Resource booking is an additional module in Insight. It allows staff to reserve rooms or resources for their own use. Rooms will be imported automatically from SIMS and additional resources such as laptop trolleys can be manually entered into Insight.
As Resource Booking is an additional module of Insight, a separate charge applies. Please contact
The following role options are required to configure Resource Booking:
Manage > Resource Booking (On)
Manage > Resource Booking > Allow configuration (On)
The Resource Booking system is configured via:
Manage > Allow configuration
Click the Configure button at the top right of the page to access the setup and management options.
This is for things that aren't rooms like laptop trolleys, iPads, the minibus, or rooms that don't appear on the timetable. Click Add to create a new resource. You should not enter the number of the resource.
You can also add a caretaker. This person will receive emails when the resource is broken. Make sure you have done communication setup.
All of the timetable periods, including the AM and PM periods, are available for Resource Booking by default. You can create custom time periods using the Intervals tab. This is often used for out of hours bookings.
Click Add to create a new Interval. The Description should explain what time (and day, if relevant) the Interval occurs e.g. "6pm - 7pm".
The Frequency field determines how often in days the interval reoccurs. Typically this will be set to 1 for weekly intervals or 7 ofr daily intervals.
Each category will contain a list of rooms/resources that can perform a certain function, such as containing computers or being able to take photos.
Click the Add button to create a new Category. You will see a list of all rooms and resources. Use the furthest left checkbox to put the room or resource in the category.
The Capacity field determines how many people can use the room/resource at once for this category e.g. a room may contain 20 computers. Keep together prevents users from sharing a room/resource.
Select the Interval style for bookings. The default (black square) is both timetabled periods and custom intervals. You can click on this toggle between the options available.
Use the Restrict button to limit the staff that are able to book this room/resource.
Users reserve rooms or resources by first selecting the date on which they would like to make the reservation. Once done, the "Select resource" link is used to select the type of resource required.
The user selects the category they require, then one of the resources or rooms in that category. Once a room/resource has been selected, the schedule for that item will appear at the bottom of the page. Resources that are in downtime (which means they are broken or are otherwise unavailable) will be highlighted in red.
The user can then reserve the room/resource by clicking the Reserve button next to the period(s) during the day that they require it. If the item is not available at the times they require, the user can select a new item by clicking on the item's name.
The bottom of the page will show a grid with all resources and rooms displayed. This is used to see an overview of all bookings for the day. The grid is colour coded; green slots are available and grey slots are unavailable.
When users are bookings resources, they will be able report malfunctions with the resources. This will place the resource into downtime (so that it cannot be reserved until the problem has been fixed) and send an email to the catetaker informing them of the problem.
The report button at the top right of the page is used to run a report showing the bookings for users over a date range.