Using Booked

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Registration

Registration is required in order to use Booked Scheduler. After your account has been registered you will be able to log in and access any resources that you have permission to.

To register an account, click the Register link from the login page. Alternatively, an administrator can create an account for you.

Booking

Under the Schedule menu item you will find the Bookings item. This will show you the available, reserved and blocked slots on the schedule and allow you to book resources that you have permission to.

On the Bookings page, find the resource, date and time you’d like to book. Clicking on the time slot will allow you change the details of the reservation. Clicking the Create button will check availability, book the reservation and send out any emails. You will be given a reference number to use for reservation follow-up.

Any changes made to a reservation will not take effect until you save the reservation.

By default, only Application Administrators can create reservations in the past.

Find a Time

Under Schedule there is an option to Find A Time. This gives you the ability to search for any available slot that meets your criteria. This is a quick way to simply find any resource that is available for the length of time needed.

Multiple Resources

You can book all resources that you have permission as part of a single reservation. To add more resources to your reservation, click the More Resources link, displayed next to the name of the primary resource you are reserving. You will then able to add more resources by selecting them and clicking the Done button.

To remove additional resources from your reservation, click the More Resources link, deselect the resources you want to remove, and click the Done button.

Additional resources will be subject to the same rules as primary resources. For example, this means that if you attempt to create a 2 hour reservation with Resource 1, which has a maximum length of 3 hours and with Resource 2, which has a maximum length of 1 hour, your reservation will be denied.

You can view the configuration details of a resource by hovering over the resource name.

It is important to note that your administrator may have disabled or limited the ability to book more than one resource per reservation.

Recurring Dates

A reservation can be configured to recur a number of different ways. These options allow for flexible recurrence possibilities.

Repeat Daily sets a reservation to recur on a daily interval. For example, Repeat Daily every 2 days will create a reservation every other day at your specified time.

Repeat Weekly sets a reservation to recur on a weekly interval and optionally, specific days of the week. Foe example, Repeat Weekly every 1 week on Monday, Wednesday, Friday will create a reservation on each of those days every week at your specified time.

Repeat Monthly sets a reservation to recur monthly on the specific day of the month or the specific week of the month. For example, if it were the 2nd Wednesday of the month, Repeat Monthly on the day of the week would repeat the reservation at your specified time every 2nd Wednesday of the month. If it was the 10th of the month, Repeat Monthly on the day of the month would repeat the reservation at your specified time on the 10th of every month

Repeat Yearly sets a reservation to recur on the same date and time every year.

Repeat Custom allows you to pick specific dates to repeat the reservation on. The reservation will occur on all selected dates at your specified time.

It is important to note that your administrator may have disabled the ability to create recurring reservations.

Additional Participants

You can either Add Participants or Invite Others when booking a reservation. Adding someone will include them on the reservation. The added user will receive an email, but will not have an option to accept or decline.

Inviting a user will send an invitation email and give the user an option to accept or cecline the invitation. Accepting an invitation adds the user to the participants list. Declining an invitation removes the user from the invitees list.

The total number of participants is limited by the resource’s participant capacity.

It is important to note that your administrator may have disabled the ability to add participants.

Accessories

Accessories can be thought of as objects used during a reservation. Examples may be projectors or chairs.

To add accessories to your reservation, click the Add link to the right of the Accessories title. From there you will be able to select a quantity for each of the available accessories. The quantity available during your reservation time will depend on how many accessories are already reserved and may be limited by your administrator.

Booking on behalf of others

Application Administrators and Group Administrators can book reservations on behalf of other users by clicking the Change link to the right of the user’s name.

Application Administrators and Group Administrators can also modify and delete reservations owned by other users

Updating a Reservation

You can only update any reservation that you have created or that was created on your behalf.

To update a reservation, find it on the Schedule, click to open, update as needed, and click Update to save your changes.

By default, you cannot update a reservation that is in the past, though you administrator may change this option.

Updating Specific Instances From a Series

If a reservation is set up to repeat, then a series is created. After you make changes and Update the reservation, you will be asked which instances of the series you want to apply the changes to.

You can apply your changes to the instance that you are viewing (Only This Instance) and no other instances will be changed.

You can update All Instances to apply the change to every reservation instance that has not yet occurred.

You can apply the change only to Future Instances, which will update all reservation instances including and after the instance you are currently viewing.

Deleting a Reservation

Deleting a reservation completely removes it from the schedule.

By default, you cannot delete a reservation that is in the past, though you administrator may change this option.

Deleting Specific Instances From a Series

Similar to updating a reservation, when deleting you will be prompted to select which instances of a series you want to delete.

