Why are we doing this?

Transcription

1 1

2 Contents Why are we doing this?... 2 Important Notes on Reserving Rooms & Introduction to MRM... 3 Creating a Reservation... 3 Reservation Details... 4 Resource Details... 5 Booking Multiple Spaces at Once...11 Editing or Cancelling a Meeting..12 Find Meetings Find Resources Questions and Help...14 Why are we doing this? Goucher College will now be scheduling meeting rooms and other resources through Meeting Room Manager (MRM) software. This change will help us prevent double bookings, track room usage, and evaluate future needs. MRM is replacing Scheduler Plus, which was our former scheduling software. 2

3 Important Notes on Reserving Rooms Introduction to MRM You can access the reservation software at: You will login using your Goucher sign-in credentials. Please note MRM will only support a given number of users at any given time, because of this the system will logout any inactive users after a set time. After logging in, you will click on Meeting Room Manage, and, this is the homepage you will land on: Creating a Reservation First, you will want to select the start date of your reservation from the calendar. The calendar is located on the left hand side of the screen. 3

4 Now select the location where the room/space is located; you will find the available locations in the list under the calendar on the left hand side of the page. Locate the room/space you need to reserve. If it is available, select a start time from the grid by double clicking the box associated with the room/space and time. The Reservation Details screen will appear: 4

5 Resource Details: General Tab You will add the reservation details by clicking on the various tabs listed (Room Set Ups, Equipment, Housekeeping, etc ). You will be required to fill in the following on the General tab: Start and End Date and Time of your reservation. Example: If you need the reservation from 12/4/13 at 7:00am until 12/6/13 at 6:00pm, your reservation will look like this: For meetings, please consider adding Prep Time and Cleanup Time to your reservation; this time is set in minutes (e.g., for two hours you would enter 120). Check the Recurrence box if you have a recurring meeting; you will need to add the specific type of recurrence (daily, weekly, monthly) after checking the box to add your dates. Meeting Title: Enter the name of your meeting. This will display on the grid. Reservation Type: Select the type from the list that is most appropriate. Host: Enter the person hosting the reservation. Client Name: Select the name of the client the meeting pertains to. Booked By: This will default as your system username. # Attending: Enter the number of attendees the meeting will have. If your event is a Public event, please check the Public Event box. In order to save a reservation, you will need to select either No or Yes in the Do you need a room set up? dropdown box. **If you select No, the reservation will default to no special set up needs. If you select Yes, you MUST go to the Room Set Ups tab to enter your reservation needs. 5

6 Resource Details: Room Set Ups Tab Select the checkbox for the style of room configuration (e.g., circle of chairs, classroom style, etc.), set up items (e.g., chairs-folding, coat rack, etc.), and tables (e.g., 8ft, 60 round, etc.) you require. If you do not select a specific room set up/item, your reservation will not indicate any special needs and the room will come as is. Select the category on the left (i.e., room configuration, set up items, and tables) and then check the boxes for the items you would like to order. Select Add to Order to include this item in your reservation if you need to increase the quantity of any item, simply increase the quantity to the desired number in the Order Details Qty box. All requests default to an initial quantity of one (1). Add additional details in the Add Notes, section if needed. Additional details should include exact placement of tables, chairs, etc. 6

7 Note: Inventory will be checked when you save the reservation. If there is not enough inventory for your order, you will receive a pop up notification. You will need to change the quantity or remove the item in order to save your reservation. Resource Details: Equipment Tab Equipment (e.g., microphones, laptop/projector, etc.) is ordered by clicking on the Equipment tab. As a reminder, conference phones are ordered through the Information Technology Helpdesk at x6322. Click on General Items, and select the boxes for the specific items you would like to request. Select Add to Order to include this item(s) in your reservation. Your item(s) will now appear in the Order Details section. If there are any specific details or notes for the technical needs, select the Add Notes button to send those additional details to our technicians (e.g., the time you would like the technician to arrive or if a technician is just required for the initial equipment setup and not needed to stay for the entire event). Please note, all technical requests must be ordered at least 72 hours prior to an event. 7

