Create bookings

You can use booking mode to find a resource then allocate it to a new event. Resource bookings are typically made for events that are not part of an academic programme. For example, a conference or a staff meeting. Bookings are set up when required; Enterprise Timetabler creates an activity and allocates the chosen resource to it.

About this task: Depending on your permissions, your access to Enterprise Timetabler features might include booking mode only. If so, step 1 below does not apply.

To create a booking, follow these steps:

  1. To enter booking mode, click Booking Mode (see 1, below) on the Booking toolbar. The Booking requirements pane replaces the Activities pane. The menu at the top of the Views pane contains only the types of item that you can book.

    Note: If Locations, Staff Members, or Equipment Items was not already selected in that menu before you clicked Booking Mode, Enterprise Timetabler selects the type of item that you last created a booking for.

  2. Select an item type from the menu at the top of the Views pane (2). For example, Locations.
  3. Specify the weeks that the event occurs during. If the event occurs only once, then in the Booking requirements pane, select its date in the Choose Date box (3); in the week pattern bar, Enterprise Timetabler selects the relevant week. For example, a conference is not a weekly recurring event and occurs only once. Else, if the event occurs in multiple weeks, select its weeks in the week pattern bar (4). For example, a community meeting might occur on a Monday evening, in alternate weeks throughout the calendar year.
    • To toggle a week, click the week's cell.
    • To toggle multiple weeks in one action, drag across cells.
    • To select only the weeks that a specific availability pattern contains as its own week pattern, right-click above the bar then select an item from the Week Pattern list.
  4. A number annotated screenshot that supports instructions about creating a booking

    Create a booking (click the image to expand it)

  5. In the Day table (see 5, above), select the days that the event occurs on. If the event has in-week repetition, select multiple days. Enterprise Timetabler will find resources that are available on every selected day.
  6. Enter information about the event (6). To replace the automatically generated activity name with a name of your choice, type in the Name box. Optionally, enter a description. The information that you enter is used by Enterprise Timetabler for two purposes:
  7. Click Match Requirements (8). The table in the Views pane contains suitable resources. If a resource is selected in the Views pane, the Combined Timetable tab of the timetable area displays blue diamonds at possible event start times, if that resource is allocated. If no resource is selected, diamonds indicate start times when one or more suitable resources are available.

    Tip: To extend the choice to resources that you have request permission to use, click Request Mode in the Timetable toolbar. If the table in the Views pane contains only resources that you have request permission to use, amber triangles indicate start times.

  8. Right click a suitable start time, then click Schedule Here. In the timetable area, Enterprise Timetabler displays the activity (9); the box contains the activity name. The table in the Views pane is filtered to contain only suitable resources that are available at that time. To move the activity to a different day or time, drag it by its top border. Note: The activity is not created until the final step of this procedure.
  9. In the Views pane, select a suitable resource.
  10. To confirm the booking, click Confirm Booking (10) on the Booking toolbar.

Result: Enterprise Timetabler creates the activity and allocates it the selected resource. If you have request permission to the allocated resource, Enterprise Timetabler generates a request for its use.

Scientia Ref: 4232. For Enterprise Timetabler 3.15.1. Copyright © Scientia Ltd. 2019