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Smart Bookings

If you are not sure which room you require, or do not need to book a specific room, the Smart Booking function can be used. The user simply needs to input their requirements (e.g. number of attendees, number of tables needed) and the system will generate an available room that fits these requirements.

Using Smart Booking

  1. Start Date - Insert the start date and time of the booking using the date and time picker.
  2. End Date - Insert the end date and time of the booking.
  3. Room Requirements - Tick any features that are required for the booking (e.g. number of chairs)
  4. Room Type - Select the type of room you wish to book;
  5. Locations - If needed, select a certain location that you require your room to be;
  6. How many attendees? - Enter the total number of attendees for the booking, so that the system can choose a room with the correct capacity.
  7. Description - Provide a brief description of the booking, such as the reason for booking.
  8. Will there be an External Speaker attending? - Tick the box if there is an External Speaker scheduled to attend the booking.
  9. External Speaker Information - If you are inviting an External Speaker, here the user can enter a few details about the External Speaker.
  10. When you have finished selecting your requirements, click Book to generate an available room and complete the booking.

What happens if there are no rooms available using the Smart Booking Function?

If the Smart Booking function is unable to find an available room, an error message will be displayed. The user will need to adjust their criteria to try and find an available space (e.g. changing the date and time of the booking.)

Updated on 17th September 2023