You will need to be an organizer on the event or have Full Write Events to perform this action.
Setting up an event to require resources
Since not every event requires rooms and resources (formerly called items), that must first be set. Do this while editing an event by going to the "Facilities" tab of the event.
Requesting Rooms and Resources
Request resources or rooms for a one-time event or a recurring event.
Go to the "Facilities" tab (formerly called "Resources"). Next, click on the "+ New Request" button.
A pop up will appear to request all the rooms and resources needed for the following:
Only days which have no facility requests
All days from today and on
Current day only
The following elements are included:
Each request can only be for a specific location. This will restrict the rooms and resources that can be reserved. Once selected, the location cannot be changed if there are any rooms or resources on the request.
The time should be noted when this request is for. Any setup and cleanup times specified while setting up the event are included in the time range.
Include any general setup notes for the event. Note that each requested room and resource can also have setup notes of their own.
Bookings: Add the appropriate rooms and resources.
When finished completing the information, click on "Add" to add it to the request. Continue adding more rooms and resources as needed. All rooms and resources will appear below the setup notes. To edit or delete a requested room or resource, click on the three dots and choose "Edit" or "Delete." Choosing the name will also bring up the ability to edit the room or resource.
Each room and resource has a color pill in the row beside the name that indicates one of the following:
Yellow - this room or resource will be pending approval once submitted.
Green - this room or resource does not require approval and will be booked once submitted.
Once finished adding all the rooms and resources, click on the "Save" button to submit the request.
Handling Room Conflicts
When adding rooms to a request tied to a repeating event, it is possible the room is not available for each day in the schedule. When this happens, the system will show available days –– and unavailable days.
As rooms and resources are added and conflicts still exist, the table will continue to offer available rooms and resources for those conflicting days. In this way, rooms and resources can confidently be requested for each day of the repeating event, even if it is not the same room.
Helpful Tip
If changing the event date and time (including setup and cleanup), any resource requests for that event will be deleted and will have to be resubmitted.
A resource request can only be for a single campus. To submit requests for another campus, you would simply submit another request. Events can have multiple resource requests.