Using Room Reservation to Streamline Operations Support Accountability

Using Room Reservation to Streamline Operations & Support Accountability Presented by: Ryan Bolender, CBORD 1 | CBORD 2018 User Group Conference | Presentation

About Your Presenter… Ryan D. Bolender Application Analyst ● CS Gold Services ● CBORD Managed Services 2 | CBORD 2018 User Group Conference | Presentation

What is Room Reservation? Room Reservation allows you to reserve special purpose rooms (i. e. practice room, meeting room). This feature is accessed from the Student. Web menu in CS Gold® Web. Manager™. 3 | CBORD 2018 User Group Conference | Presentation

Software Requirements The following software is required for Room Reservation: • CS Gold version 7. 0. 0 or later • CS Gold Web. Manager version 5. 0. 6 or later 4 | CBORD 2018 User Group Conference | Presentation

Setup Checklist • Set up location groups that contain the reservable locations. • Create reservation groups by using Table Editor to edit the RESERVATIONGROUPS table. Give patrons access to the group by setting the PATRONGROUPIDS field to a comma-delimited list of patron group IDs that can make reservations in this group. • Enable Room Reservation in Priv Editor. • Configure additional permissions such as schedules, proxy privileges, or approval permissions. 5 | CBORD 2018 User Group Conference | Presentation

Setup Location Groups The Room. Reservation_Hierarchy SITEINFORMATION parameter (set to -1 by default) controls the hierarchy that Room Reservation uses to retrieve location groups. Note: Only one hierarchy is to be listed in the Room. Reservation_Hierarchy SITEINFORMATION parameter. 6 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups RESERVATIONGROUPS TABLE 7 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups The columns are: • LOCATIONGROUPID: ID of a location group containing the reservable rooms. • PATRONGROUPIDS: Comma-separated list of patron group IDs that can access this reservation group. The other columns are group-level policies that change the appearance or behavior of the ROOM RESERVATION page. The default values can be changed by editing the -1 group. The available policies are listed below: • GROUPNAME: The name of the reservation group as it should appear on the ROOM RESERVATION page. If not set and no value is inherited from the -1 group, the location group’s LONGDES is used. Patrons will see the group name only if they have access to more than one reservation group, in which case they will have to select a reservation group from the ROOM GROUP drop-down list on the ROOM RESERVATION page before reserving a room. 8 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups • DEFAULTRESERVATIONLENGTHMINS: Controls the default number of minutes to reserve a room. If the HIDETIMECONTROLS parameter is set to 0, patrons can change the length and start time of their reservation. The default setting is 60. • MAXRESERVATIONLENGTHMINS: Controls the maximum number of minutes that a patron can reserve a room. The default setting is 180. • REMINDERMINS: Controls the number of minutes before expiration to remind patrons that their reservation is expiring. If the value is positive, the reminder time is static and patrons cannot change it, although they can still choose to disable reminders. If the value is negative, patrons can choose their own reminder time and the numeric portion of REMINDERMINS controls the initial value. For instance, if REMINDERMINS is set to -5, patrons can choose their own reminder time from several options and 5 m is selected initially. REMINDERMINS is set to -5 by default. Note: If the value is negative, the parameter must match one of the values on the page (currently 1, 5, 10, 15, or 30). If REMINDERMINS does not match any of the values on the page, 5 m is selected. 9 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups • TOPMESSAGE: Optional message to display at the top of the ROOM RESERVATION page. • BOTTOMMESSAGE: Optional message to display at the bottom of the ROOM RESERVATION page. • PHONEMESSAGE: Message to display on the screen that requests the user's phone number. By default, this parameter is set to: Would you like a reminder when your reservation is ending? If so, enter your phone number. • REMINDERSUBJECT: Subject of the notification sent when a user's reservation is expiring. • REMINDERMESSAGE: Body of the notification sent when a user's reservation is expiring. The following tokens are available: $(room): Name of the reserved room $(time): Time that the reservation starts 10 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups The following two parameters control the number of concurrent active reservations a patron may create, where active reservation is a reservation whose end time is in the future. If both parameters are set for a given reservation, the more restrictive setting is used. The default behavior is that patrons can create one reservation per reservation group in an unlimited number of reservation groups. • MAXGROUPRESERVATIONS: Number of concurrent active reservations per patron for rooms in this group (where an active reservation is a reservation whose end time is in the future). If the parameter is not set on a given reservation group, the value is inherited from the -1 reservation group. The default setting is 1. • ROOMRESERVATION_MAXRESERVATIONS: Controls how many concurrent active reservations a patron may have at once among all reservation groups. This parameter can either be set on individual patrons or on patron groups by using Table Editor to edit the PATRONGROUPPARAMS_V table. If the parameter is not set on the patron and is set on more than one of the patron's patron groups, the maximum value is used. This parameter does not have a default setting, meaning patrons are allowed unlimited concurrent active reservations (within the bounds of the MAXGROUPRESERVATIONS parameter on each reservation group). If the parameter is set on neither the patron nor any of the patron's patron groups, the default 11 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups • RESERVATIONSUCCESSMESSAGE: Customizable message that can be sent to patrons when they successfully reserve a room. The message is optional and by default has no value. The following tokens are available: $(room): Name of the reserved room $(time): Time that the reservation starts • ALLOWSIMULTANEOUSRESERVATIONS: Set this parameter to 1 to allow a given patron to make reservations with overlapping times (for example, one reservation from 3 PM – 4 PM and another reservation from 3: 30 PM – 4: 30 PM on the same day). The default setting is 0. 12 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups • NOSHOWTIMEMINS: Reservations can expire automatically if no one from the reservation shows up before a certain amount of time passes after the beginning of the reservation. When a reservation expires, the room is released and becomes available for reservation again. The amount of time in minutes before a reservation expires is controlled by the NOSHOWTIMEMINS parameter. If the parameter is not set or is set to 0, reservations do not expire until the reservation end time. The value of NOSHOWTIMEMINS on the default group is not set by default. Additionally, a Reservation No Shows report (800100) has been added under the Room Reservation Reports folder to display information about no-shows. (The NOSHOWTIMEMINS parameter was added in CS Gold Web. Manager version 6. 0. 4. ) 13 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups Example: Percussion Rooms Reservation Group Configuration 14 | CBORD 2018 User Group Conference | Presentation

