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electronic_reservations

Electronic Reservations in Google Calendar

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.
  • 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.

Tasks for Users

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.

  1. Start at your Google Calendar.
  2. Click CREATE.
  3. Give your event a descriptive title.
  4. Select the time of the event using the fields below the title.
  5. On the right side of the page, add the email addresses of your guests.
  6. On the right side, click on Rooms, etc..
  7. Find the room(s) you would like to use in the event and click Add. You can add multiple rooms if you need them.
    1. 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.
      1. To schedule your event anyways:
        1. Uncheck Show only available at the top of the location list.
        2. Find your room and click Add.
      2. To reschedule your event:
        1. Uncheck Show only available at the top of the location list.
        2. Find your room and click Add.
        3. Click the Find a time tab. You will be able to see what time(s) the location you've added is booked.
        4. Drag the highlighted box to a time slot that the room is available and is acceptable for you and your guests.
    2. 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.
    3. Optionally add an attachment to the event and set reminders.
    4. Click SAVE to save the event and attempt to reserve the location.
    5. When the event reviewer accepts or declines your event, you will receive an email stating so.
      1. 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 Blackbox, or Back Field.
      2. If your event was declined, the event reviewer should reply with an email indicating why the event was declined.

Modify an Event

You can change events tied to room reservations as you normally would, but be aware that until your changes are approved you cannot assume the room will be available.

  1. Start viewing your calendars.
  2. Find the event you wish to modify.
  3. Click the event's name.
  4. While viewing the event, make your changes (such as times, guest list, or room) and click SAVE.
    1. 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

Should the need arise, you can easily email all of the guests invited to an event. You can even email guests based on their response to your event invitation.

  1. Start viewing your calendars.
  2. Find the event you wish to email the guests of.
  3. Click the event's name.
  4. On the right side of the page above the guest list, click Email Guests.
  5. Next to To: check the boxes applying to the guests you wish to email.
    1. You have the option to email guests based on how they responded to the event invitation.
  6. Type your subject and message, when you are done, click Send.

View All Events

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.

  1. Start at your calendar.
  2. Under My Calendars, click the drop-down menu next to the calendar you'd like to receive notifications for.
  3. Click Calendar Settings.
  4. Near the top, click Reminders and Notifications.
  5. Under Choose how you would like to be notified, check the Email box for the following:
    1. New events
    2. Changed events
    3. Canceled events
  6. Click Save. Any time an event is created utilizing one of the rooms, you will receive an email notification.

Accept or Decline an Event

  1. When someone creates an event in a location you have notifications for, you will receive a calendar invitation email.
  2. To approve the event in the room, click the Yes button that appears in the email. To reject the event, click the No button.
    1. If you wish to email the event owner, you can simply reply to the invitation email.

Review Changes to Events

  1. 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.
  2. 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.
  3. 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

  1. Start viewing your calendars.
  2. Find the event you wish to modify.
  3. Click the event's name.
  4. While viewing the event, make your changes (such as times, guest list, or room) and click SAVE.
    1. 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

If for some reason you need to email the guests of a location, you can do this by viewing that event in Google Calendar.

  1. While viewing you calendars, find the event you wish to email the guests of.
  2. Click the event's name.
  3. 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

electronic_reservations.txt · Last modified: 2016/07/26 12:54 by abrashear