Guides

Help with common Booked configuration and usage​

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Multiple Administrators

There are two ways to give someone full application administration rights. Both options have exactly the same outcome.

Recommended

The recommended way to set up additional administrators is through Group roles.

  1. Add a new Group
  2. Grant that Group the Application Administrator role
  3. Add users to that group. Each user added will have full application administration rights.

 

Alternate

Application Administrators can be set through the admin.email configuration setting. This accepts space, comma, or semicolon separated lists of email addresses for anyone who should be an application administrator.

This method is not recommended because it does not stay in sync with user updates. For example, if an administrator changes their email address their rights will be lost.

Setting Time Slots

Schedule time slots define your allowed booking periods. For example, making every 30 minutes between 9am and 5pm Monday through Friday available to book.

Same Slots Each Day of Week

Each Schedule has a defined Layout of time slots, which can be completely customized. They can be changed by logging in as an application or schedule administrator and opening the Schedules option under the Application Management navigation item.

Editing the layout will open a dialog displaying the current time slots – both available and unavailable times. Time slots must be defined for every minute of the day.
 
For example to make resources available every 30 minutes between 9am and 5pm, your available slots would be 09:00 – 09:30, 09:30-10:00 … until 16:30-17:00. Your unavailable slots would be 00:00 – 09:00 and 17:00 – 00:00. The hour must always be the 2 digit, 24 hour time.
 
The time slot generator below the time slot sections can be used to automatically create repeating slot times like the one above.

Different Slots per Day of Week

If each day of the week has a different set of available time slots, uncheck the Use the same layout for all days option.

When using a different layout per day, slots must be defined for every minute of each day, just like when using standard repeating slots.

Displaying a Label Instead of the Time

You can use a text label instead of displaying the time. An example of this could be displaying 10:00 – 11:00 to display as Period 1.

To use labels instead of times, simply place the label text after the slot time. For example, 09:00 – 09:30 Period 1, 09:30 – 10:00 Period 2.

Approving Reservations

Resources can be set up to require administrative approval before reservations are confirmed. Application Administrators, Schedule Administrators, and Resource Administrators are excluded from the approval process.

Setting Resources to Require Approval

Approval is set per resource from the Resources menu item in Application Management. Within the Access section, there is an option to force reservations to require approval.

Getting Notified

By default, reservation email notifications are disabled. To enable reservation approval notifications, open Application Configuration and locate the reservation.notify section and enable the notifications you want sent. Approval emails can be sent to Application Administrators, Schedule Administrators, and Resource Administrators.

Approving a Reservation

Reservations can be approved directly from the reservation details. If a reservation requires approval, an Approve button will appear at the top of the reservation.

Alternatively, reservations can be approved from the Reservations option in the Application Management or Responsibilities menu items. If a reservation requires approval, an Approve button will be displayed in the reservation row.

To show only reservations that are awaiting approval, you can change the filter from All Reservations to Pending Reservations.

Requiring Advance Notice

It is common to require advance notice for reservations. For example, if an item can only be booked up to a week ahead of time.

Rules such as advance notice are configured per Resource from the Resources option in the Application Management menu item. Within the Access section there are options to require advance notice for new reservations, updates to existing reservations, or deletion of existing reservations.

Updating the advance notice time for any of those three reservation activities will force people to book at least that far in advance.

Application Administrators, Schedule Administrators, and Resource Administrators are excluded from most booking rules, including advance notice rules.

Limiting Usage

There are three ways to limit Resource usage in Booked. The first is per-Resource, which applies to all users equally. The second is through Quotas, which can be applied to groups of users. The third is by using Credits, which apply to individual users.

Resource Level Settings

Resource usage rules are configured per Resource from the Resources option in the Application Management menu item. Within the Duration section of each resource you can set the minimum and maximum reservation duration, buffer time between reservations, an whether or not multi-day reservations are allowed.

These settings apply to any non-administrator booking the resource. If multiple resources are being booked which have different duration settings, the minimum setting will apply to the entire reservation.

Quotas

Quotas are a more configurable option for limiting resource usage, allowing limits to the number or cumulative amount of time booked for a specific group of people.

More information about setting up quotas can be found in the help section.

Credits

Credits are a way to “pay” for resource usage. Each resource can be configured with a credit cost during either standard or peak times of the day. Booking a resource will adjust the person’s credit balance.

More information about setting up quotas can be found in the help section.

The logo, along with the favicon and a custom CSS file can be managed from the Look and Feel option under the gear icon.

To change the logo, simply upload a PNG, JPG or GIF. The recommended height for the logo is 50px. Booked will limit the height to 50px if anything larger is uploaded.

Reservation Notifications

By default, reservation email notifications are disabled. To enable reservation notifications, open Application Configuration and locate the reservation.notify section.

Notifications can be sent to Application Administrators, Group Administrators, or Schedule and Resource Administrators for all reservation activities.

Adding New Fields

It is common to need to collect certain information about users or about their reservations. Booked makes it easy to add new fields for users when registering or booking resources. Application Administrators can add new fields from the Custom Attributes option in the Application Management menu.

More information about setting up custom attributes can be found in the help section.

Allowing Double Booking

There are instances when allowing double booking makes sense. For example, if you have multiple of the same Resource and do not want to create copies or if a resource can be used my more than one person at a time.

By default, Booked does not allow double booking, but this can be changed per resource. To allow multiple reservations at the same time for a Resource, open the resource management page from the Application Management menu. In the Access section of the Resource, there is an option to allow concurrent reservations. Simply set the total number of concurrent reservations for the resource and Booked will handle enforcing the limit.