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Member Bookings

Members also have the option to book rooms via the Student Dashboard if you would like them to do so.

They will have 2 booking options: - Advanced Bookings - allows them to select exactly which room they would like to book - Smart Booking - allows them to enter their requirements for their booking (such as number of attendees, equipment required, preferred location) for the system to identify and book a room that is suitable

Guidance for members on how they can submit and manage their bookigns can be found here.

Turning on Room Bookings for Members

A setting is required in order to turn Room Bookings on within the Student Dashboard. System Administrators tyically have the access required to make changes to settings:

  1. Navigate to System Configuration > Settings
  2. Scroll down to the Student Dashboard section and click the dropdown to open its settings
  3. Under Visibility Options, move the Room Bookings option to the Chosen Settings box
  4. Click Save at the bottom of the Student Dashboard settings list to save your change

All members will then have the Room Bookings option available on their Student Dashboard.

Below, you will find guidance on how you can review and approve booking requests made by members via the Student Dashboard.

Approving Member Bookings

A list of outstanding bookings can be found within the main Overview tab under Outstanding Requests.

To review and make a decision on these requests, you will need to view these via the List tab:

  1. Navigate to the List tab within the Room Bookings module
  2. Any bookings that require approval will be marked as ‘Not Authorised’ within the status column
  3. Click the blue 'View' button to view the details of the booking
  4. Two additional options will be shown alongside these bookings for you to make a decision
    1. ‘Authorise Booking’ – authorised bookings will officially book the room for that time and be marked as ‘Future’ within the status column. These will then be marked as ‘Approved’ within the Student Dashboard
    2. ‘Decline Booking’ – declined bookings will be marked as ‘Declined’ within the status column, as well as the Student Dashboard. All declined bookings will move to the Deleted Bookings tab so you can retain a record of bookings that were not approved
    3. Should the above setting be enabled, the provisional booking will be removed from the calendar and timeline views, and the room will become bookable again.

An approved booking can be deleted at a later date if needed, and these can then be found within the Deleted Bookings section.

Will rooms be held where there is an outstanding request from a student?

A setting is available for you to enable a preliminary hold on rooms. This will put a temporary hold on a room where there is a pending request from a student made via the Student Dashboard and will not allow a booking to be made for that room until the booking is declined or cancelled.

Where a booking request is declined, this temporary hold will then be removed and the room will become bookable again.

See here for further guidance on how to enable this setting.

Updated on 22nd January 2026