Facility Reservation

To Display Facility Reservations (Group/Week)

You can check schedule of reservations per facility group or all facilities.
In addition, you can add, view, edit reservations.

• Choose a facility group to display its facilities.
  
  * Facilities and facility groups which categorize facilities can be created by only system administrators or application administrators who manage all facilities.
• Change start date of schedule of reservations for one week.
  : Schedule of reservations started one week before is displayed.
  : Schedule of reservations started one day before is displayed.
  : Schedule of reservations started today is displayed.
  : Schedule of reservations started one day after is displayed.
  : Schedule of reservations started one week after is displayed.
• Find free time.
  When you press the link of Find Free Time, Find Free Time screen is displayed.
  Please refer to To Find Free Time of Users and Facilities for more details.
  
• When you click the print link, a printable view is opened in a new window.
  
  When you select a print menu, a printable facility reservation screen is displayed in a new window.
  If you click Print (without frame), printable view of text format is displayed.
• Date and day is displayed.
  When you press a link of the date, "Group/Day" screen is displayed.
• Switch between "Day", "Week", "Month" screen.
  When you press each icon, reservations for the facility for "Day", "Week", "Month" respectively is displayed.
• Schedule of reservations is displayed.
  When you press a reservation, purpose, start date/time, end date/time, details are displayed in a balloon.
  When you press the link of Details of Event, the details screen is displayed.
  Please refer to To Check Details of Reservation for more details.
  You can go to edit screen of an event by double click a facility reservation.
  
  * If you do not have the required permission, double click will move you to the details screen.
• Add a reservation.
  When you press the area you selected, Add Event screen is displayed.
  Please refer to To Add (Make) Reservation for more details.
  
• Facility name is displayed.
  When you press a link of the name, the facility information window is displayed.
  
  * If a system administrator has set Details of Facility option to display, the link is displayed.
• Narrow down facilities.
  When you check a box beside of the facility name field, a message is displayed above the date (day of week).
  
  • "Narrow down"
    When you press the link, the reservations for only facilities you checked.
  • "Cancel"
    When you press the link, the checkbox is unchecked and the message disappears.
  • "Reserve the facilities you checked"
    When you press the link, facilities you checked are set to the facilities field and Add Event screen is displayed.
    
    * If you do not have "Add" access right to facilities, the facilities are excluded.
  

To Drag And Drop to Move Dates
You can move the date of events by dragging and dropping the event box on a calendar.


Click the event, drag to the new date, and release your mouse, and the event is moved.

To Display Facility Reservations (Group/Day)

The list of reservations for one day, per a facility group or all readable facilities is displayed.
You can add, view, edit reservations.

• Scroll the schedule horizontally.
  The schedule is scrolled horizontally when you press and hold down the button.
  Or, you may click and hold down the mouse button, and move the mouse on a light blue bar that shows time.
  
• The line is displayed based on current time.
• When you click the print link, a printable view is opened in a new window.
  
  When you select a print menu, a printable facility reservation screen is displayed in a new window.
  If you click Print (without frame), printable view of text format is displayed.
• Reservation with unspecified time is displayed.
  An all day reservation is displayed.

To Drag And Drop to Change Time
You can change the time of events by dragging and dropping the event box on a calendar.
- To move time


Click the event, drag to the new time, and release your mouse, and the event is moved.

- To change length


Click a edge of the event, drag to the new time, and release your mouse, and the length of event is shorten or lengthened.


To Select Time of Events
Dragging the mouse, you can select a time span where events are assigned to.


Click a cell and drag the mouse, and you can add an event that will be assigned to the selected time. The time is editable on "Add Event" screen.

To Display Facility Reservations (Month)

One month schedule of reservations for a facility is displayed.
You can add, view and edit reservations.

• The facility name is displayed.
  When you press the link of the name, the facility information window is displayed.
  
  * If a system administrator has set Details of Facility option to display, the link is displayed.
• The calendar window to choose year and month to display is displayed.
  When you press a month, the schedule of reservations for the month is displayed.
• When you press a day, the schedule of reservations for the day is displayed.
• When you click the print link, a printable view is opened in a new window.
  
  When you select a print menu, a printable facility reservation screen is displayed in a new window.
  If you click Print (without frame), printable view of text format is displayed.
• When you press a right arrow, the schedule of reservations for the week is displayed.

To Drag And Drop to Move Dates
You can move the date of events by dragging and dropping the event box on a calendar.
- To change date


Click the event, drag to the new date, and release your mouse, and the event is moved.

To Add (Make) Reservation

When you press an area of the event displaying field in "Group/Day", "Group/Week", or "Month" screen, the area is colored and selected.
When you press the selected area again, Add Event screen is displayed. If the date and time was obtained, they are set to the event.



