Meeting Room Booking System (MRBS)

To make a booking in MRBS:

1. Click Log In
2. Select the specific room/appointment/item, located in the top left of the calendar
3. In the calendar, click on the date/time that you would like to make the booking. You can use the right-hand side dropdown menu to switch between day, week, or month view.
4. Fill out the corresponding fields in the form.
   • Do not include any personal information within the description field as this field will be visible on the booking calendar.
5. Click Save

Contact your website administrator if you cannot login to MRBS.

1. Click Log In
2. In the calendar, click on the date/time of the booking you would like to modify.
   • This will automatically switch to the week view on MRBS, since bookings can only be modified in week or day view and not in month view. Afterwards, click on the booking that you would like to edit.
3. Click Edit Entry, or Delete Entry to delete a booking.
4. Adjust the corresponding information in the booking.
5. Click Save

If you are unable to make edits to the booking or specific fields in the booking form, please contact your website administrator to make modifications.

Areas on MRBS contain settings that allows you to adjust finer details for booking rooms on your site. For example, you can specify the range of time users can make a booking on your site, as well as policies for creating and deleting bookings.
To edit an Area's settings:

1. Click Log In
2. Go to My Account > Rooms
3. Select the area you want to edit in the Area dropdown menu and click on the edit button beside it.
4. Adjust the settings in the corresponding form:
   • General: name of the area and whether the area is available for booking rooms
     • Times: date and time (eg. 9:00 a.m. - 5:00 p.m.)
     • Period: specific blocks (eg. Morning block, Afternoon block, Evening block)
   • Slot times:
     • Start of first slot: The start of the first time slot that can be booked for the day
     • Default duration: When users book a room, how long the booking will be by default
     • Start of last slot: The start of the last time slot that can be booked for the day
   • Booking Creation:
     • Advance booking maximum and minimum: The earliest and latest a person can book a room in advance
   • Booking deletion:
     • Advance booking maximum and minimum: The earliest and latest a person can make a cancellation
   • Limit on the number of bookings:
     • How many total room bookings can be made in a specific area (by day, week, month, year, etc.)
     • Please note that only the "This area" column can be modified; modifying the "Whole system" column is currently unavailable.
   • Limit on the duration of bookings:
     • Maximum amount of time a user can book for a particular room
   • Confirmation settings:
     • Set default status of booking when published
   • Approval settings:
     • Specify whether a booking needs to be approved before it can be booked
5. Click Change

1. Click Log In
2. Go to My Account > Rooms
3. Select the area you want to create the room for, in the Area dropdown menu.
4. In the Add Room field towards the bottom of the page, enter the following for each room:
   • Name: Room name
   • Descriptions (optional)
   • Capacity: limit for each room (optional)
5. Click Add Room

Occasionally, you may want to prevent users from booking a particular room temporarily, or reactivate a Room that has been disabled previously. This can be done by:

1. Click Log In
2. Go to My Account > Rooms
3. Select the area you want to create the room for, in the Area dropdown menu.
4. Click on the Room that you would like to hide.
5. Set status to Disable
6. Click Save

To generate a bookings report:

1. Click Log In
2. Go to My Account > Report
3. Set the start and end dates of the bookings you want to appear in the report, as well as the area and room filtering criteria.
4. In addition, you can also select other filtering criteria to further refine your report.
5. Under the Output options section, select:
   • CSV for the format option, to download the report as an Excel file
   • HTML option to display the report as a table on the page
6. Click Run Report

On MRBS, logins are automatically enrolled based on CWL, and individuals are automatically added as users, which will allow them to create a booking on the site. For giving someone site admin access to adjust and manage site settings, you will need to manually add them to the website:

1. Click Log In
2. Go to My Account > User list
3. Enter the user's CWL username and email address associated with their CWL account
4. Set permission to Admin; leave all other fields as default.
5. Click Save

Please contact us for any adjustment to these areas of the site (site name, site descriptions, and contact information in the footer)