Room reservations

Use room reservations to view room availability, request a room booking, and manage room settings.

The room-booking interface displays the library's public rooms and their availability. Availability is indicated by color:

  • Dark green: The room is available.

  • Light green: The selected reservation time and duration.

  • Red: The room is unavailable because the library is closed or the room is already in use.

You can filter rooms by location, room, maximum capacity, and date. Select the information icon next to a room name to view more information, or select Book Now to request a booking.

Create a room booking

After selecting a room, sign in with your library credentials. Depending on library policy, you may also be able to select Book as Guest and provide your name and email address.

Information icons next to fields provide additional information about those fields.

  1. Select the booking date and verify that your preferred time is available.

    Available times are shown in dark green.

  2. Enter a start time in Booking Time, or select the corresponding dark-green segment in the availability bar.

  3. Enter the end time in Booking End Time.

  4. If available for the selected room, choose a Room Layout and Booking Type, or keep the default selections.

  5. Review the room cost, if applicable.

    The cost may vary based on the booking duration, room layout, booking type, and library policy.

  6. Answer any custom questions.

    Required questions are marked with an asterisk (*).

  7. Select Add Booking, and then select OK in the confirmation prompt.

    A confirmation message indicates whether the booking was automatically approved or submitted for staff review.

Manage rooms

Configure rooms that are available for reservation. The first room must be created from scratch. When creating additional rooms, you can copy the settings of an existing room.

Save your changes after editing room settings.

Room settings include:

  • Room Name: The name of the room. This field is required.

  • Room Location: The location of the room. This field is required.

  • Room Description: A description of the room. Some text is required.

  • Room Person Email: The email address of the staff member responsible for the room.

  • Room Parent: The parent room for split, multipurpose, combined, or dependent rooms.

  • Staff Visibility: Controls staff visibility.

  • Public Visibility: Controls public visibility.

  • Guest Bookings: Allows guests to book using their name and email address.

  • Terms & Conditions Acceptance: Requires acceptance of configured terms and conditions.

  • Insurance Acceptance: Requires acceptance of configured insurance requirements.

  • Require Approval: Specifies whether a booking requires approval.

  • Buffer Time Between Bookings: Specifies a buffer, in minutes, between public bookings. Staff can override this setting.

  • Time Increments: Specifies the booking-time increments.

  • Hide Cost from Patrons: Hides the room cost from patrons.

  • Room Images: Adds images of the room. The top image is used as the default. Images must be at least 1000 × 500 pixels.

  • Room Note: Adds a note that is visible only to staff.

  • Custom Questions: Adds questions to the room-booking form.

Configure Custom Questions

You can add the following types of custom questions:

  • Short Answer for numerical responses.

  • Long Answer for paragraph responses.

  • Multiple Choice for selecting one option.

  • Checkboxes for selecting multiple options.

  • Dropdown for selecting one option from a list.

Configure Room Availability

Set the days and times when a room is available for booking.

  • Configure the hours and days that the room is available each week.

  • Add multiple availability periods within the same day when needed.

Configure Room Layouts

Configure the layouts available for a room. Layout settings include:

  • Name and description

  • Maximum seating capacity

  • Default layout

  • Maximum and minimum booking lead time

  • Maximum and minimum booking duration

  • Additional setup and cleanup time

  • Additional flat-rate cost

  • Visibility

  • Layouts that are not publicly visible are available only to staff.

Configure Booking Types

Configure the types of bookings available for a room. Booking type settings include:

  • Name and description

  • Hourly rate used to calculate the room cost

  • Default booking type

  • Maximum and minimum booking lead time

  • Maximum and minimum booking duration

  • Public visibility

    Booking types that are not publicly visible are available only to staff.

Access Room and Location Links

Room Reservations provides links that you can use to access individual rooms or rooms at a specific location:

  • Room QR code and URL: Links to the individual room.

  • Location QR code and URL: Links to rooms at the room's location.