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Network Operation Centre - UCC
Network Operation Centre - UCC
Home / I.T. Services - Lotus Notes - University of Windsor / Room & Resources Reservations

Room & Resources Reservations

To setup the Room and Resource Reservation database for your department, please e-mail your request to the HelpDesk at HelpDesk@uwindsor.ca.

The Room and Resource Reservation database is an application designed to allow workgroups/departments to schedule and reserve physical resources such as conference rooms or office equipment (projectors, laptops, etc.) in their physical area. Once available rooms and resources have been entered into the database, users can select a particular room or resource and reserve a time for it, or they can choose a time and let the Room and Resource Reservations database display rooms or resources available during that time. Rooms and resources can be reserved either through your Lotus Notes Calendar (just compose an invitation and add a room or resource to the list of people invited) or directly in the Room and Resource Reservation database.

Resource Reservation Screen Capture

At least one resource must be created before users can create reservations. Only users with the [CreateResource] access control list (ACL) role can create resources. This role is typically assign to one person who is in charge of maintaining room and resource profiles in the database. Resources can be set up to only allow owners or specific people to book resources. By default, any resource can be booked by anyone. There are five options that can be set to determine how resources can be booked:  

  • No owner is assigned to the resource and anyone can reserve the resource
  • Only the owner can book the resource
  • Only a select list of people can book the resource
  • Only a select list of people can book the resource via autoprocessing - all others
  • require owner approval
  • Temporarily disable reservations 
By choosing one of the above owner options, administrator of the database can limit who can book particular resources and designate whether a resource can or cannot be booked (temporarily disable reservations). Administrator can also specify how far in advance reservations can be created for single meetings and for repeating meetings.

It is best if you reserve resources by using your Notes Calendar rather than this database -- that way, if you reschedule or cancel a meeting, the resources in the database are released automatically.
 
To create a reservation in the Resource Reservation database click New Reservation button. An icon next to your reservation in a Reservations view in this database indicates whether the reservation has been accepted by the Rooms and Resources Manager (a Domino server task that processes all reservations to prevent conflicts in bookings). 
  • A draft icon (pencil) Draft Icon  indicates that you created the reservation directly in the rooms and resources database rather than through your Notes Calendar. Only reservations that have this icon and that are not part of a repeating meeting can be edited directly in the database.
  • A green check mark icon Green Check Mark Icon  indicates that the reservation was accepted.
  • An hourglass icon Hour Glass Icon  indicates that the system is still checking for conflicts, or that there is an owner restriction on the room or resource.
  • A red "X" icon Red X Icon indicates that the room or resource is not available for the time you requested or was rejected for the reason indicated. 
You can also use the Quick Reservation button to create a reservation. Some values will be populated based on the document that is selected in the view.
 
You can transfer a reservation to another person, eliminating any chance that a third party could book the room once you cancel it. You can transfer a reservation that you created directly in this database (not in your Calendar). Open reservation you want to transfer and Click Transfer Reservation button.
 
You can edit a reservation that you created in this database. You cannot edit repeating room or resource reservations or a reservation created using your Notes Calendar.
 
To manage resources, switch to the Resources view. There you will see resource names and descriptions listed alphabetically. Only users with the [CreateResource] role can create, edit, rename or delete resources.
 
You can rename a resource by changing its name, and, if the resource is of type "Other," its category. New resource information is not available until the Administration Process updates the Resource document in the Domino Directory, the Rooms and Resources Manager updates busytime, and the change replicates to all relevant replicas of the Domino Directory that are on servers used for scheduling resources. After renaming a resource, notifications are sent to people with outstanding future reservations for the renamed resource. All outstanding reservations for the renamed resource will be renamed In Resource Reservation database by a scheduled agent.
 
To delete a resource, open the resource document and click the Delete Resource action button. Do NOT use the delete key. Use the Delete Resource action because this action tells the Administration Process to remove the resource from the Domino Directory. When a resource is deleted from the rooms and reservations database, an administration request is submitted to the Administration Requests database on the server. To submit this request, you need Author access with the [Create documents] role in the Access Control List of the Administration Requests database. The administrator of your Domino Directory will approve the request and the resource will be deleted. After deleting a resource, notification is sent to people with outstanding future reservations for the deleted resource. All outstanding reservations for the deleted resource are removed from the rooms and reservations database.