ROOM MANAGEMENT | External Reservation

External Reservation

In addition to assigning room blocks and class meetings to room, Lumens allows you to record room reservations for other external events. If another organization reserves a room, you can use the External Reservation function to record these reservations. They then appear on room reservation lists and reports as a normal class meeting would.

 

To schedule an external reservation:

  1. Click ROOM MANAGEMENT, external reservation.

 

 

The next screen is the external requester screen. Just as class reservations are associated with instructors, external reservations need a requester. To add an External Requester:

  1. Click Add.

  2. Fill in the external requester information.

  3. Click Submit.

 

 

 

To create a room reservation in the name of an external requester:

  1. Click Make Room Reservation.

 

                          

  1. Fill in the desired values.

  2. Click Submit.

  3. The next screen contains a list of rooms that matched the event criteria. You can use the Refine Search action link to change your search criteria, or to add room features to your search criteria.

 

                     

  

     5.  If you have found a room that matches the event, click the Select action link next to the room. If you want to view the room features, click the

          View Features action link.

 

Defining Terms

 

  • Event name

  • Day(s) sets the days of the week that the event runs on.

  • Duration allows you to set up a repetitive schedule for the event. The event can repeat weekly or monthly. If the event occurs only once, accept the default duration of 1.

  • Starting on sets the start day for the event.

  • Start time and End time appear in reservation lists in the same place as their class reservation counterparts do.

  • City, Location is used to match the event with a room. Select the Any city, location check box if you want to return a list of all rooms.

  • Total seats is used to match with room capacity. Rooms with up to double the capacity will be considered as a match.

 

Once you have selected the room, the next screen asks you to confirm your room selection. If there are any special setup needs for the event, type them into the Setup instructions field.