Create new reservation

As key user you have multiple options to create a new reservation. You can use one of the four options explained below:

1. Click the ‘Reservation+’ button on your startBoard. The same instructions apply as for regular users with the addition that you can change the ‘Requestor’ field which enables you to create a reservation for someone else.

2. Menuoption ‘Reservations’ > ‘Reservations’ > click the button ‘Create new reservation’

   

3. Menuoption ‘Reservations’ > ‘Reservation calendar’ > click the '+' symbol on the top right on your screen

4. Menuoption ‘Reservations’ > ‘Reservation calendar’ > use drag and release option (see screenshot)
   

   

Options to search for reservations

As a Reservation Coordinator, you can view and make changes to all reservations in the system. You can open the reservations using:

The Reservations menu option, that shows a list The Reservation Calendar menu option, that returns a graphical view of the reservations The Reservations dashboard menu option. See separate section in this article.

Searching via the menu option “Reservations”

Enter a query to search for a reservation or leave it empty (it will show all reservations). Press the “Search” button to start the search. You can also use the advanced search option.

Searching using the “Reservation Calendar”

You can see the created reservations on the different time slots in the calendar. The initial view of the calendar is always the day-view. The options you have to change the view are explained in t

Modifying or cancelling a reservation

After opening the reservation, you will be able to modify the details of the reservation (by clicking the ‘Change’ button). For detail on modifying reservations see the end user article on reservations: Reservations (incl. recurring) .

Reservation calendar

In the reservation calendar, you have an overview of the created reservations on the date and time of the different reservable objects. You can modify your view to see the reservations for one specific property or change from a daily, weekly, or monthly overview.  It is also possible to filter on a specific text or name.

• If you click on a reservation it will open it and you will be able to edit the details.

• Another way to create a reservation is to select a time slot in the row of the area you want to reserve. (See screenshot below:the red box is the selected time slot, a reservation will be created for that period.) This is also possible in the weekly and monthly view. But beware of the the selected period if you use this other than on the daily view , you can adjust it the time period in the reservation creation view.

Colors of a reservation

The status of a reservation determines the color of the reservation in the calendar.

• Light yellow: Reservation that has not yet been submitted (status ‘Draft’)

• Orange: Reservation that is submitted, but not yet approved (status ‘Requested’ or ‘Change’)

• Green:  Approved reservation

Also:

• Cancelled reservation are hidden in the calendar

• A small red line indicates that catering is added to the reservation (see screenshot)

  • Note: no line is available to identify other reservable items such as visitors and equipment.

Recurring reservations

Search for these via the menuoption ‘Recurring reservations’. In this module, you will find all recurring reservations in the systems and can modify/cancel them.  Use the standard of advanced search functionality to find them.

Changing a recurring reservation

The instructions for changing recurring reservations are found in the end user article on Reservations (incl. recurring). Again with the addition that you, as a key user, can also change other peoples recurring reservations.

Reservable objects

To open and change settings on a reservable object

1. Use the menu option “Reservable objects” in the menu under “Reservations”.

2. Optionally select an object type and click ‘Search’.

3. You will see a list of the reservable, open an object to edit one.

4. You can change the settings of a reservable object. Hover over the options with your mouse, to view the help text that explains what that option does.

5. After making a change, press “Save and return” to save your changes.

Manually creating new reservable objects

The method for creating a reservable object is the same for all object types. To make an asset, area, or catalog item (no longer) reservable follow these steps:

1. Find the item via the menuoption:

   1. ASSETS: Assets > Asset >search

   2. PROPERTIES: Properties > Properties > open property > ‘Areas’ tab

   3. CATALOG ITEMS: Assets > Catalog > use keyword search to find your catering item, or use Advanced search > “Category = Reservable items” > OK.
      Note: only catalog items with category ‘Reservable items’ can be made reservable.

2. After you’ve opened the item > set ‘Reservable = yes’

3. The tab ‘Reservation settings' now appears and the item is now reservable. You can open the tab and make additional settings if you like.

4. You can now find the item you made reservable via the menu option: Reservations > reservable objects

Reservations dashboard

Assuming you have the required access rights, you have the menu option “Reservation dashboard”, when opening this, you’ll be presented with this overview page:

Each button leads you to a overview page of the indicated topic:

Reservation types

While creating a reservation one of the mandatory fields is “Type”. System administrators (not for key users!) are able to created new, and edit existing, reservation types under the menuoption: Reservations > Reservation types. Instructions on adding new reservations types are found in the reservation implementation article Reservations SBR.