About Buttons

• Select Facilities.
  When you click Facilities, Facilities window is displayed.
  
  * Please refer to the explanation of Schedule for selection facilities.
• Select users to whom an event is added.
  When you press "Select" button, Select User window is displayed.
  An event inherited from the reservation is added to the users you selected.
  (Please refer to the explanation of the user/group/role selection in the user's manual for the user selection window.)
  
  * Please refer to the explanation of Schedule for selection users.
• Setup the recurring reservation.
  When you press Recurring Event, Recurring Event window is displayed.
  You can add recurring events such as regular meeting, which is held on the same time and location.
  
  * Please refer to the explanation of Schedule for setup recurring event.
• Setup the irregular reservation.
  You can add the same event on several days by selecting multiple date.
  When you press Irregular Event, Irregular Event window is displayed.
  Select dates you want to add the event.
  
  * Please refer to the explanation of Schedule for setup irregular event.
• Set approval request.
  When you add the event to other users, you can request for approval of the event.
  A user who is requested for approval the event approves or disapproves in the detail of the event screen.
  
  * If you are not participated in the event, you cannot request for approval.
• Attach files to the reservation.
  When you press the button, Attachment File window is displayed. Select files you want to attach.
• Set a reminder.
  When you press Reminder, Reminder window is displayed.
  Choose when you want to send a reminder.
  
  * The reminder is sent to the email address that is selected in your profile.
  * If you are not participated in the event, you cannot set a reminder.
  
• Set visitors.
  If people from outside are participated in the event such as a meeting, set visitors.
  When you press Visitors, Visitors window is displayed.
  Enter contact information, reception room, remarks, company names and names.
  
  * Visitors information is linked to Visitor application.
  * Please refer to the explanation of Visitor Management in user's manual for more details.
  
• When you press Event Color, you can choose any one of 12 types, 6 colors (Border only, Filled).
• When you press Sticky Note, you can copy the information to a Sticky Note.
  Please refer to the explanation of Sticky Note for more details.
  
  * If you are not participated in the event, you cannot use Sticky Note.
• When you click Icon, Icon window is displayed.
  Select an icon you want to set the reservation.

Adding Reservation

• Enter a start and end date/time.
  
  * If the event is a recurring or irregular event, the start time after end time is accepted.
  * If you check "All Day", you cannot select the time.
• Enter and/or select a purpose.
  You can select one from purpose items which you and the Facility Reservation application administrators have setup.
  * If you select a purpose item, its color will be assigned to the event.
• Enter details of the reservation.
• Select icons put the reservation as option.
  
• Users who participated in the event/reservation are displayed.
  When you press "Select" button, Select User window is displayed.
  (Please refer to the explanation of the user/group/role selection in the user's manual for the user selection window.)
  
• Choose the notification options.
  
  * This option is displayed only if at least once user is selected.
• Select recipients.
  
  * This field appears only when "Allow" is selected in "Add Access Limited Event" in "System Management" - "General Settings".
  * For more information, see "Schedule" in the user's manual.
• Facilities you selected are displayed.
  When you press "Select" button, Facilities window is displayed. Select facilities to be searched.

When the entry is complete, press "Add" button to save the data.

To Find Free Time of Users and Facilities

When you press the link of Find Free Time in the list of reservations screen, Find Free Time screen is displayed.
You can find free time of users and facilities with the condition such as users, facilities, period.
If you want to add an event which is using facilities to several users, you can find free time of both the users and facilities.

• Select users to be searched.
  When you press "Select" button, Select User window is displayed. Select users to be searched.
  (Please refer to the explanation of the user selection in the user's manual for the user selection window.)
  
• Select facilities to be searched.
  When you press "Select" button, Facilities window is displayed. Select facilities to be searched.
  If you selected several facilities, you can define a condition of "available time".
  
  • Define it as available time if ALL of the selected facilities are available.
    You will find available time when all of the selected facilities are available.
  • Define it as available time if ANY of the selected facilities are available.
    You will find available time when any of the selected facilities are available.
• Enter a period of search.
  When you press the entry field, a calendar screen is displayed. Click a date from the calendar to set the date in the text box.
  * Events from the specified date for one week are displayed. * Enter a date in MM/dd/yyyy format, numeric.

When you press "Search" button, events that match the search criteria are displayed in the list screen.

- Search Results

• The search conditions are displayed.
• The period of displaying events in search results.
• Change the period of schedule of reservations.
  : Schedule of reservations started one week before is displayed.
  : Schedule of reservations started one day before is displayed.
  : Schedule of reservations started today is displayed.
  : Schedule of reservations started one day after is displayed.
  : Schedule of reservations started one week after is displayed.
• Free time displayed.
  Here you can see available time of the selected users and facilities.
  "Scheduled" indicates that any of the selected users already has an event.
  Time spans filled with light blue are not available because they have been already reserved or have a certain limit.
  Click a empty cell, and it will be selected and highlighted.
  Click the cell again, and you can move to "Add Event" screen where the selected users, facilities, and time span are assigned.

