What is Reservation 4?

In Reservation you can reserve facilities for conferences, meetings, or other events. You can check for availability, book facilities, and reserve special equipment such as televisions or other AV equipment.

1. Reserve Facilities

To reserve a facility, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

   The Facility window appears.

2. From Facility Group drop-down menu, choose the group that contains the facility you want to reserve.

3. From any date cell, click the Register Schedule icon .

   The Register Schedule window appears.

4. From the Date drop-down menu, choose a date for the reservation.

5. Choose the time period for the reservation:

   • First drop-down menu = Start hour
   • Second drop-down menu = Time unit of the start hour; for example, :15 or :30
   • Third drop-down menu = End hour
   • Fourth drop-down menu = Time unit of the end hour; for example, :15 or :30

   To set the reservation to occur on a routine basis, click the Recur button. From the Recur area, click the radio button that specifies how the reservation will recur, and then go to Step 6.

   To set the reservation to occur all day, click the All Day Event button, and then go to Step 6.

6. From the Event drop-down menu, choose the type of event for the reservation.

   In the Event field, next to the drop-down menu, enter a description of the event.

7. From the Location drop-down menu, choose the type of location for the reservation.

   In the Location field, next to the drop-down menu, enter a description of the location.

8. In the Note field, enter additional comments.

9. Choose an option:

   To prevent others from browsing the reservation: Click the Private radio button.

   To permit others to browse the reservation: Click the Public radio button.

10. To share the reservation with other members, click the Share button.

    From the Share drop-down menu, choose a group, and then click Add to copy the group members to the left field.

11. To reserve a facility, click Reserve.

12. From the Reserve drop-down menu, select a facility.

13. Click Add to copy the facility to the left field.

14. When done, click Register.

2. Edit/Delete Facility Reservations

To edit or delete a reservation, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

   The Facility window appears.

2. From the Facility Group drop-down menu, choose a group with a reservation you want to edit or delete.

   The reservations for that group appear in weekly view.

3. Click a reservation to edit or delete.

   The Confirm Schedule window appears.

4. Click Edit/Delete.

   The Edit/Delete window appears.

5. Choose an editing option:

   To edit the reservation: Change fields as desired.

   See “Reserve Facilities” for definitions of each field in the Edit/Delete window.

   To delete the reservation: Click Delete.

6. When done, click Save.

3. Reuse Reservations

To reuse data from an existing reservation, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

   The Facility window appears.

2. From the Facility Group drop-down menu, choose a group with a reservation to reuse.

   The reservations for that group appear in weekly view.

3. Click a reservation to reuse.

   The Confirm Schedule window appears.

4. Click the Copy & Reserve icon .

   The Register Schedule window appears with a copy of the reservation you selected.

5. Change data as desired.

   See “Reserve Facilities” for definitions of each field in the Register Schedule window.

6. When done, click Register.

4. Browse Reservations

To browse a reservation, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

   The Facility window appears.

2. From the Facility Group drop-down menu, choose a group with a reservation to browse.

   The reservations for that group appear.

3. Choose a browsing option:

   Browse by day:

   Click the Daily View icon beside the reservation to browse. The daily reservations of the user, group, or group member appear.

   Browse by week:

   Weekly View is the default view.

   Browse by month:

   Click the Monthly View icon under the user, group, or group member name. The monthly reservations of the user, group, or group member appear.

4. Steps 5-16 will aid you in choosing a display option.

5. Please refer to Steps 6-9 for displaying in Daily View.

6. Daily View

   Browse information by date or by facility reserved.

7. Move month-to-month

   Move by clicking --Day, MM/DD/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Move to 1st day of next month.

8. Move day-to-day or week-to-week

   Move by clicking , located at the top center of the screen. You have the following options:

   • : Move to previous Sunday.
   • : Move to previous day.
   • : Return to today.
   • : Move to next day.
   • : Move to next Sunday.

9. To browse facility information

   Click Facility Information beside the facility name.

   The Facility Information link will be displayed only when you have selected a Facility Group. It will not be displayed when you have selected a My Group or a Registration Group.

10. Please refer to Steps 11-14 for displaying in Weekly View.

11. Weekly View

    Browse information by date or by facility reserved.

12. Move month-to-month

    Move by clicking MM/YYYY , located at the top center of the screen. You have the following options:

    • : Move to 1st day of previous month.
    • : Move to 1st day of next month.

13. Move day-to-day or week-to-week

    Move by clicking , located at the top center of the screen. You have the following options:

    • : Move to previous Sunday.
    • : Move to previous day.
    • : Return to today.
    • : Move to next day.
    • : Move to next Sunday.

14. To browse facility information

    Click Facility Information beside the facility name.

    The Facility Information link will be displayed only when you have selected a Facility Group. It will not be displayed when you have selected a My Group or a Registration Group.

15. Please refer to Steps 16-18 for displaying in Monthly View.

16. Monthly View

    Browse your desired month.

17. Move month-to-month

    Move by clicking MM/YYYY , located at the top center of the screen. You have the following options:

    • : Move to 1st day of previous month.
    • : Return to this month.
    • : Move to 1st day of next month.

18. Move year-to-year

    Move by clicking Jan-Dec links or YYYY , located at the bottom of the screen. You have the following options:

    • : Move to previous December.
    • : Move to next January.
    • : Click a desired month and move.

5. Browse My Group

To browse the group you created as My Group, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

   The Facility window appears.

2. From the Facility Group drop-down menu, choose My Group to browse.

   The reservations for My Group appear in weekly view.

3. Choose a browsing option:

   Browse by day:

   Click the Daily View icon beside the reservation to browse. The daily reservations of the user, group, or group member appear.

   Browse by week:

   Weekly View is the default view.