8 Resource Details: Housekeeping Tab Housekeeping Services (i.e., housekeeper and tablecloths & services) are ordered in MRM by clicking on the Housekeeping" tab. You can request Housekeeping after normal business hours, which are Monday-Friday 7a.m.-3 p.m., in this tab; additional fees may apply for overtime hours. By selecting the tablecloths & services category, you can request the type (i.e., 60 round or 8ft long) and number of maroon tablecloths needed. All housekeeping requests must be ordered at least 72 hours prior to an event; for questions regarding staffing or tablecloths, please contact the Housekeeping Department at x6535. In addition to any other Housekeeping Services required, the Clean Room and Clean & Stock Restroom boxes MUST be checked for each event. This information aids FMS in managing the heating and cooling to buildings in use. Resource Details: Public Safety Tab Public Safety Services are ordered in MRM by clicking on the Public Safety tab. Public Safety must be requested for all events in Kraushaar Auditorium, the Hyman Forum, and other campus events where alcohol will be served. Public Safety is also required for events where there will be fifty (50) or more attendees or events that are open to the public; fees may apply. Please contact the Office of Public Safety at x6112 if you have any questions. 8

9 Resource Details: Technician Tab Technical Services are ordered in MRM by clicking on the Technician tab. If items are requested in the Equipment tab, a technician MUST be requested and fees may apply. A technician is always required when equipment is requested in Kraushaar Auditorium, Merrick Lecture Hall, or the Hyman Forum. All technician requests MUST be ordered at least 72 hours prior to an event. Resource Details: FMS Services Tab FMS support (e.g., recycling, compostables, signage, etc.) is requested by clicking on the FMS Services tab. In the FMS Requests category you can add compostable or recyclers to your reservation by checking the box next to the item and then clicking on Add To Order. You can also increase the quantity of the items in the Order details section. To request additional directional signage to an event, click on the Signs category and add Signs to your order. You will also want to provide specific information on the signage request by clicking on Add Notes. Fees may apply to signage requests. All facilities support must be ordered at least 72 hours prior to an event; for questions, please contact FMS at x

10 Resource Details: ECSP Event Requests Tab ECSP requests are ordered in MRM by clicking on the ECSP Event Requests tab. ECSP items include black retirement chairs, easels, water pitcher, etc. Note: Not all users will have access to request all services. Please contact the Office of Events, Conferences, and Summer Programs at x5054 to request additional services, if needed. Saving Your Reservation After completing all the tabs and requesting your specific reservation needs, select Save and Close. Remember: You MUST specify if a room set up is needed to save your reservation. If you click Yes without entering a room set up, it will default to no set up. Congratulations! You have reserved your space! You should now see your reservation on the scheduling grid. 10

11 Booking Multiple Spaces at Once If the reservation you are scheduling requires multiple spaces with the same start and end times, you can book them in one reservation! In order to complete this step, you MUST have your location set to GOUCHER COLLEGE on the left hand side of the screen. You are only able to select multiple spaces within the location currently selected. If there are items requested within your reservation, a pop up notification will appear asking Do you want to copy the service order(s) to the [name of additional space]? This will extend all items to all spaces within your reservation. Each space you select will create an additional space tab. If you have already filled in all fields on the General Tab when you select the additional space, the tabs will fill in with the information from the first reservation. You can then edit your reservation needs for each specific space. If you would like to extend a specific item to each space you may select Copy Current Tab. This will extend the selected items within that specific category to each space within the reservation. By selecting the Copy All Tabs, you will be updating your reservation to include all items from all of the tabs (e.g., Room Set Ups, Equipment, Housekeeping, etc.) to all of the spaces added basically you will be copying all selected items to each space within the one reservation. You can then click on each space tab to ensure your set up, equipment, and staffing needs are correct for each separate space. 11

12 Editing or Cancelling a Reservation Note: Not all users have this privilege. To edit an existing reservation, find your reservation in the grid and click on the reservation. Edit any details needed and select Save and Close. To cancel an existing reservation, find your reservation in the grid, click on the reservation and select Delete. 12

13 Find Meetings You can quickly search for the reservations you have scheduled by selecting Find Meetings on the toolbar at the top of the screen. The Booked By field will default with your username, so if you select Find you can see all the reservations you have created in the system. To find meetings on specific days, you should use the Meeting Start and Meeting End tabs to narrow your search. Find Resources To find spaces based on the specific items needed (e.g., ceiling mounted projector, piano, dvd, etc.), you can quickly search for available spaces by selecting Find Resources on the toolbar. This will filter your search based on your specific need(s). 13

14 Questions and Help If you have questions about reservations, using MRM, or need access to the system, contact the Office of Events, Conferences, and Summer Programs for assistance. Dottie Bistransin Director of Events, Conferences, and Summer Programs Angie McDonald Senior Associate Director of Events, Conferences, and Summer Programs Ashton Nicolas Assistant Director of Events, Conferences, and Summer Programs