Room Configurations

Modified on Tue, 3 Mar at 1:14 AM

Associating Room Configurations to Specific Assets

Previewing and Selecting a Room Configuration for a Reservation

Email Notifications Contain the Room Configuration

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A pdf of this article is posted at the bottom.

Overview

Room Configurations enable users to specify how a collaboration space should be set up for a given reservation and are visible in reservation notification emails. Administrators must first add all possible configurations under settings in the Reserve Web Application. Any saved configurations may then be associated to the applicable collaboration space assets, within the asset details in settings. It is important to have a default specified on the rooms that are configurable. Once an asset has one or more Room Configurations associated to it, they can be previewed and selected when a reservation is created. Typically Room Configuration requires advance notice for the individuals responsible for setting up the room, it is not possible to select a different Room Configuration after a reservation has been saved. If a different Room Configuration is needed, the reservation must be canceled and recreated.

Creating Room Configurations

Room Configurations are managed in the settings within the Reserve Web Application. To create or modify Room Configurations, a user must have the right to manage general account settings, which is only enabled for the Administrator role.

1. Start by creating a master list of the Room Configurations which could apply to collaboration space assets within Reserve, and whether or not there should be a set up time and/or breakdown time for each configuration. Keep in mind that after Room Configurations are saved, you'll need to go into the settings for each collaboration space asset to select which Room Configurations are options for that particular room.

2. As an Administrator, go to Settings > General > Room Configurations.

Create Room Configuration_Screenshot1_2024-07-22.png

3. Each Room Configuration must have a name. Enter it and click + on the next row to add another Room Configuration. Description, set up time, breakdown time, and image are optional. The set up time and breakdown time will be considered when this room configuration is selected for a reservation. Note that assets themselves already have fields for set up time and breakdown time within their policies. If those policies are in use, then when a reservation is created, the system will compare the value for the asset setup time with the value for the Room Configuration setup time and apply whichever is greater. The same logic applies to the asset breakdown time and the Room Configuration breakdown time. Select Save after you've added Room Configurations. They will be listed in alphabetical order.

Create Room Configuration_Screenshot2_2024-07-22.png

Associating Room Configurations to Specific Assets

Once Room Configurations have been added, a user who has the right to manage assets can associate them where asset details are managed. Selections in this screen dictate which Room Configurations are displayed when reservations are created for this asset and whether or not a Room Configuration is required.

Note that Room Configuration is not displayed in some interfaces where reservations are created, such as kiosks/panels. If Room Configuration is required for that asset, when reservations are made via those applications the default Room Configuration will be automatically selected.

1. Go to Settings > Assets and search for the desired collaboration space.

2. Click on the asset name. This takes you to the details settings for that asset.

3. Scroll down to the Room Configuration section near the bottom. It will be collapsed by default. Click on the caret to expand the section. There's an explanation of the logic, a read-only display of that asset's current set up and breakdown times, and the Room Configuration options.

Asset Details_Room Configuration Section_Screenshot1_2024-07-22.png

If the asset's set up time or breakdown time need to be modified, this can be done in the asset's policies tab.

4. To view the details of a Room Configuration, click on the icon next to the name of the Room Configuration. If there is a description, set up time, breakdown time or photo, it will be displayed here.

Boardroom_Room Configuration Details_2024-07-22.png

5. Check the box next to each Room Configuration that should be associated to this asset.

Selected Room Configurations_2024-07-22.png

Where reservations for this asset are created, only the selected Room Configurations will be displayed. If selection of a Room Configuration should be optional when this asset is reserved, you're finished after you press Save at the lower right. The reservation creator will be able to choose from any of the checked Room Configurations or they can select "None."

6. If a Room Configuration should be required EVERY time this asset is reserved, then check the box for "Required" and select which Configuration will be set by default. The reservation creator will be able to choose from all of the checked Room Configurations, except in interfaces where Room Configuration is not displayed, such as kiosks/panels. In those interfaces, the default room configuration will be selected. "None" will not be an option when room configuration is required for that asset. You cannot specify a default configuration without making Room Configuration required when reserving that asset. Press Save at the lower right.

Asset Details_Required Room Configuration_2024-07-22.png

Previewing and Selecting a Room Configuration for a Reservation

When one or more Room Configurations have been associated to an asset, the Room Configuration dropdown menu will be visible where reservations are created. If Room Configuration is optional for that asset, then "None" will be selected by default. If Room Configuration is required for that asset, then the default Room Configuration will automatically be selected. Images below show the Web Application except the last few which are indicated as screenshots from the Exchange Add-in.

Create Reservation_Default RC_None_2024-07-30.png

To preview a Room Configuration, click on the icon next to the Room Configuration dropdown menu. In the mobile apps, tap "See More." The possible Room Configurations will be listed; and any description, set up time for that Room Configuration, breakdown time for that Room Configuration, or photo is shown on the right. A radio button next to the name of the Room Configuration indicates which Room Configuration is currently selected for that reservation.

Preview RC_Web Application_cropped window_2024-07-30.png

Note that when a reservation is submitted, the system will compare the value for the asset setup time with the value for the Room Configuration setup time (shown above) and apply whichever is greater. The same logic applies to the asset breakdown time and the Room Configuration breakdown time (shown above). To determine whether or not the asset has a setup time or breakdown time, click on the Details tab in that window and view the policies section (shown below).

Preview Details_Web Application_full size window_2024-07-30.png

Because a Room Configuration typically requires advance notice for the individuals responsible for setting up the room, it is not possible to select a different Room Configuration after a reservation has been saved. If a different Room Configuration is needed, the reservation must be canceled and recreated. Once you have selected the appropriate Room Configuration and entered necessary reservation info, click Submit to save the reservation.

Create Reservation_Boardroom w comments and RT_2024-07-30.png

For events in the Web Application, the Room Configuration dropdown menu is in the Event Summary tab.

Create Event_Classroom RC_2024-07-30.png

In the Quick Pick View of the Exchange Add-in, the Room Configuration dropdown is below the asset name.

Create Reservation_Quick Pick_Boardroom RC_2024-07-30.png

In the Quick Pick View of the Exchange Add-in, click on View details and select the Room Configuration tab. There you can click on the name of each configuration to see the Room Configuration description, set up time for that Room Configuration, breakdown time for that Room Configuration, or photo.

Preview RC_Quick Pick_cropped window_2024-07-30.png

In this window there are no radio buttons to select the Room Configuration. This is intended just for preview.

In the Advanced Add-in, the Room Configuration dropdown menu is in the Reservation Summary tab.

Create Event_Advanced Add-in_Multiple RC_2024-07-30.png

Click on the icon in the Reservation Summary tab or Calendar tab to preview the Room Configuration details.

Email Notifications Contain the Room Configuration

At the bottom of the Reservation Details section of email notifications, the name of the Room Configuration is displayed when one has been selected. If Room Configuration is optional for this asset and the user selected "None," then it will be displayed as "Room Configuration: None." If Room Configuration is required for this asset, then "None" is not an option.

Reservation Confirmation Email_2024-07-30.png