electronic_reservations
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| electronic_reservations [2014/10/29 15:05] – created abrashear | electronic_reservations [2019/07/11 11:06] – [Email Event Guests] deleted abrashear | ||
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| We are working on migrating our Facilities Calendar and electronic reservations system out of the legacy eReservations system at the employee hub to Google Calendar. This new system has a number of advantages over the old system: | We are working on migrating our Facilities Calendar and electronic reservations system out of the legacy eReservations system at the employee hub to Google Calendar. This new system has a number of advantages over the old system: | ||
| * Higher security thanks to retirement of insecure legacy software and hosting provided by Google. | * Higher security thanks to retirement of insecure legacy software and hosting provided by Google. | ||
| - | * People scheduling events and reviewing events can receive email notifications about their events whenever times and locations change. | ||
| * The calendar provides an easy way for guests to indicate whether or not they can attend. | * The calendar provides an easy way for guests to indicate whether or not they can attend. | ||
| * People scheduling events can use the Find a time tool to easily see when a busy room is available. | * People scheduling events can use the Find a time tool to easily see when a busy room is available. | ||
| ====== Tasks for Users ====== | ====== Tasks for Users ====== | ||
| + | |||
| ===== Schedule an Event ===== | ===== Schedule an Event ===== | ||
| - | To reserve a room in Google Calendar, you only need to add the room to the event in Google Calendar when you create it. | + | To reserve a room in Google Calendar, you only need to add the room to the event dialog |
| - | - Start at your Google Calendar. | ||
| - | - Click **CREATE**. | ||
| - | - Give your event a descriptive title. | ||
| - | - Select the time of the event using the fields below the title. | ||
| - | - On the right side of the page, add the email addresses of your guests. | ||
| - | - On the right side, click on **Rooms, etc.**. | ||
| - | - Find the room(s) you would like to use in the event and click **Add**. You can add multiple rooms if you need them. | ||
| - | - If the room you would like does not appear, it may not be available for the time slot you have selected. You have two options, you can attempt to schedule the event anyways and hope the event reviewer gives your event priority, or you can reschedule your event. | ||
| - | - To schedule your event anyways: | ||
| - | - Uncheck **Show only available** at the top of the location list. | ||
| - | - Find your room and click **Add**. | ||
| - | - To reschedule your event: | ||
| - | - Uncheck **Show only available** at the top of the location list. | ||
| - | - Find your room and click **Add**. | ||
| - | - Click the **Find a time** tab. You will be able to see what time(s) the location you've added is booked. | ||
| - | - Drag the highlighted box to a time slot that the room is available and is acceptable for you and your guests. | ||
| - | - Once you have the location selected, on the event details tab fill out the event description. Please be detailed enough so that your guests and the person reviewing the event(s) knows how the room will be used. | ||
| - | - Optionally add an attachment to the event and set reminders. | ||
| - | - Click **SAVE** to save the event and attempt to reserve the location. | ||
| - | - When the event reviewer accepts or declines your event, you will receive an email stating so. | ||
| - | - Do not consider your event to be scheduled in that location until you have received an email indicating the event has been accepted. The email will show as from the location (such as // | ||
| - | - If your event was declined, the event reviewer should reply with an email indicating why the event was declined. | ||
| - | ===== Modify an Event ===== | + | ====== Tasks for Event Reviewers ====== |
| + | ===== Receive Event Notifications ===== | ||
| + | In order to efficiently manage the event calendars, it is advisable to configure your calendar settings so that you can receive email notifications whenever someone schedules an event. When you receive an email notification you can approve or decline the event without leaving your email. | ||
| - | ===== Email Event Guests ===== | + | - Start at your calendar. |
| - | + | - Under **My Calendars**, | |
| - | ===== View All Events ===== | + | - Click **Calendar Settings**. |
| - | + | - Near the top, click **Reminders and Notifications**. | |
| - | ====== Tasks for Admins ====== | + | - Under **Choose how you would like to be notified**, check the **Email** box for the following: |
| - | + | - New events | |
| - | ===== Receive Event Notifications ===== | + | - Changed events |
| + | - Canceled events | ||
| + | - Click **Save**. Any time an event is created utilizing one of the rooms, you will receive an email notification. | ||
| ===== Accept or Decline an Event ===== | ===== Accept or Decline an Event ===== | ||
| + | - When someone creates an event in a location you have notifications for, you will receive a calendar invitation email. | ||
| + | - To approve the event in the room, click the Yes button that appears in the email. To reject the event, click the No button. | ||
| + | - If you wish to email the event owner, you can simply reply to the invitation email. | ||
| ===== Review Changes to Events ===== | ===== Review Changes to Events ===== | ||
| + | - When someone changes an event, a notification email is sent. If an event has been accepted on behalf of the room, then the event time changes that event will still appear as accepted. | ||
| + | - Review the notification email to see if there are any conflicts with existing events. Consult the Agenda panel on the right side for possibly conflicting events. | ||
| + | - If the event conflicts, reject it by clicking the No button in the event invitation. Reply to the invitation email with a reason as to why the event was rejected. | ||
| ===== Modify an Event ===== | ===== Modify an Event ===== | ||
| + | - Start viewing your calendars. | ||
| + | - Find the event you wish to modify. | ||
| + | - Click the event' | ||
| + | - While viewing the event, make your changes (such as times, guest list, or room) and click **SAVE**. | ||
| + | - You can change the room your event is in by clicking **Rooms, etc.** on the right side. If you uncheck the **Show only available** option, you'll see an option to remove the room you've already booked. | ||
| ===== Email Event Guests ===== | ===== Email Event Guests ===== | ||
| + | If for some reason you need to email the guests of a location, you can do this by viewing that event in Google Calendar. | ||
| + | - While viewing you calendars, find the event you wish to email the guests of. | ||
| + | - Click the event' | ||
| + | - On the right side of the page, you will see a guest list. Click the Email guests link at the top right of the list. | ||
| ===== View All Events ===== | ===== View All Events ===== | ||
| + | You may [[https:// | ||
electronic_reservations.txt · Last modified: 2023/08/15 13:10 by abierman