Introduction

The Reservations module lets you easily book rooms, projectors and other resources within your organisation. It prevents double bookings and gives you an instant view of what's available.

In this article you'll learn where to find the module, how it works and how to make a reservation yourself — including tips for common issues.

How does the Reservations module work?

The Reservations module is linked to one specific group. What you see and what you can book depends on your membership in that group.

• Available resources: You only see rooms and resources that have been assigned to your group.
• Who you can book for: You can make reservations for yourself or for other members of the same group.
• Per location: For each location or building you immediately see which rooms and resources are available.

Where to find the Reservations module

You'll find the module via the Calendar in your own environment.

1. Click on Calendar in the top menu bar.
2. Click on Calendar again to open the overview page.

3. Click on Reservations in the left-hand menu.

   

Making a reservation

Follow the steps below to book a room or resource in just a few minutes.

1. Open the Reservations module

1. Go to Calendar in the top menu bar.
2. Click on Reservations in the left-hand menu.

2. Choose a time slot in the calendar

Click on the desired time in the calendar to start a new reservation.

3. Select the location

A new screen appears. Choose the location where you want to make your reservation.

4. Choose who you're booking for

1. Choose whether the reservation is for yourself or for someone else.
2. Use the search bar to select a person within your group.

5. Enter the date and time

1. Enter the date.
2. Enter the start time and the duration.
3. Want to book the entire day? Tick All day.

4. For a recurring reservation: click on the repeat icon and choose a frequency.

   • Daily
   • Weekly
   • Every other week
   • Monthly

   

6. Choose the room or resource

Select which room or resource you want to reserve. You'll only see options that are available within your group.

7. Add a description

1. Enter a short description of the reservation.
2. Indicate whether others may approach you during this reservation.

8. Confirm the reservation

1. Click on Save to store the reservation.
2. The reservation appears immediately in the main screen.
3. Click on the reservation to view or edit it.

Troubleshooting

I don't see any reservations or resources

• You may not be a member of the linked group.
• The Reservations module may not yet be activated for your environment.
• Contact your administrator to verify your group membership.

I can't reserve for another user

• You can only book for members of the same group.
• Check whether that person is also a member of your group.
• Ask your administrator to add the person to the correct group.

The room doesn't appear in the list

• The room may already be booked for the time you selected.
• The room may not be linked to your group.
• Try selecting a different time or location.

I don't see the 'Reservations' option in the Calendar

• The module may not yet have been activated by an admin.
• You may not have the right permissions within the group.
• Contact an administrator to have the module activated.

The problem persists

If the tips above don't resolve your issue, send an e-mail to support.plek@bcs-hr.com. Describe as concretely as possible which step doesn't work and what you see on screen. A screenshot helps us resolve your case faster.