document, photo, or other file to this request.
  • Select the names of other staff or residents in the Email Updates field to send them updates on this request.
  • If this event spans over multiple days, or will be a recurring event, click Add a Recurrence Pattern. This will open a window where you can edit the details of your recurrence

 

     The Dude Says:

If you have the room booking permission Can Add Room Bookings (No Approval Required), you will be able to bypass the approval process for this room booking by leaving the Approval Required checkbox unchecked. If you do not have this permission, the checkbox will not be visible and the room booking will need to be approved.

 

 

  • Click Next.

 

Room Setup/Tear Down

After Step 1 of the wizard has been completed, you can add Room Setup/Tear Down information, reserve equipment for the event, or add catering.

Reserving Equipment

  • Click Add New Equipment.
  • All available equipment will be listed. Select the item(s) needed and click Done. *Note: Show Unavailable Equipment will display other items that are either booked on other events (indicated with a yellow dot) or out of service (indicated with a red dot).

 

Adding Room Setup

  • Click Add New Setup Task.
  • Select the Room Setup Task Template that applies to your event.
  • Click Use Selected Template.
  • After choosing the template, customize the Description, Details, or upload Attachments if needed.
  • Click Add Task to continue. This is will automatically add this task to the calendar before the event and the time needed to complete this task will also be reserved.
  • If you need to add multiple setup tasks, determine where in the chain of events they should be done. If you indicate in the Do This Task field that the task should be completed after the previous task is done, the Setup time will be pushed back to accommodate the time needed to complete both tasks. If you select that the task can be done at anytime prior to the event starting, then both tasks will be listed to occur at the same time and the setup window will be booked for the longest setup task.

 

Adding Room Tear Down

  • Click Add New Tear Down Task.
  • Select the Room Tear Down Task Template that applies to your event.
  • Click Use Selected Template.
  • After choosing the template, customize the Description, Details, or upload Attachments if needed.
  • Click Add Task to continue.

 

Catering

  • Click Add New Catering Event.
  • The Event Date and Must be Ready By fields will automatically populate but can be adjusted as needed.
  • Enter the Description, Detail, and Email Notifications.
  • Click No Catering Items Added Yet! Click to Add Some! to add catering items.
  • Check the boxes next to any catering items you would like to add to the event and click Add Catering Items.

 

 

  • Adjust the Quantity of the items as needed.
  • Click Save Catering.
  • When all necessary Event Setup/Tear Down, Equipment Reservations, and Catering items have been added, click Next.

Attendees

This is the final step of the wizard, and allows for the addition of resident or staff attendees, as well as ad hoc attendees. You are also able to define a maximum capacity for the room booking on this step of the wizard.

 

To add Attendees:

  • Begin typing in the Resident or Staff text box and select the appropriate person. *Note: You can search by resident or staff name, or by unit number in this field.

 

 

  • Add any necessary attendees that are not resident or staff by clicking Add an Ad Hoc Attendee.
  • Select the type of attendee and enter any applicable information.
  • Click Add Attendee.

 

 

  • Enter a Max Capacity for this room booking, if applicable.
  • Click Save Room Booking. *Note: If this room booking was entered by a user without the Can Add Room Bookings (No Approval Required) permission, the room booking will route to the Room Requests list for approval. Otherwise, the room booking will be considered booked unless the user checked the Approval Required checkbox.

 

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