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Resource booking

itslearning's resource booking allows you to create resources – such as meeting rooms, cameras, computers, smartboards and projectors – and let other users book them in the calendar.

Getting started with resource booking

There are two profile settings connected to the resource booking:

• Manage resources: Allows you to add and edit resources from Admin >> Resource management.
• Resource booking: Allows you to book resources in the calendar.

When Manage resources is enabled for a profile, this option becomes available in the Admin interface:

See the How-tos section for step-by-step instructions.

Booking resources in the calendar

Those whose profiles that have Resource booking enabled will see an Add resource option when adding events to the calendar.

The screenshot shows the resource booking overview. Available resources are shown in green, while those already booked are in red. Booked resources cannot be booked by others.

When adding recurring events, you may see that a resource is labelled 'Partially booked'. This means that the resource is booked by other users some of the recurring days, but not all. When an already partially booked resource is booked, it will be booked for those days on which it is available.

Availability statuses

Only resources that are marked as available can be booked, but some resources are marked as booked or partially booked.

• Available: The resource is available for the entire event, and can be booked.
• Booked: The resource is unavailable for the entire event, and cannot be booked.
• Partially: The resource is available at least some time of the event, and cannot be booked.

Enabling or disabling resource booking

Site administrators can enable or disable Resource booking for their site from Administration >> Edit global settings >>Features and security. Tick or untick Enable resource booking under Available functions.

How-tos

Granting profiles rights to add and edit resources

Note that you must be administrator of the organisation to add or edit resources.

1. Click the Admin tab.
2. Click Profiles.
3. Click the Edit icon for the profile to which you want to grant access for adding and editing resources.
4. Under Administration, check the Manage resources box.
5. Click Save.

Granting profiles access for booking resources

1. Click the Admin tab.
2. Click Profiles.
3. Click the Edit icon for the profile to which you want to grant access for booking resources.
4. Under Profile functionality, check the Resource booking box.
5. Click Save.

Creating resources

Those with profiles for which Manage resources is enabled in the profile settings can create resources other users can book. To create a resource:

1. Click the Admin tab.
2. Click Resource management.
3. Click Add resource.
4. Enter information in the following fields:
   • Resource name: The name of the resource as it appears in lists and calendar entries is given here. An example is 'Canon 5D'.
   • Short name: Enter a code or short name for the resource, such as 'can5d'.
   • Description: Provide a short description of the resource here, such as 'SLR digital camera with tripod'.
   • Available for: Select the roles to which the resource is to be available.
   • Hierarchies: Select the hierarchy to which you wish the resource to be available.
5. Click Save.

Booking a resource

1. Click the Calendar tab.
2. Click Add event.
3. Under Resources, click Add resource.
4. Check the box in front of the resource you want to book.
5. Click Add.

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