TABLE OF CONTENTS
All authorised teaching staff have the ability to book and change bookings for any room or listed resource in the school. To be able to make room changes or book additional rooms, a teacher must have the permission 'Edit own rooms', or 'Edit own rooms and equipment'. These permissions allow teachers to book available rooms and make a room change or book an additional room for their classes only via their own timetable or via the Room booking module. Note that Daily Organisers and Administrators can book rooms for any teacher.
Setting the Booking Time Period
The Daily Organiser must set the parameter on how far in advance staff can book rooms or equipment (resources). This can be done by going to Daily > Settings and navigating to the Misc tab. As can be seen from the image below, the daily organiser can select the time frame from the drop down box.
To make a room change or to book an additional room for an existing class or to book a room in a non-teaching period, a teacher should go to their own timetable or the relevant room timetable, click on the icon on the right hand side of the required period cell and select one of the options as shown below. Note that the options vary, depending on whether it is a teacher or room timetable and whether it is a teaching or non-teaching period.
Teacher timetable - teaching period Teacher timetable - non teaching period
Room timetable - teaching period Room Timetable - non teaching period
Changing a Room for a Scheduled Class
Selecting Change room on the teacher or room timetable will display the following window. A reason may be entered but this is optional.
Click on Show room list to open a list of alternative rooms available for that period.
Select the required room and then click on Save when the original Change room window reappears.
Room changes will be displayed on the timetable. The original room will be crossed out and the new room displayed.
Additional Room for a Scheduled Class
Selecting Additional room on the teacher timetable will display the Additional room window, similar to the Change room window shown above.
Select the required room and then click on Save when the original Additional room window reappears.
Room changes will be displayed on the timetable with the original and the additional room showing.
Book Room for a Free Period
Go to the teacher or room timetable, select the desired free period cell, click on the icon in the right hand side and select Book room.
This will open the Book room window as shown below. Note that this differs from the window that opens when a period with a scheduled class is selected, as there is no class listed and the end time is editable, allowing the booking to cover multiple periods.
Click on Show room list and then select the required room.
The booking will appear on the teacher timetable in blue as shown below.
The room timetable will now show the booking in the name of the teacher.
Room Booking through the Daily Menu
The Room booking menu option allows staff to search for available rooms for a selected date/time. Bookings that are made can be associated with a class but this is optional.
When the Room booking window opens, select the date, the start time and the end time required for the booking. This will display a list of available rooms. Unavailable rooms cannot be booked.
Click Book to confirm the booking.
Once a room is selected to be booked, a new window will open, allowing the booking to be associated with a class. This is optional and you will be able to save the booking without selecting a class. The reason for the booking can be entered but this is also optional. If a class is selected for the booking, the information regarding the booking will appear on the daily bulletin.
Out of Hours Booking
The Out of Hours Booking as seen on the right hand side of the page in the 'Actions' panel.
When you click this, a window will open as shown below:
When selecting a time, you can click in the box and adjust the time manually by typing in the time. Please be sure to use 24 hour timing. After you have chosen the date and time, select the teacher and the room that you want to book, add a note if needed, then press save.
The only place you will be able to see Out of Hours Bookings is on the Room booking history report. To access this report, go to the Daily>Reports>click on the Room booking history Report as shown below:
Out of Hours Booking cannot be viewed in the Daily Timetable or be deleted due to the timetable bell time in the Grid structure e.g. If you did a out of hour booking for 16:00 to 16:30 then the booking will not show in the timetable if your bell time is 15:00 (end of school).
Room Bookings for Multiple Periods
Rooms can be booked for multiple, consecutive periods, including booking a room for a class that has a double period. To book a room for multiple consecutive periods, classes in each of the periods must be selected, as shown below. Ensure that the time range originally selected includes all periods that the booking requires.
Room Booking and Equipment Booking in the same period.
The ability to book both a room and equipment in the same period via timetables is now available.
Once either a room or an equipment booking has been made in a period, the option to add another type of booking now appears in the menu.
