The Room Booking System

How to make bookings

Book online here

1. Check the availability of spaces by looking at the relevant calendars on the day you are interested in. 
2. Once you have found an available slot click on to the calendar at the start time you require.
3. Choose your end time and complete all required information. You can also click ‘More Options’ to book more than one space at a time, make a block booking or invite attendees to the booking.
4. Click ‘book’ to request the booking. You will receive an email showing your request.
5. Your booking will be saved as ‘pending’ and the space will be reserved. The Helpdesk team will then confirm your booking or move it to an alternative space or time if they feel, from the information you have given, another space would be more suitable. You’ll receive an email confirming the booking once this is complete.
 

How to keep track of your bookings / make changes to a booking

All bookings you have made are stored under the ‘Bookings’ tab. 
You can view all of your bookings, or filter them by category or date. 
To make a change to a booking click the pencil marked ‘edit’ to the right of the booking. 
To cancel a booking click the X marked ‘delete’ to the right of the booking. 
 

How to request a space which is not available

Occasionally you may require a space which is already booked. It is possible to contact the staff / society member who already has a booking in place to request they transfer the booking over to you.

Just click on the booking you would like to be transferred to you and type a short message which is sent by email to the original booker. You’ll then need to wait and see if they choose to decline or accept the transfer request.

 

How to make block bookings

Most block bookings will be processed by the Helpdesk in Easter for the following year. You’ll be invited to submit a block bookings request form before the end of this term.

Once these bookings have been completed, it will be possible to book LUU spaces for next year. If you then realise you require another block booking you can book it yourself if there is space available.

1.      Go to the first day of the block booking and create a booking as normal.

2.      Click ‘More options’

3.      Go to the ‘Recurrence’ tab.

4.      Choose whether the recurrence is daily, weekly or monthly

5.      Choose how frequently it should recur (e.g. for fortnightly bookings it should recur every 2 weeks)

6.      Choose when it should recur until.

7.      Click ‘Check recurrence’. You will see calendars showing each occurrence in green if the space is available, or red if it is unavailable.

8.      Any occurrences which are unavailable are shown in a list at the bottom of the page. If there is an alternative space available you can select this from a drop down box.

9.      When you have completed this, click ‘Confirm booking’

It is not possible to make changes to a whole block booking once it has been made.

 

How to make changes to a block booking

Once you have confirmed your block booking, you can make changes to individual occurrences, but cannot make changes to the whole block booking. Instead you would need to delete the whole block booking and start again.

All bookings you have made are stored under the ‘Bookings’ tab.

You can view all of your bookings, or filter them by category or date.

To make a change to a booking click the pencil marked ‘edit’ to the right of the booking. NB This will only permit you to change a single booking- not the whole block booking.

To cancel a booking click the X marked ‘delete’ to the right of the booking. If this booking  is part of a block booking, you will be given the following options

‘Delete booking’ – this will delete that particular occurrence of the block booking only

‘Delete following bookings’- this will delete that particular occurrence and all occurrences from then onwards

‘Delete entire recurrence’- this will delete all occurrences of that block booking. 

 

How to report problems or get help

You can always contact the Helpdesk team for any queries (see above) but if you would rather keep all your booking queries in one place, you can use the ‘Helpdesk’ within the room booking system.

Just click the ‘Helpdesk’ tab and complete the form below with your question, or to let us know about issues such as equipment or lights not working. We’ll aim to get back to you within 24 hours. 

 

Copyright and legal