Email Notifications

You can opt-in to be sent email notifications for different events. Email notifications can be enabled or disabled in Notification Preferences section under My Account.

You can choose to receive notifications for new reservations, reservation updates, reservation deletions, reservation approvals, participation changes, or when a recurring series end date is approaching.

Credits

Credits give administrators control over resource usage.

A resource may be configured to consume a certain number of credits per slot. If you don not have enough credits, you will not be allowed to complete a booking.

You can view your credit usage in the Credits section under My Account

Paying for Reservation Usage

Reservations can be paid for using credits.

If you do not have enough credits to complete a reservation, you can purchase credits in the Credits section of My Account.

You can also view your purchase history and credit usage history in the Credits section of My Account

External Calendar Integration

Manual Additions

If you have opted in to receive email notifications, you will be sent a special calendar attachment (.ics). This attachment can be opened in any calendar application, such as Microsoft Outlook.

When viewing or updating a reservation there are two options under the More menu for adding this reservation to an external calendar.

Choosing Add to Calendar will add the event directly to Outlook, if it is installed on your computer. If it is not installed you will be prompted to download an .ics file. This is a standard calendar format file. You can use this file to add the reservation to any application that supports the iCalendar file format.

Choosing Add to Google will open Google Calendar with a pre-populated event.

It is important to note that reservation updates or deletions from Booked are not automatically reflected in external calendars.

Subscribing to Calendars

In order for new reservations to automatically show in an external calendar and for updates and deletions to be reflected, you must subscribe to a calendar.

Calendars can be published for Schedules, Resources and Users. For this feature to work, the administrator must have enabled it.

To enable Schedule and Resource level calendar subscriptions, an administrator must have allowed public visibility when managing the Schedule or Resource.

To enable your own personal calendar subscriptions, open Schedule > My Calendar. On the right side of the page you will find a link to Allow or Turn Off calendar subscriptions.

To subscribe to a Schedule calendar, open Schedule > Resource Calendar and select the schedule you want. On the right side of the page, you will find a link to subscribe to the current calendar. Subscribing the a Resource calendar follows the same steps.

To subscribe to your personal calendar, open Schedule > My Calendar. On the right side of the page, you will find a link to subscribe to the current calendar.

By default, events for the next 30 will be returned. This can be customized with the following two query string parameters on the subscription URL: pastDayCount and futureDayCount will override the past and future number of days loaded, respectively.

Calendar Client Configuration

In most cases, simply clicking the Subscribe to this Calendar link will automatically set up the subscription in your calendar Client.

Microsoft Outlook

For Outlook, if it does not automatically add, open the Calendar view, then right click My Calendars and choose Add Calendar > From Internet. Paste in the URL printed under the Subscribe to this Calendar link

Google Calendar

Open Google Calendar settings. Click the Calendars tab. Click Browse interesting calendars. Click add by URL. Paste in the URL printed under the Subscribe to this Calendar link.

Embedding a Calendar Externally

This requires CORS to be enabled on your server. You can add the following to your Apache htaccess file Header Set Access-Control-Allow-Origin "*"

It is simple to include a view of a Booked calendar in an external website. Copy and paste the following JavaScript reference to your website, updating the src attribute to point to your URL.

<script async src="https://demo.bookedscheduler.com/Web/scripts/embed-calendar.js" crossorigin="anonymous"></script>

Only calendars and resources that have been marked as public will be shown. If reservations are missing from a schedule or resource, it is likely that public visibility has not been turned on.

The following query string arguments are accepted to customize the embedded view:

NamePossible ValuesDefaultDetails
typeagenda, week, monthagendaControls the view that is shown
formatdate, title, user, resourcedateControls the information shown in the reservation box. Multiple options can be passed. For example, to show date and title request date,title
dAny digit between 1 and 307Limits the number of days shown for the agenda view
sidAny schedule public IDAll schedulesLimits the reservations shown to a specific schedule
ridAny resource public IDAll resourcesLimits the reservations shown to a specific resource

Quotas

Your administrator has the ability to configure quota rules based on a variety of criteria, such as total hours booked per week.

When attempting to create or update a reservation, if the reservation would violate any quota, you will be notified and the reservation will be denied.

Waiting for Availability

When creating or updating a reservation, if the requested time is not available you can sign up to be notified if it becomes available. This option will be shown after a reservation attempt is made.

Signing up for a wait list does not automatically book the time. You will be notified if your requested time is available and have the option to book it if you want.

It is important to note that your administrator may have disabled this feature.