Syllabus Plus: WRB Web Room Bookings · and Brian Wilson chancellery meeting rooms 3. Select the...

Teaching Space Management

Syllabus Plus

Syllabus Plus: WRB Web Room Bookings

Course Objectives:

1. Login to Web Room Bookings

2. Make a web booking

3. View and manage bookings

WRB Live environment http://uq.edu.au/teachingspace/wrb

http://uq.edu.au/teachingspace/wrb


Phone: E-mail:

Web:

(07) 3346 0775 [email protected] http://www.uq.edu.au/teachingspace

Updated Nov 2014 Page 2 of 13 Web Room Bookings:

Table of Contents

Web Room Bookings ................................................................................................ 3

Access to Web Room Bookings ..................................................................................... 3

Login via Teaching Space Website ........................................................... 3 Exercise 1.

Screen Overview ............................................................................................................. 4

Make a Room Booking .................................................................................................... 5

View Room Availability Only ..................................................................... 5 Exercise 2.

Make a Web Room Booking ..................................................................... 6 Exercise 3.

Make a booking on multiple dates ............................................................. 9 Exercise 4.

Manage Web Room Bookings ...................................................................................... 12

View Web Room Bookings ..................................................................... 12 Exercise 5.

Cancel a booking .................................................................................... 12 Exercise 6.

Trouble-shooting ........................................................................................................... 13


Phone: E-mail:

Web:



Web Room Bookings

Introduction

Web Room Bookings are to be used by University Staff to make ad-hoc bookings in central and

meeting spaces. When a booking is made in this way it will be provisional until it has been

reviewed and approved. Approval will be sent from TSM via email and your booking will

automatically be updated. Web Room Booking requests will be processed within 24hrs. Any

requests received after 4pm may not be processed until the next business day. Please bring a

printed copy of emailed confirmations to verify booking.

WRB is accessible only on the University network. If off-campus you need to access via a VPN

Access to Web Room Bookings

Login via Teaching Space Website Exercise 1.

1. Go to http://uq.edu.au/teachingspace/wrb

2. Click on “Request Dates For (relevant year)”

3. Enter your UQ credentials

4. Click on Login

or Press Enter

Note: The Web Room Bookings screen will be displayed.


Phone: E-mail:

Web:



Screen Overview

1 Location options Allows you to indicate the room requirements and quickly view rooms available

2 Date Allows you to choose the relevant date for the booking

3 Time Allows you to choose a start time and duration for the required booking.

4 Managing Bookings Manage bookings by viewing and cancelling

3

4

2

1


Phone: E-mail:

Web:



Make a Room Booking When making a web room booking there are a number of steps to complete prior to submission

Locations Dates Times Selecting Venues

Confirming Details

You are able to display a quick view of room availability or complete all sections to proceed and

make a booking. Any booking request submitted will be “provisional” by default until reviewed

and approved or cancelled. Web Room Booking requests may be cancelled if they are deemed

not permitted or if insufficient information is provided.

View Room Availability Only Exercise 2.

1. Select a Minimum Size

Note: when entering a minimum size the system will list rooms which closely match the size entered. i.e. a minimum size of 5 will look for locations up to 20 capacity.

2. Select a Location Department

Note: Central offers central teaching spaces and UQUNI offers JDStory and Brian Wilson chancellery meeting rooms

3. Select the Campus/Site

(OPTIONAL)

4. Select the Attributes that are required for your booking.

5. Click on “View filtered Rooms” to see rooms which match entered criteria.

Note: A list of appropriate rooms will be displayed in location section of screen


Phone: E-mail:

Web:



Note: If there are room bookings displayed in filtered rooms you can proceed to make a booking. Go to Step 5 in Exercise 3 on page 7 If not, the chosen attributes may need to be changed

Make a Web Room Booking Exercise 3.

