Set Up Guide

Room Booking allows administrators to manage available rooms and process booking requests from students efficiently. It provides a system for tracking reservations, ensuring room availability, and approving or declining requests as needed.

Set Up Room Booking

It is essential for you to create a room and a booking form to start with. 

Create a room

• Log in to the Union Portal.

• Click on Student Services on the top menu bar.

• Select Room Booking from the drop-down menu.

• From the left side panel, select Rooms, and click on Add Room button

• Fill in the information about the room and set up the booking slots:

  • Room name: provide a room name or room number

  • Room description: provide a description for the room (eg: capacity, special requirements, etc.)

  • Room location: provide location of the room (eg: building name, campus, level, etc.)

  • Start date/time: this is when the booking period begins.
  • End time: this is the latest time a booking can end each day.
  • Availability per slot: this determines how many bookings can be made per time slot. The default option is 1 (i.e the room can be booked by 1 student per slot)
  • Time slot intervals: this defines the duration of each time slot
  • Repeats: decide how often the time slots will recur. There are 3 settings:
    • Once: the room is only available for once on the selected start date
    • Daily: set how often the slots repeat each day.
      Example: enter 1 in the "Repeat Every" field for daily slots, enter 2 if the slots recur every other day, and so on.
    • Weekly: set how often the slots repeat each week. Similarly to daily settings, enter the number of weeks for the recurrence (e.g: "1" for every week). You can also choose the specific days of the week that the slots made available.
    • Recurring ends: if you selected Daily or Weekly, set when the recurrence should stop. Choose 1 in 2 options to set how the recurrence ends:
      • After number of occurrences: enter the total number of times the slots repeat. For indefinite recurrence, enter 9999
      • On a specific date: select the date and time that the room is not available to book anymore.
  • Click on Create Availability Instances to save the details and create a room 

Create a booking form 

• From the left side panel in Room Booking, select Bookings, and click on New Application button
• Follow the guided steps, drag the elements from the left panel to the middle section to build a booking form.

  • All the rooms that you have added in the portal will be shown in the form under Room Booking question type (see photo). You will be able to view the time slots and rooms once the form is published.
    

• Preview and Publish:

  • Preview the form to ensure accuracy.

  • Click Publish to make the form live.

How can student book a room?

Sharing the booking form

• Once the booking form is live, go to the Bookings page
• In the Room Booking Applications table, find the booking form you want to share
• Click the Actions button in the same row and select Share form to copy the link
• Share the copied link with students so they can submit their booking requests

Visit How to manage bookings to find out more about the next steps.