Create Reservation Groups Example: Piano Rooms Reservation Group Configuration 15 | CBORD 2018 User Group Conference | Presentation

Enable Room Reservation in Priv Editor 16 | CBORD 2018 User Group Conference | Presentation

Operation In CS Gold Web. Manager, click Room Reservation on the Student Web menu to access the ROOM RESERVATION page. 17 | CBORD 2018 User Group Conference | Presentation

Operation The ROOM RESERVATION page includes the following features: 18 | CBORD 2018 User Group Conference | Presentation

Operation 19 | CBORD 2018 User Group Conference | Presentation

Operation 20 | CBORD 2018 User Group Conference | Presentation

Additional Features Reserve Rooms for Another Patron (Proxy) • To allow patrons to reserve rooms for another patron (act as the patron's proxy), set the Room. Reservation_Proxy. For. Groups patron parameter in Patron Lookup to a comma-separated list of patron group IDs for which a patron can be a proxy. When the Room. Reservation_Proxy. For. Groups patron parameter is set, a patron may reserve rooms for another patron (act as the patron's proxy). Set the parameter to a comma-separated list of patron group IDs for which the user can be a proxy. When the parameter is enabled, a RESERVING FOR drop-down field will appear at the top of the proxy's ROOM RESERVATION page next to the ROOM GROUP drop-down field. The RESERVING FOR drop-down list will include all of the patrons the current user is allowed to reserve rooms for, including the current user's name at the top of the list. The user can select a patron from the drop-down list or type the patron's name in the field. When the proxy selects a patron's name from the drop-down list, the ROOM RESERVATION page refreshes and displays the available rooms that the proxy has a right to reserve. The proxy can reserve and drop rooms for the selected patron only if the proxy has access to the room 21 | CBORD 2018 User Group Conference | Presentation

