User ARCHIBUS Room and Resource Reservations Training Archibus

User ARCHIBUS Room and Resource Reservations Training

Archibus | Getting Started Covered in this training: • Creating a new room reservation • Creating a recurring, but non-regular room reservation (repeats, but different days or times or locations) • Viewing and Editing a room reservation • Troubleshooting 2

Archibus | Getting Started Preferred browsers to access Archibus are Chrome and Firefox. Go to : myreservations. wusm. wustl. edu Log in using your WUSTL Key. Tip: Your WUSTL Key is the same as your login for HRMS. 3

Archibus | Getting Started Create Reservations Main Menu • Create New Room Reservation: create a reservation for a room as well as any resources. • Create New Resource Reservation: create reservations for resources only. • Create Multi-Room Reservation: create a reservation in multiple rooms at the same time. • View and/or Edit my Reservations: review current reservations. • Verify My Room Reservation: verify the requester showed up for a reservation. • Resolve My Reservation Conflicts: book alternate rooms for a recurring reservation for which the room requested is not always available. 4

Archibus | Create New Room Reservation Steps: 1. Create and Apply Filter (date, time, location, etc. ) 2. Select available room (choose from rooms list) 3. Specify any needed equipment or resources (optional) 4. Add attendees (optional) 5. Confirm Reservation Information (Event Details) 6. Submit reservation 5

Archibus | Create New Room Reservation 1. Create a Filter a. Select date from calendar. b. Select a room arrangement. (Changing from DEFAULT may incur a charge. ) c. Enter number of attendees. d. Enter start and end times. e. For recurring meetings, you may define the schedule (daily, weekly, monthly, yearly). f. Select the location (building). (Optionally enter floor and room). g. Select checkboxes to filter only to rooms with certain resources, such as whiteboard or projector. a c b d e f g IMPORTANT! Always click the green Apply Filter button to see available rooms, or to see rooms after you have made changes. 6

Archibus | Create New Room Reservation Tips: • Click Clear Filter to remove all filter criteria. • The Location field will default to your work location in HR. To change the Location: 1. Click the ellipsis button in the Location field. A Building search pop-up appears. You cannot directly enter the building name. 2. Click the x next to the Building Name to remove current name. A list of buildings in the system appears. 3. To narrow the list, begin typing the building name and hit enter. 4. Be sure to click the Building Name in the list in order to select it. • Remember to hit the Apply Filter button to see room choices. click • If the page becomes unresponsive, click Create New Room Reservation and reenter your filter criteria. Hit Apply Filter. 7

Archibus | Create New Room Reservation 2. Choose Room Select room Your proposed reservation Existing reservation • All rooms meeting your criteria will display in the Rooms pane once you click Apply Filter button. • Existing room reservations appear in blue on the schedule sheet. • Select the radio button next to a room to choose your room. • Your reservation timeframe appears as a green bar. • Clicking a different room moves the green bar proposed reservation automatically. • To change the time frame, go back to the filter criteria and change your From and To fields. Hit Apply Filter button. To change the date, click on the Calendar. • Note that the vertical scrollbars are on the right to see other rooms available. • To see later times, scroll to the right. The horizontal scroll bar is at the bottom of the Rooms list. • Click the room name to see details about the room, including resources available. Click the green Apply Filter button to see any filter criteria change results. 8

Archibus | Create New Room Reservation 3. Request Equipment and Services Click to add equipment or services 1. Click Choose button. 2. A pop-up window lists available equipment and service. Click the equipment/service name to see details. Note: Select CUSTODIAL FEE if you 3. Update number needed, if applicable. will need any room set up 4. Click the Select button to add to your reservation request. service, such as tables or chairs. There are three options for room set-up: CUSTODIAL FEE, CUSTODIAL - FLTC, and CUSTODIAL - EPNEC. Choose the appropriate fee based on your event location. 5. Click the Close button when you have selected all needed resources. 6. Be sure the Equipment or Service has a checkmark next to the name. Deselect the service (click the checkmark to remove) to remove from your request. 9

