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 resources, you must first set that the event needs them. You can do this while adding an event or editing an existing event. From the pop up, select the "Meeting" tab and choose Yes for the "Needed?" question under the Rooms and Resources section.

The following additional questions will appear:

  • Setup Time - this is the amount of time (in minutes) needed to setup the event. Use this to add extra time at the beginning without changing the start time for the event.
  • Cleanup Time - this is the amount of time (in minutes) needed after the event ends to do any cleanup. Use this to add extra time at the end without changing the end time for the event.

Any extra time specified above is used when determining availability for any rooms and resources you request.

After saving these changes, you will be redirected to the event (if adding), and a pop up will automatically appear where you can request the rooms and resources.

Requesting Rooms and Resources

You can request rooms for a one-time event or for a recurring event. While you can submit a request for an individual day for a repeating event, in general, it is recommended to request resources for every day of the repeating event.

Requesting for an Individual Day

Navigate to the event if not already there, and go to the "Resources" tab. If the tab does not appear, the event is not set up to require rooms and resources. Follow the steps at the top of this article first.

Next, click on the "Request Resources" button.

Important: this button will not appear if the event has already passed.

A pop up will appear where you can request all the rooms and resources needed for this day. 

The following elements are included:

  1. The message at the top indicates the day and time this request is for. Any setup and cleanup times specified while setting up the event is included in the time range. You will need to edit the event to make any changes to the date and time.
  2. Each request can only be for a specific campus. This will restrict the rooms and items that can be reserved in the table at the bottom. Once selected, the campus cannot be changed if there are any rooms or items on the request.
  3. Include any general setup notes for the event here. Note that each requested room and item can also have setup notes of their own.
  4. Use this to toggle between available rooms and items to request.
  5. This column contains the name of the room or item (depending on the view selected). Clicking on the plus icon (+) will add the room/item to the request. Clicking on the room/item name will open a pop up containing more details about that resource.
  6. This column contains the available date for the room or item. This will always be the same day as the event if the event is non-repeating. For an item, this will also include the number of items available to request.

When a room or item is added to the request. A pop up will appear with the following fields: 

  • Setup notes - these are any setup notes specific to the selected room or item.
  • Quantity - (only for items) The quantity needed. You cannot request more than the availability for that time period.
  • Room - (only for items) The room these items should be located in (optional). You can only select a room that has already been added to the request. 
  • Questions - if the room or item has custom questions defined, each will be listed here for the requester to answer.

When you are finished completing the information, click on "Done" to add it to the request. Continue adding more resources as needed. All rooms and items will appear below the setup notes. To edit a requested resource, click on the pencil icon or name. To remove a requested resource, click on the X icon.

Each room and item has a colored dot to the left of the name which indicates one of the following:

  • Yellow - this resource will be pending approval once submitted.
  • Green - this resource does not require approval and will be booked once submitted.

Once you are finished adding all the rooms and items you need for the event, click on the "Submit" button to submit your request.

Requesting for a Repeating Event

For repeating events, you can either submit a request for a specific day or for all days in the repeating schedule. To submit for an individual day, you can follow the steps outlines in the section "Requesting for an Individual Day" above.

Navigate to the event if not already there, and go to the "Resources" tab. If the tab does not appear, the event is not set up to require rooms and resources. Follow the steps at the top of this article first.

Next, click on the "Manage All Requests" button.

Important: this button will not appear if the day you are viewing has already passed. Go to any future day in the repeating event first (hint: you can use the date dropdown next to the event name at the top to jump quickly to another day).

In the pop up that appears, go to the "Add Multiple Requests" tab. From there, you can request resources for multiple days in the recurring event. 

The following elements are included:

  1. This shows how many occurrences you are submitting a request for. This will be the number of days left on the repeating event. However, you can only reserve rooms and resources up to one year in advance.
  2. This indicates any setup and cleanup times for the event. This would not be reflected in the Date & Time range right above so it is shown here so you are aware.
  3. Each request can only be for a specific campus. This will restrict the rooms and items that can be reserved in the table at the bottom. Once selected, the campus cannot be changed if there are any rooms or items on the request.
  4. Include any general setup notes for the event here. Note that each requested room and item can also have setup notes of their own.
  5. Any added rooms and items will appear here. You can then edit by clicking on the pencil icon or the name. You can remove a requested room or item by clicking on the X icon.
  6. This shows the number of days this room or item is being requested for. The resource may not be available on certain days the event occurs on. You can click on the number to see which days you are requesting.
  7. Use this to toggle between available rooms and items to request.
  8. This column contains the name of the room or item (depending on the view selected). Clicking on the plus icon (+) will add the room/item to the request. Clicking on the room/item name will open a pop up containing more details about that resource. If you add a room which is not available for each day in the repeating event, you will be given the opportunity to specify what happens for the conflicting day. See section below named "Handling Room Conflicts" for more details.
  9. This column contains the available dates for the room or item. You can click on the number to view the exact days. 

When a room or item is added to the request. A pop up will appear with the following fields: 

  • Setup notes - these are any setup notes specific to the selected room or item.
  • Quantity - (only for items) The quantity needed. This is checked across all availability for each day in the repeating schedule. If you specify more than is available on a given day, a "Conflicts" section will appear where you will need to modify the requested quantity for that day.
  • Room - (only for items) The room these items should be located in (optional). You can only select a room that has already been added to the request. 
  • Questions - if the room or item has custom questions defined, each will be listed here for the requester to answer.

When you are finished completing the information, click on "Done" to add it to the request. Continue adding more resources as needed. All rooms and items will appear below the setup notes. To edit a requested resource, click on the pencil icon or name. To remove a requested resource, click on the X icon.

Each room and item has a colored dot to the left of the name which indicates one of the following:

  • Yellow - this resource will be pending approval once submitted.
  • Green - this resource does not require approval and will be booked once submitted.

Once you are finished adding all the rooms and items you need for the event, click on the "Submit" button to submit your request.

Important: after submission, each day in the request above will be created separately. There will be no way to bulk edit the requests afterwards. If you made a mistake, you will need to bulk delete all requests and resubmit again.

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 give you an opportunity to decide what should happen on those days. 

The conflicting room will be highlighted in yellow and a message will appear letting you know how many days are in conflict. You can click on the number of days (in blue) to see the specific days. The rooms in the table will automatically filter to any that are available with the rooms that cover the most number of conflicting days at the top. Use the "Available" column to see which days that room is available.

As rooms are added and conflicts still exist, the table will continue to offer available rooms for those conflicting days. In this way, you can confidently request rooms for each day of the repeating event, even if it is not the same room.

You can also click on the "skip" link at the end of the message to leave those days without a room. Once all conflicts are resolved, the room will no longer be highlighted in yellow.

Helpful Tips

  • 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.
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