To Drag to Select Time of Events
Dragging the mouse, you can select a time span where events are assigned to.


Click a cell and drag the mouse, the selected and highlighted time span changes.
Then release the mouse button, and you will move to "Add Event" screen where the selected users, facilities, and time span are assigned.
If any of the selected facilities is not available at the time, a confirmation window shown below will appear.

- At least one facility is not available at the time

The confirmation window shows available facilities of all of the selected ones.
Click "Yes" to move to "Add Event" screen where the selected users, shown facilities, and the selected time span are assigned.

- No facility is available at the time

The warning window says that all of the selected facilities are not available at the selected time.

To Check Detail of Reservation

When you press a reservation in such as "Group/Day", "Group/Week" screen, the part of the reservation information is displayed in balloon.



When you press the link of Detail of Event, Details of Event screen is displayed.
If you want to edit a reservation, use this screen.

• Display Update Event screen.
  
  * The users who match the following conditions can update the event.
  

  • ◦The owner of the event.
  • If a user is not the owner of the event, the user must have "Update" access right to all users who are participating in the event and all facilities used in the event.
• Copy the event displaying and display Add Event screen.
• Delete the event.
  
  * The users who match the following conditions can delete the event.
  

  • The owner of the event.
  • Users who are participating in the event.
  • Users who has "Delete" access right to the users who are participating in the event.
• Create minutes.
  Click minute button to create new minute which is linked to a corresponding event.
  (For more information, please refer to the explanation of Minutes in User's Manual)
• Set a reminder.
  When you press Reminder, Reminder window is displayed. Choose when you want to send a reminder.
  
  * The reminder is sent to the email address that is selected in your profile.
  * If you are not participated in the event, you cannot set a reminder.
  
• When you press Sticky note button, you can copy the information to a Sticky note.
  Please refer to the explanation of Sticky note for more details.
  
  * If you are not participated in the event, you cannot use Sticky Note.

- When Approval Is Requested
If the event that approval is requested, "Approve" and "Disapprove" button are displayed in the detail of the event screen.

• Approve or Disapprove the event.
  If the user approved the event, the event remains.

- When Minutes Is Set
If minutes are set to an event, the link of Details of Minutes is displayed in the balloon.

• Display the details of minutes.
  When you press the link of Details of Minutes, Details of Minutes screen is displayed.

To Update Reservations

When you press "Update Event" button in Detail of Event, Update Event screen is displayed.
You can edit a reservation by double clicking a reservation from the list.



You can edit any items as you can do on Add Event screen.

- In the case of the event is a recurring event or irregular event
The Date/Time field is replaced by the dedicated field.
If you want to change the recurring/irregular setting, press the link of the setting after the date field.
When you press the link, Recurring/Irregular Event window is displayed.




If you want to remove an attachment file, press "X" button beside the file name.
Other things are the same as Add Event screen.

When changes are complete, press "Update" button to save the data.


- Confirmation Window for Updating Recurring/Irregular Event

To Delete Reservations

When you press "Delete" button in Detail of Event or Update Event screen, or the link of Delete in the balloon, a confirmation window is displayed.
The message of the confirmation window may differ by user.
- Regular Confirmation Window


This type of confirmation window is displayed in the case of following.

• The user is the owner of the event
  When the user presses "Yes" button, the event is deleted. The deleted events cannot be recovered. Please take note.
  
• The user is participated in the event (who does not have "Delete" right to all the users and facilities).
  When the user presses "Yes" button, the participation of the event is removed (the user's event is deleted).
  * The event itself is not deleted.
  * If only one user is participated in the event, the event itself is deleted.

- Delete Target Confirmation Window


This type of confirmation window is displayed, if the user is participated in the event (who has "Delete" right to all the users and facilities).

• Choose Deletion Target.
  Only the event for myself: Only the user's event is deleted.
  All the event registered to other users and/or facilities: The event itself is deleted.
  

When the user presses "OK" button, the event is deleted. The deleted events cannot be recovered. Please take note.


- Confirmation Window for Non-Owner Deletes Event


This type of confirmation window is displayed, if the user is not participated in the event (who has "Delete" right to all the users and facilities).
When the user presses "Yes" button, the event will be deleted. The deleted events cannot be recovered. Please take note.


- Confirmation Window for Recurring/Irregular Event


This type of confirmation window is displayed, if the event is recurring/irregular event.
When the user presses "Yes" button, the event is deleted. The deleted events cannot be recovered. Please take note.
- Delete Target Confirmation Window

To Notify Reservations Deletion

If a user who delete an event sets Notification When Deleting option to "Use", additional input fields appear to send a notification.
A notification is sent to users who are participated in the event.