Locations Dates Times Venues Details






(OPTIONAL)



Phone: E-mail:

Web:




5. Click on the date required in the displayed calendar.

Note: your selection is indicated on screen beside the calendar


6. Select a Preferred Start time

7. Select a Duration (in hours)

8. Click on Next >

Note: Any available locations for your chosen criteria will be displayed

Note: If there are no locations available at the chosen date, time and duration or none which match your criteria, a message prompt will be displayed


Phone: E-mail:

Web:




9. Select the room(s) you wish to use

10. Click on Next >

Note: Confirmation of Booking Details will appear.


11. Enter details to complete the booking

Note: Check the Location reference is correct before proceeding.

CC email (optional)

Booking Description (Required)

Note: This description is the most common reason for a booking to be cancelled. It is imperative that staff enter adequate information to fully describe the reason for the booking. If insufficient information is provided your booking will be cancelled (See Below)

Department (Required)

12. Click on Confirm Reservation

Note: Notification of your booking request will be displayed on screen.

Bookings will be approved if the description reflects the activity:

Make-up session for MATH3411

Seminar for ALLY

Contact session with Tom Burns

Bookings will be cancelled if the description is insufficient :

MATH3411 A module code

ALLY An Acronym

Tom Burns A persons name

Lec1/01 A timetabled activity:

(NO timetabled activities will be approved. These must be scheduled via proper channels to register with Si-Net)


Phone: E-mail:

Web:



Make a booking on multiple dates Exercise 4.







(OPTIONAL)



5. Click on “Select multiple days/weeks”

6. Click the check box for the required days

7. Select the required weeks

Note: Use the CTRL key to select multiple weeks


Phone: E-mail:

Web:




8. Select a Preferred Start time

9. Select a Duration (in hours)

10. Click on Next >

Note: Any available locations for your chosen criteria will be displayed

Note: If there are no locations available at the chosen date, time and duration or none which match your criteria, a message prompt will be displayed


11. Select the room(s) you wish to use

12. Click on Next >

Note: Confirmation of Booking Details will appear.


Phone: E-mail:

Web:




13. Enter details to complete the booking

Note: Check the Location reference, date and time are correct before proceeding.

CC email (optional)

Booking Description (Required)

Note: This description is the most common reason for a booking to be cancelled. It is imperative that staff enter adequate information to fully describe the reason for the booking. If insufficient information is provided your booking will be cancelled. (You are limited to 41 characters)

Department (Required)

14. Click on Confirm Reservation

Note: Notification of your booking request will be displayed on screen.

Note: Click on my bookings to view your list of bookings.


Phone: E-mail:

Web:



Manage Web Room Bookings As well as making a room reservation, Web Room Bookings also allows users to manage their

bookings by viewing or cancelling. Be aware that web room bookings cannot be amended by

standard users. To amend an existing booking, please cancel the existing booking and make a

new one.

An existing web room booking can be amended by Room Bookings Staff in Teaching Space

Management. If you would like assistance to amend an existing WRB you can contact them by

phone on: 33460775 or via email: [email protected]

View Web Room Bookings Exercise 5.

1. Login to Web Room Bookings (Please see Exercise 1 on page 3)

2. Click on “My Bookings”

Note: All provisional and confirmed bookings will be listed. Notice the prefix of WB and the Department have automatically been added to the Booking Name:

WB/ASD/Extra Contact Session Also, note the Reference which is unique for every booking made

WRB34D98A

Note: When the request is reviewed you will receive confirmation or cancellation via email. The booking status will automatically update in WRB. Please bring a printed copy of emailed confirmations to verify room booking

Cancel a booking Exercise 6.

1. Login to Web Room Bookings (Please see Exercise 1 on page 3)

2. Click on “My Bookings”

mailto:[email protected]


Phone: E-mail:

Web:



3. Click on Cancel

4. Click on OK

Note: the booking will be removed from your list. A prompt will display if you have no more active bookings.

5. Click Show cancelled bookings

Trouble-shooting

Changes to your browser settings may help resolve any issues you may experience with Web

Room Bookings. (WRB)

Please contact ITS (ext 56000) for any username and password issues to request a check or reset of UQ (LDAP) details

If using Internet Explorer enable “Display mixed content” o Go to menu bar select Tools > Internet Options

>Security Tab > Local Internet Zone > Custom Levels

o Ensure the enabled option is selected o Click on OK

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