Information about booking and access

Information about booking and access

Contents Information about booking and access... 1 General information about the passage systems... 3 Aptus... 4 How aptus.chs.chalmers.se works... 4 - How do I book?... 4 Trouble shooting... 4 - I can t log in... 4 - I can t book what I want... 4 - I can t book as many time slots as I would like... 5 How to access the rooms... 5 - Authorisation... 5 TRAX access to the rest of campus... 5 Changes during 2014-2015... 5 - I can t assess the student union building on Johanneberg or Lindholmen, Why is that?... 6 Student union card... 7 The student union card as access card... 7 - I can t come in with my new student union card!... 7 The student union card and Aptus... 7 - How do I avoid problems with accessing the premises?... 7 2 av 8

About this document The purpose of this document is to give you understanding of how to book resources and how to use the passage systems. This is for you to be able to get answers to questions that may arise. If you have thoughts about what information might be missing in this document, please send this in an e-mail to. General information about the passage systems In the student union building, Johanneberg, there are two different passage systems. One of these is the same as you find in other buildings on campus for which you have been given a white access card. In the student union building there is also another system. This is RFID based and is called Aptus. This gives you as a member access to recourses in the student union building which are only for members. In the student union building, Lindholmen, the only passage system is the same as on the rest of the buildings on campus. 3 av 8

Aptus In the student union building, Johanneberg, the student union has a passage system called Aptus. This gives you as a member access to rooms with your student union card. The rooms are booked through the so called Aptus portal, aptus.chs.chalmers.se. How aptus.chs.chalmers.se works This is where you book group rooms, music room and the gym hall in the student union building, Johanneberg. - Log in with your personal identity number as user name.(yymmddxxxx). - The default password is the same as your user name. - You may change your password once logged in. - How do I book? - Select the recourse you want to book. You will see all available time slots as a green plus (+), red minus (-), grey minus (-) eller en blue icon. - Green plus=time is available. - Red minus means the slot is booked by someone else. - Grey minus =The slot is not bookable for some reason. This may be, for example, because of a large event or reoccurring reservations. - Blue icon = You have booked the corresponding time. - To book, just press the green plus sign. A confirmation will show up on the screen. If you want to cancel a reservation, just press the blue icon corresponding to the time you want. Trouble shooting - I can t log in This may be because you have forgot your password. If so, send an e-mail to containing your name, personal ID number and ask to get your password reset. It may also be that you don t have an account. Your account is created when your first student union card is added to the passage system. If you area new student it may be your account have not been created yet.. Consult the chapter about the student union card for more information. - I can t book what I want An error that may occur is that a dialog box says You have no places to make a reservation. This error means there is no student union card connected to your account in the passage system. Consult the chapter about the student union card for more information about this. It may also be that you can t book a specific recourse even though you can book other recourses. If so, send an e-mail to containing your name, personal ID number and describe your problem as thoroughly as possible.. 4 av 8