• Choose how to notify the deletion.
  Email: Send a notification by email.
  Whereabouts Message: Send a notification by Whereabouts Message.
  Do Not Notify Me: Send a notification to the users other than you.
  * If Email Notification option is set to "Do Not Use" by the administrator, Email option is not displayed.
  * If Whereabouts application is set to "Do Not Use", Whereabouts Message option is not displayed.
  * If both Email and Whereabouts Message cannot be used, the input fields is not displayed.
• Enter message.
  

When you press "Yes" button, a notification is sent and the event is deleted. The deleted events cannot be recovered. Please take note.

To Search Reservations

When you open the menu on the left side of screen, the reservation search function appears.
You can find reservations by entering various conditions, such as keyword, Owner, Facility Group.

• Enter keywords.
  The search function searches in "Purpose", "Purpose Detail", "Details" by the keywords.
  
  * If you want to specify more than one keyword, use space to separate keywords.
• Enter an owner.
  
• Choose a facility group.
  The search function searches reservations belong to the facility group you selected.
• Select options to be searched.
• Enter a period of search.
  You can specify past 1 week to 1 year from now.
  In addition, if you check "Inc. Future", you can search events in future.
• When you press "Search" button, reservations that match the search conditions are displayed in the list screen.
• When you press [] button, all search conditions are cleared.

To Use Convenience Tools

When you open the menu on the left side of screen, you can use convenience tools dedicated for Facility Reservation.
The tools include Printable View, Import from CSV File, Export to CSV File.

• Display schedules of selected facilities.
  Click the link, and schedule screen of selected facilities will appear.
  For more information, see "To See Schedule of Selected Facilities".
• Display reservations in printable view, new window.
  You can choose either weekly or monthly.
  
• You add reservations from a file (Import).
  When you press the link ,CSV Import screen is displayed.
  Please refer to To Add Reservations from File (Import) for more details.
• You can save reservations to a file (Export).
  When you press the link ,CSV Export screen is displayed.
  Please refer to To Save Reservations to File (Export) for more details.

To See Schedule of Selected Facilities

"Events of selected facilities(Day/Week)" is one of Convenience Tools which is displayed when the menu on the left side of the screen is open.
When you press the link of Day or Week, schedule screen of selected facilities will be displayed.

• Select facilities to be displayed.
  Click the button, and "Select Facilities" window will appear.
  

To Print Reservations

Printable View is one of Convenience Tools which is displayed when the menu on the left side of the screen is open.
When you press the link of Weekly or Monthly, the list of reservations for one week, one month respectively started from the date of the reservation sheet you are currently viewing.

To Add Reservations from File (Import)

Import from CSV File is one of Convenience Tools which is displayed when the menu on the left side of the screen is open.
When you press the link of Import from CSV File, Import from CSV File screen is displayed.
You can add reservations from a file in one batch.

• The fields of a reservation are displayed. You can change the order of the fields to match the file format.
  * Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
• Select a facility you want to add reservations in one batch.
  When you press "Select Facility" button, Select Facilities window is displayed. You can select more than one facility.
• Choose a file. Check "Ignore the first line" option if the first line of the file has to be ignored.
• Choose a character encoding and delimiter of the file.
  Press Change Settings link to change the character encoding and delimiter options.
  
• Choose a character encoding.
• Choose a delimiter.
  

After all entries are completed, when you press "Import" button, importing reservations is started.

To Save Reservations to File (Export)

Export to CSV File is one of Convenience Tools which is displayed when the menu on the left side of the screen is open.
When you press the link of Export to CSV File, Export to CSV File screen is displayed.
You can save reservations data to a file.

• Specify the period of reservations data to be saved to a file.
  When you press the entry field, a calendar screen is displayed. Click a date from the calendar to set the date in the text box.
  * Enter a date in MM/dd/yyyy format, numeric.
• The fields of a reservation to be saved are displayed. You can change the order of the fields.
  * Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
• Reservations for facilities are saved.
  When you press "Select Facility" button, Select Facilities window is displayed. You can select more than one facility.
• Choose a character encoding and delimiter used in the file.
  Press Change Settings link to change the character encoding and delimiter options.
  
• Choose a character encoding.
• Choose a delimiter.

After all entries are completed, when you press "Export" button, exporting reservations is started.

Facilities Selection Window
Click Select Facility on Export To CSV File screen and a facilities selection window is displayed.

• Select a group facility.
• Check "Select All" checkbox to select all displayed facilities.
• All facilities that have "read" access rights is displayed.

Press "OK" button to confirm the export target items.