Setting up reservations
Before the reservation process begins, certain activities are necessary to prepare the application for your room reservations, equipment reservations, and vehicle reservations. These setup activities include editing the details of a reservable room, such as its name, layout, reservation type, calendar, group, and room services. The reservation type determines whether the room is a private, requestable, or reservable room. The reservation calendar defines the working hours and non-working events for the room. The reservation group defines the members who can manage the room.
- Reservation Space Groups
A reservation space group combines two or more individual spaces to make one larger space, which can have a greater capacity than the individual spaces. - Setting up application settings
Use your application settings to specify the service activation durations, tentative booking durations, and projector specification classes. You can also specify the colors to use in calendar views for declined and dependent resource reservations. If the IBM TRIRIGA Workplace Reservation Manager application is integrated with Microsoft Exchange, specify the Microsoft Exchange properties. - Setting up reservation calendars
Use your reservation calendars to specify the working hours and non-working events for your reservable resources. After you activate your calendars, open each reservable resource to select its calendar. - Setting up work task templates
Use your work task templates to specify the task details that are applied when work tasks are created for a reservation. The application contains several main reservation request classifications: meeting space, workspace, asset, and vehicle. For each request class, define the service plan. Then, for each service plan, define the work task templates. - Setting up blanket purchase orders
Use your blanket purchase orders to specify the food services for your reservable spaces. After you activate your blanket purchase orders, open each reservable space to select its food service contracts. - Setting up resource entitlements
Use your resource entitlements to specify the functional role of each user, and the reservable resources that each role is entitled to reserve. For each person, define the functional role. For each reservable resource, define the resource specification. Then, for each resource specification, define the functional roles that have entitlements. - Setting up inventory items
Use your inventory items to create the reservable assets when the items are received in inventory. To set up inventory, define the primary locations with their equipment and buildings. For each primary location, define the storage areas. For each inventory item, define the equipment specification, primary location, and storage area. Then, receive the items into inventory to create the assets. Finally, open each asset to define it as reservable. - Setting up assets
Use the Reserve tab of the Asset form to specify the reservation details for the equipment item, vehicle, or other asset. - Setting up spaces
Use the Reserve tab of the Space form to specify the room name, room layout, reservation type, room services, and other reservation details for the space. - Setting up reserve bulk updates
Use the bulk update process to update the reservation details for multiple reservable resources at a time, without leaving the process form. These reservable resources can include rooms, equipment, or vehicles. - Setting up reservation groups
Use your reservation groups to specify the rooms that the group manages, and members of the group. After you save your groups, each reservable room shows its selected group. - Setting up reservation space groups
To create a reservation space group, you specify the reservable spaces that are part of the reservation space group. - Setting up resource downtime
Use your resource downtime records to specify the reason, duration, and resources that are going offline. After you activate your records, edit any affected reservations. - Setting up reservation policies
Use your reservation policies to specify how far in the future a set of rooms can be reserved, and which users can make the future reservations. For example, a company can use reservation policy records to allow advance booking by selected administrative assistants before the rooms are opened for booking by general users. Reservation policy records can also be used to designate specific rooms for specific users such as to secure a block of rooms for the use of a specific product team. After the policy time period ends, the rooms are available for other users to reserve. - Implementing a defined search for a reservation query
The number of results from a reservation query can be limited. For example, you can specify that the reservation query stops processing after returning 10 results. Limiting the number of results reduces the time that is required to run a reservation query.
Parent topic: Managing reservations and reservable resources