Resource Booker FAQ

The ‘Profile’ in the Resource Booker menu (left-hand side) shows the User Groups you are a member of and the ‘show permissions summary’ details both booking and administration permissions that apply based on the user group membership. Permissions are set at the following:

• Template – is available to see as a bookable resource, allows recurring bookings and can book on behalf of. 
• Resource Group – a group of resources with the same booking/request permissions/view calendar/booking reports 
• Resource – an individual resource (e.g. room, workstation)

A User Group is created to manage permissions to book, request and view information resources. All staff and students are members of the OKTA Staff or Student Group which provides staff with the access to the system and the ability to book and/or request resources as a minimum. Reviewing your Profile will provide information about other groups you may be a member of such as an approver user group to approve booking requests.

Future bookings can be cancelled prior to the start time of the booking. Go to My Bookings, find the booking on the relevant date/s, and click to open the booking details. Select cancel for a single booking. For recurring bookings select (the relevant date/week and edit the occurrence or series) if it is a single week or the whole series that you wish to cancel.

If a booking has commenced, you can edit the end time in the booking details if it is within the booking rules. If there is a minimum duration you will only be able to change according to the rule. This allows other users to book the resource.

Yes, bookings can be edited for occurrences in the future. Select the recurring option at the top of the booking form and amend the start and end time, remove and/or adding weeks as required.

In the calendar the bookings have a coloured line on the left-hand side and the colours indicate the status or type of booking. The colours are:

• Green – accepted booking. Is booked and confirmed. 
• Blue – pending approval. Requires approval. Whilst in this status the resource space is reserved and not available for other users to request. 
• Amber – further information has been requested and is awaiting approval or was submitted as a Tentative booking in a managed space. Whilst in this status the resource space is not available for other users to request. 
• Grey – indicates a teaching booking from the University timetable. 
• Grey and white lines – This shows in calendars of rooms that can be booked as a combined (concurrent) space, when one or both rooms are already booked under one of the linked calendars.

The type of booking key is available by clicking on the label tag icon located in the top right corner next to the ‘Today’ button.

Firstly, check that the desk number is correct either by checking your email confirmation, the ‘My Bookings’ tab or the Workstations calendar in Resource Booker. Once confirmed, you can ask the person to vacate the desk.

Alternatively, open the Workstation tab and under ‘Refine Search’ and use the ‘Available Now’ selection to find another desk that is available to book.

You can use the subscribe button located in the My Bookings tab in the top right corner of the booking screen. There are options to subscribe all your bookings to your calendar or alternatively copy the URL code and use this to forward to the other attendees.

Further information on how to do this is available in the Resource Booker: Add resource bookings to Outlook calendars quick guide PDF.

Yes, if the resource is set up to allow this functionality, select ‘Book on behalf of someone?’ under the date and time on the booking form. You can add multiple emails in this section, but it is one per line. They will receive a copy of the automated confirmation email. If the person is a Flinders staff member, they can view the booking in the Rooms calendar. Externals do not have access to this resource currently.

The booking will only be visible in the ‘My Bookings’ tab of the person who made the booking, and they are the ones who can edit/cancel it.

From ‘Make a Booking’ select the relevant resource booking tab (Teaching Locations, Meeting Rooms, etc) and then enter the resource name in the search box you wish to book. The search box has a ‘starts with’ configuration which requires the listed name of the resource to search for it. For example, Law and Commerce room 103 would be ‘U_LWCM_103’, following the format of ‘campus code_building code_room number. Click on the resource to open the calendar and select the week/day to check the availability of the resource. To book, drag the cursor over the available hours and the booking form will open for you to complete and submit.