Enterprise Room Booking SystemPortal Guide

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Introduction

• The Enterprise Room Booking System (“The Portal”) displays all on-campus academic and non-academic events

• Current Durham College staff, students, and conference services users with UOIT have access to the portal

• Users can book various types of rooms, as well as view various calendars and schedules

• The portal provides transparency and accessibility to the physical space on campus

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Important to Know when Requesting Any Space

• Some rooms require approval from the scheduling team in order to book while others are automatically approved for the user

• Group study and meeting rooms are automatically approved for the user

• Non-academic and academic rooms require approval from scheduling (minimum 24 hours notice)

• Rooms must be booked for a minimum of 30 minutes

• Additional constraints exist depending on the type of space (see next page)

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Room Types

• Group Study Rooms• Automatic approval• Minimum 5 minutes to a maximum of 30 days notice for booking• Maximum of 5 daily OR 4 weekly occurrences

• Meeting Rooms • Automatic approval for rooms without “Contact to book”• “Contact to book” rooms provide the contact information for the administrator of the room; users must contact them directly • Minimum 5 minutes to a maximum of 1 year notice for booking

• Non-Academic Rooms• Require approval from Scheduling • Minimum 24 hours to a maximum of 1 year notice for booking• Maximum 5 consecutive days, 12 consecutive weeks, and 4 consecutive months

• Academic Rooms • Can only be requested in the portal for booking AFTER the 10th day of class (each term) and BEFORE the final week (each

term)• Requests made outside of allowed booking time must be submitted via email to scheduling@duhamcollege.ca

• Specialty Labs• Cannot be booked via the portal• Email requests to scheduling@durhamcollege.ca

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Room Booking Hours of Operation

Whitby BuildingMonday—Friday: 7:00am – 11:30pm Saturday & Sunday: 8:00am – 8:00pm

Pickering Building Monday—Friday: 7:30am – 10pm Saturday: 12:00pm – 5:00pm

Gordon Wiley Monday—Sunday: 6:00am – 11:30pm

SSB Monday—Friday: 7:00am – 10:30 pmSaturday & Sunday: Closed

CFCEMonday—Sunday: 6:00am – 11:30pm

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Logging In

• Users can log into the Portal using their DC User ID and password

• Bookmark the portal in your web browser for easy access

• The Portal homepage contains links to the Portal Guide, and user guides for searching Courses, People, and Rooms

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Homepage Overview

Overview Your calendar Your bookings & cancellations

Your Self Service hub: Overview of all booking activity Find a room on campus Book a specific room

Your Request hub: Overview of all requests Find a room on campus Request a specific room

Your Search hub: Search all activities on campus Search by course schedule Search by event schedule Search by exam schedule Search by person (instructor

schedules) Search by room schedule

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Home – My Calendar

• You can view a calendar of the reservations you have made under My Calendar

• Users can view their calendar by Schedule, Daily, Weekly, Monthly, Yearly, or in a List

• Users have the option of downloading their calendar as a PDF

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Home – My Bookings

• Users can view all of their reservations in table format under My Bookings

• First column indicates reference numbers associated with your reservation as well as a status indicator

• Pending – yellow ‘!’

• Approved – green checkmark

• Cancelled – red ‘x’

• The remaining columns display the details of your reservation

• You can cancel a reservation by clicking the ‘Cancel’ button in the right hand column

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Self Service – My Self Service

• Users can view all bookings, cancellations, and requests

• Filter or search results to find a particular booking

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Self Service – Find a Room

• Users can search for any room

• Request Criteria:• Request type: type of space required• Location: campus/building

• Click on ‘Use additional criteria’ to apply further parameters to the search:

• Room type • Pavilion• Room characteristics • Room configuration • Minimum capacity required

• Availability:• Duration: length of time required in room• Between: hours of the day • Click the checkbox beside ‘Recurring

Reservation’ if you wish to book this space more than once

• Click on ‘Verify Calendar’ to generate available dates

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Self Service – Find a Room Cont’d

• Select any date to generate list of available rooms

• Users can search the results and view calendars for each room

• Users can also view room characteristics by clicking on ‘Detail’ in the room’s row