- I can t book as many time slots as I would like Since the student union has nearly 11 000 members it is not feasible to let everyone book without restrictions. The restriction for the gym hall is 1 slot per week and for the group rooms it s 2 slots per room and week. How to access the rooms Use your student union card by holding it by the card reader by the door. If the reader registers your card one of the diodes will flash yellow. The diodes will then glow red or green. A green light means you have been granted access and the door is unlocked for 5 seconds. A red diode means you don t have the proper authorisation to open the door. - Authorisation All student union members have authority to open the doors to the group rooms, gym hall, music room, pool and sauna/dressing rooms with their student union card. The access is valid all hours, even when you have not yourself booked the resource. This is to allow all members of a party to access a recourse even if only one of them has made the reservation. There are times when union members do not have access to the rooms. This is especially during or before big events or during reservations. It should not be possible to book the recourses during these times. If you don t have access even though you think you should, please consult the chapter about the student union card. TRAX access to the rest of campus The TRAX-system is the system used to access the rest of the building on campus. With this system you should use the white access card given to you in connection to registration. This passage system is owned by the university. If your questions are about access to other buildings than the student union buildings on either Johanneberg or Lindholmen, please contact the access card help desk in the library. If your question is related to access to either of the student union buildings, as a first step contact the student union information desk. Either by visiting the desk in either of the student union buildings or by e-mailing exp@chalmersstudentkar.se. Changes during 2014-2015 During 2014 an upgrade of the passage system on Chalmers campuses was started. The upgrade consists of changing the existent system for an RFID based one, called ARX. The TRAX system is exchanged for the ARX system one building at a time and the plan is to do the student union building, Johanneberg, in autumn 2015. The student union building, Lindholmen, already has the new ARX system. With the new passage system you will can use your white access card just as with the old one. The difference is that you just hold your card against the reader instead of swiping the card. The white access cards have both an optically read strip and an RFID chip. The new system uses a different type of RFID chips than Aptus which means that you need both your white access card and the student union card, depending on whith which system you are going to interact. 5 av 8

- I can t assess the student union building on Johanneberg or Lindholmen, Why is that? All student union members have access to both student union buildings. When you pay your union fee your information is added to a list which is then, with regular intervals, handed to the person responsible for the university s passage system. Everyone on this list is then given student union member s access for the semester. When you have this access added to your access card you are able to access the buildings. I there has been a long time since you paid your member s fee and you still don t have access, please contact the student union information desk. It happens that the buildings close for large events and such. This is posted on the entrances beforehand. To avoid problems with access to the premises, please see the chapter about this.. 6 av 8

Student union card As a member of the student union you get a member s card each semester. This card gives you student discounts and you may charge it with cash to use it as payment in the student union restaurants. Besides discounts and payments you can use it as an access card. The card contains an RFID chip. You may read about what this means in the chapter about Aptus. The student union card as access card As previously stated, you can use your student union card to access rooms in the student union building, Johanneberg, for example group rooms and sauna. You may read more about this in the chapter about Aptus. - I can t come in with my new student union card! The reason for this is most probably that your card is not registered in the passage system. Why this may be is explained in the chapter The student union card and aptus The student union card and Aptus For your student union card to work as an access card it has to be registered in the aptus system. More precisely what has to be registered is the unique serial number of your card s RFID chip. The card also has to be registered in the passage system for you to be able to use the aptus portal. When you pay your union fee your information is sent to a company called Mecenat. They in turn order your card from another company that manufactures the cards and posts it to the address registered in the student union s members database. Your information and the card s ID information ends up in a database. With about 1 to 2 weeks interval lists from this database are sent back to Mecenat who then sends them to the premises officer of the student union. They are then processed and imported to the aptus system. After that the card can be used as an access card and it is possible for the owner of the card to make reservations in the aptus portal. Since the lists with card information are sent with up to two weeks apart it may take some time from that you receive your student union card until it may be used with the aptus system and the aptus portal. - How do I avoid problems with accessing the premises? When your access is added a n end date is set so that it overlaps a bit into the next semester. This is done so that the access for the next semester may be administered before last semester s access expires, for you to be unaffected by the transition. If you pay your student union fee late you will be given the student union member s access late. If this happens you may experience a gap between when your old access expires and your new access starts. Pay your student union fee as soon as you get the invoice to avoid risks of access problems. While you wait for your new card to start working you may use your car from last semester, because of the overlap. 7 av 8

Because of technical limits in the aptus system all cards from last semester and this one can t be in the system at once. Therefore, after adding a few thousand new cards old ones need to be removed to make room for the new ones. If you pay your student union fee late it may happen that you old card stops working before your new one starts working. You can pay your student union fee either by: Using the information on the invoice sent to the e-mail address registered in the member database Online at medlem.chs.chalmers.se Visiting the student union information desk during office hours 8 av 8