Archibus | Create New Room Reservation 4. Add Attendees To add attendees, you may begin entering an email address in the Attendee field. Archibus will suggest possible attendees (based on email, not name) as you type. Click on the correct email, and hit the Add button. Alternatively, you can click the Find People… button to search by either name or email address. In the Find People window, enter either the first or last name (or both) and hit enter. When you find the correct person, click the checkbox next to the name, and then click Select. The person will be added to your Attendees list. Repeat for all attendees. An email will be sent to all attendees listed when you submit your reservation. The email will include a link to add to the attendees’ Outlook calendars. 10

Archibus | Create New Room Reservation 5. Confirm Reservation Information • • Click the Confirm Reservation button at the bottom of the page. Fill out the information in the Reservation Information pop-up window. Note: If you need room set-up services, please describe your needs in the Event Description field. Example: “Set up twenty chairs in a semicircle arrangement facing two 12’ tables at front of room. ” Be sure you have also selected Custodial Fee in the Equipment and Services section in step 4. Note: You cannot directly fill in the Bill to Department field, even if you know the proper code. You must click the ellipsis button, and select the code from the list. If you know the code, or the Department Name, you may enter those directly in the search field, and then double-click on your selection. Important! Include set-up description here, or room set-up may not occur prior to event. 11

Archibus | Recurring, Non-Regular Reservations Creating a regular recurring room reservation is easy. When you are creating your Room Reservation, simply click Define Recurrence… in the top Filter Criteria section. Then select your Recurrence Pattern. However, you may need to reserve for a meeting that recurs irregularly, or is sometimes in a different room or at a different time. In order to avoid having to create a whole new reservation for each meeting, you may simply copy your original reservation, and change only the details which are different for each subsequent meeting. On the left-hand navigation pane, choose View and/or Edit My Reservations 12

Archibus | Recurring, Non-Regular Reservations Find your event in the reservations listings, and click the copy button. Select the date of the next meeting in the recurrence. This copies all of the details from your original reservation onto the new event date. If all other details (time, location, attendees, equipment, etc. ) stay the same, then you are done. If you need to change details, locate the new event in your reservations list, and click the edit button. This will bring you to the Edit Reservations window to change details. 13

Archibus | Viewing & Editing a Room Reservation On the left-hand navigation pane, choose View and/or Edit My Reservations In the list of reservations that appears, you may choose to: • View Details • Edit the reservation details (room, location, etc. ) • Cancel the reservation • Copy the reservation to a new date. If your event changes date, but all other details remain the same, copy the event to a new date and then cancel the original reservation. 14

Archibus | Troubleshooting • When creating a room reservation, you will need to enter a time for your event before you can select a room, even though you can leave the From and To fields blank when you first start. Leaving those fields blank allows you to see the existing reservations for the rooms in your location, but you’ll need to specify a time before selecting a room. You can enter a time by filling in the From and To fields, and clicking Apply Filter. You may also simply drag across the timeline for the room you would like to select. After a time is entered, you may use the radio buttons to select a room as usual. • Whenever you see an ellipsis in a field in Archibus, you will not be able to directly enter a value. You have to hit the ellipsis button, and then double-click to select the appropriate value from the list. • If you are unable to see any rooms, or are getting an error message, you should hit the Clear Filter button, and then re-enter your criteria, and try to Apply Filter again. • If no rooms show up in the available rooms list, it may be that there are no rooms available meeting your criteria. • If all else fails, close your browser and log back into Archibus. If you are having trouble logging in, you may need to clear your browser history and then re-enter your WUSTL key. 15

Archibus | Getting Help For Technical Assistance contact the IT Help Desk: cithelpdesk@wustl. edu 314 -362 -7798 For Other Issues contact Rudo Gray: rudogray@wustl. edu 314 -362 -5393 16