Additional Features Multiple Patrons Per Reservation Additional patrons can be added to a reservation. For example, a club president could reserve a meeting room and add the vice president to the reservation so that if the president is unable to attend the meeting, the vice president could unlock the room and conduct the meeting. To additional patrons to the reservation, click in the Who else can open the door? field and search for individuals by name or email address. Click the X next to a name to remove the individual from the reservation. To enable adding additional patrons to a reservation, use Table Editor to set the value of the ALLOWADDITIONALPATRONS column in the RESERVATIONGROUPS table to 1. If the value of a column is null for a given reservation group, the value is inherited from the -1 group. ALLOWADDITIONALPATRONS is set to 0 on the -1 group by default, meaning reservation add-ons are not allowed by default. Additional patrons will be given the same access to the room as the reservation owner. Reservation owners can only add patrons to a reservation if the given patrons could reserve the room at the time of the reservation themselves. If the reservation is being created by a user with proxy permissions (such as a department secretary), the proxy user can also add any patron he/she can proxy for, regardless of the patron's access privileges. 22 | CBORD 2018 User Group Conference | Presentation

Additional Features Room Reservation Approval The feature to require approval for reservations on a per-room basis allows some groups of patrons to reserve a room immediately while other groups require approval on their reservation requests. For example, faculty and staff may be able to reserve rooms directly while students require approval. A room can be configured to require approval by setting the location configuration parameter Room_Reservation_Approval_Exceptions, which holds a commaseparated list of patrongroupids that do not require approval for the location on which it is set. If the parameter is left blank, no one requires approval for the location. Approvers are specified in the RESERVATIONGROUPS table (accessed in Table Editor). The APPROVERIDS column holds a comma-separated list of patron group IDs for patrons who are allowed to approve pending reservations for patrons in that reservation group. If the APPROVERIDS column is left blank, meaning there is no approver for that reservation group, approvals are not required for the reservation group. An approver ID must be set and Room_Reservation_Approval_Exceptions must be set on the room in order for this feature to work. For requests requiring approval, the approval status of the request is shown in the MY UPCOMING RESERVATIONS section of the ROOM RESERVATION page (*pending approval) 23 | CBORD 2018 User Group Conference | Presentation

Additional Features Room Reservation Approvals are processed from the ROOM RESERVATION APPROVAL page. When there are outstanding reservations requiring approval, the Room Reservation Approval link in the menu will be bold and show the number of reservations pending approval. If a reservation is denied, the approver has the option of entering a brief message to explain the decision to deny. Your reservation request for $(room) at $(time) has been denied. If the approver provides a message when denying a reservation, that message will appear after the default deny message. Your reservation request for Jones Hall at 09/11/2015 has been denied. Room flooded. 24 | CBORD 2018 User Group Conference | Presentation

Additional Features Additional Information to a Room Listing When a location is given an extended description or an image, an information icon will appear next to the room listing on the ROOM RESERVATION page. Clicking the information icon will display additional information about the room. 25 | CBORD 2018 User Group Conference | Presentation

Additional Features Additional Information to a Room Listing 26 | CBORD 2018 User Group Conference | Presentation

Additional Features Reports Reserved Rooms Use (Report 700024) - This report provides information about which patrons reserved which rooms, including the duration of the reservation. You can select the following information to include in the report: Start Time, Location Number, Location Name, Last Name, First Name, and Duration. Reserved Rooms Use – Location Summary (Report 700025) - This report provides reservation information by room. Drill down into each location to see more information. You can select the following information to include in the report: Transaction Date, Location Number, and Location Name. Reserved Rooms Use – Patron Summary (Report 700026) - This report provides reservation information by patron. Drill down into each patron to see more information. You can select the following information to include in the report: Transaction Date and Last Name. You can use the Advanced Search feature to perform an advanced search. Reservation No Shows (Report 800100) - This report provides information about no-shows. The report includes the reservation start date and time, reservation owner PIK and name, the location number and name, the group, and the no show time. Active Reservations (Report 800101) - This report shows actively reserved rooms, who reserved the rooms, and when the reservation starts and ends. 27 | CBORD 2018 User Group Conference | Presentation

What is In. View? CS Gold® In. View™ is an i. OS app that delivers specific CS Gold application functionality to the i. Pad®. In the initial version, In. View is supported for use on an i. Pad at the door of a room. The i. Pad will show what event is in progress in the room and the access control card reader that can be used in conjunction with the i. Pad to reserve the room either now or in the future. 28 | CBORD 2018 User Group Conference | Presentation

What is In. View? 29 | CBORD 2018 User Group Conference | Presentation

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