   Browse by month:

   Click the Monthly View icon under the user name or group/group member name. The monthly reservations of the user, group, or group member appear.

6. Browse Scheduler 4

Reservation and Scheduler are integrated so that you can see your Reservation information and Scheduler information on one calendar. To browse Scheduler data, follow these steps:

1. From the Portal Page, click Reservation on the Office 4 menu.

2. From the Facility Group drop-down menu, choose a group with a reservation to browse.

   The reservations for that group appear.

3. Choose a viewing option:

   Daily View: Click beside each date cell. Information on all facilities and users that belong to the group will be displayed in Daily View.

   Weekly View: This is the default screen. Information on all facilities and users that belong to the group will be displayed in Weekly View.

   Monthly View: Click located under the facility name. Information on the selected facility or user will be displayed in Monthly View.

7. General Settings

(System Settings)

As the system administrator, you control the General Settings for Reservations. To change, follow these steps:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. Change data as desired:

   Time Frame for Daily View: Change the start/end times in Daily View for Reservations. For example, if you set “7:00AM-9:00PM,” Daily View will display reservations from 7:00AM to 9:00PM.

   Time Unit for Reservations: Select reservation time increments – :00, :10, :15, :30 minutes. For example, if you set “10 minutes,” you can set a reservation for “10:10-10:50.”

   Time Period to Make Reservations for Future: Select a time period in which users can make reservations in advance.

   Time Period to Save Past Reservations: Select a time period to keep past reservations – 1-6 months/1 year/2 years/Indefinitely.

   Default Facility Group to List: Set a new default facility group, which is the group listed first when you open Reservation. The group must be selected from Changing Facility Group Settings.

   Which Detail to List for Reservations: Select additional details to display with reservations – Reserved by, Purpose, or Reserved by and Purpose.

   Register Recurrent Reservations: Enable users to register a recurrent reservation.

   List Sunday Last in Monthly View: Move Sunday to last day in Monthly View. For example, if selected, your schedule will display Monday first and Sunday last.

   List End Time of Reservations in Weekly and Monthly View: Display the concluding times of reservations in addition to the start times.

   List Holidays: Display Setting Up Holidays in color.

   Menu Items (Purpose): Add selections to the Purpose menu.

3. When done, click Save.

   See the chart below as a reference.

   Selected Items	Operations
   Name of User Making Reservation	'Reserved Time, Name of User Making Reservation' will be displayed on Reservation Information Example: '8:00 - 12:00 Smith'
   Purpose	'Reserved Time, Purpose' will be displayed on Reservation Information Example: '8:00-12:00 Sales Meeting'.
   User Making Reservation and Purpose	'Reserved Time, Name of User Making Reservation (Purpose)' will be displayed on Reservation Information Example: 8:00-12:00 Smith (Sales Meeting)

8. Set Up Holidays

(System Settings)

As a system administrator, you can add holidays to the schedule as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Holiday Setting.

2. Choose an option:

   To register a holiday: From the Register drop-down menu, select a month/date/year, enter a holiday name, and then click Register.

   To delete a holiday: Check the Holiday List box of the holidays to delete, and then click Delete.

   To delete all holidays: Click Delete All.

3. When done, click Save.

9. Export Holiday Data to CSV Files

(System Settings)

As a system administrator, you can export holiday data to a CSV (comma separated value) file as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Holiday Setting.

2. Click Import/Export CSV File.

3. From the Export Data for Holidays to CSV File area, choose an option:

   To export data from 2001 holidays: Click holiday2001.csv.

   To export data from all holidays: Click holiday.csv.

10. Import Holiday Data from CSV Files

(System Settings)

As a system administrator, you can import holiday data from a CSV (comma separated value) file as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Holiday Setting.

2. Click Import/Export CSV File.

3. From the Import Data for Holidays from CSV File area, click Browse.

4. Select a file name.

5. Click Import.

11. Change Facility Settings

(System Settings)

As a system administrator, you can modify facility settings for all users as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Facility Setting.

2. Choose an option:

   To add a facility: Click Add, and then enter required data.

   You can add/edit/delete the names of groups in Changing Facility Group Settings.

   To edit facility information: Select the facility by using the Facility Group drop-down menu to search for it. Next, click the selected facility when it appears in the list box. Then, click Edit. Edit accordingly.

   To delete a facility: Select the facility by using the Facility Group drop-down menu to search for it. Next, click the selected facility when it appears in the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing facilities: Select the facility to move by using the Facility Group drop-down menu to search for it. Next, click the selected facility when it appears in the list box. Then, with the facility highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

12. Change Facility Group Settings

(System Settings)

As a system administrator, you can modify a facility group setting as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Facility Group Setting.

   Choose an option:

   To add a facility group: Click Add, and then enter a group name.

   To edit facility group information: Select the facility group from the list box. Then, click Edit. Edit accordingly.

   To delete a facility group: Select the facility group from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing a facility group: Select the facility group to move from the list box. Then, with the facility highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

13. Customize Facility Properties

(System Settings)

As a system administrator, you can customize the properties of a facility as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select List of Facility Information Properties.

2. Choose an option:

   To add a property: Click Add, and then enter a property name.

   To edit a property: Select the property from the list box. Then, click Edit. Edit accordingly.

   To delete a property: Select the property from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing a property: Select the property to move from the list box. Then, with the property highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

14. Export Facility Reservation Data

(System Settings)

As a system administrator, you can export facility reservation data as follows:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Export Reservation Data .

2. From the Facility Group drop-down menu, choose the group with the facility reservation to export.

3. From the Facility list box, choose the facility with the reservation to export.

   To select all facilities: Click Select All.

4. From the Time Period drop-down menus, select a time period for exporting data.

5. Click Export.

6. Select a file name and location for the exported data.