• Click on any room to begin the booking process (booking process outlined in detail on pg. 20-22)

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Self Service – Book a Specific Room• Users can book a room without

searching if the room is known

• Booking Criteria:• Booking type: type of space

required• Location: campus/building

• Click on ‘Use additional criteria’ to apply further parameters to the search:

• Room type • Pavilion• Room characteristics • Room configuration • Minimum capacity required

• Users can search the results and view calendars for each room

• Users can also view room characteristics by clicking on ‘Detail’ in the room’s row

• Select any room to verify the availability 13

Self Service – Book a Specific Room Cont’d

• Availability:• Duration: length of time required in room• Between: hours of the day• Click the checkbox beside ‘Recurring

Reservation’ if you wish to book this space more than once

• Click ‘Verify Calendar’ to generate the room-specific availability calendar

• Select the date you want to book and the room availability for that date will generate

• Available times will have a Green ‘Book’ button

• Click ‘Book’ to begin the booking process (booking process outlined in detail on pg. 20-22)

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Requests – My Requests

• Users can view all of their room requests in table format under My Requests

• First column indicates reference numbers associated with your reservation as well as a status indicator

• Pending – yellow ‘!’

• Approved – green checkmark

• Cancelled – red ‘x’

• The remaining columns display the details of your reservation

• You can cancel a reservation by clicking the cancel button on the right hand column of the reservation 15

Requests – Find a Room

• Users can search for any room

• Request Criteria:• Request type: type of space required• Location: campus/building

• Click on ‘Use additional criteria’ to apply further parameters to the search:

• Room type • Pavilion• Room characteristics • Room configuration • Minimum capacity required

• Availability:• Duration: length of time required in room• Between: hours of the day • Click the checkbox beside ‘Recurring

Reservation’ if you wish to book this space more than once

• Click on ‘Verify Calendar’ to generate available dates

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Requests – Find a Room Cont’d

• Select any date to generate list of available rooms

• Available Rooms Requiring Approval has drop-down list with times

• Only rooms that require approval will be listed here

• Available Self Service Rooms has drop-down list with times

• Click + to expand and – to collapse sections• Time-slot depends on time entered for ‘Duration’

• Users can search the results and view calendars for each room

• Users can also view room characteristics by clicking on ‘Detail’ in the room’s row

• Click on any room to begin the booking process (booking process outlined in detail on pg. 18-19)

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Requests – Request a Specific Room• Users can request a room

without searching if the room is known

• Request Criteria:• Request type: type of space

required• Location: campus/building

• Click on ‘Use additional criteria’ to apply further parameters to the search:

• Room type • Pavilion• Room characteristics • Room configuration • Minimum capacity required

• Users can search the results and view calendars for each room

• Select any room to verify the availability

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Requests – Request a Specific Room Cont’d

• Availability:• Duration: length of time required in room• Between: hours of the day• Click the checkbox beside ‘Recurring Reservation’ if you

wish to book this space more than once

• Click ‘Verify Calendar’ to generate the room-specific availability calendar

• Select the date you want to book and the room availability for that date will generate

• Available times will have a Green ‘Book’ button

• Click ‘Book’ to begin the booking process (booking process outlined in detail on pg. 20-22)

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• Once clicking the room you wish to book, confirm the room number here:

• Select ‘Proceed’ to continue to booking confirmation (see next page)

• Select ‘Cancel’ to return to previous page

Booking Process

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Booking Confirmation

• Enter the number of people expected to attend the room booking

• Ensure the date, time, and room for your booking are correct

• Select an Event Description:• Assignment• Guest Speaker• Make-up class• Test• Tutorial• Other

• If selecting ‘Other’, please specify in the space provided

• Enter the Course Code and CRN in the space provided (enter N/A if not applicable)

• Click ‘Confirm’ (button will be greyed-out until all mandatory information is entered)

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• A message will pop-up saying “Select OK to confirm this booking”

• Select ‘OK’ to confirm• Select ‘Cancel’ to return to the

previous page

• A message will pop-up informing the user of the successful booking

• A booking number is provided for reference

• Click ‘OK’ to return to My Bookings

• A confirmation email will also be sent to the user

Booking Confirmation Cont’d

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