Creating a Schedule Request

To book a room or other resource, submit a new Schedule Request and fill in the available fields. Exactly which fields you see depends on how your organization has this module configured.

Basic details

• Name — what to call the request (typically the event or activity name).
• Request Type — the category of request, if your organization uses types.
• Buildings — which building the event is in.
• Resources — the room, equipment, or other bookable items you need. If a resource supports quantity, specify how many (for example, 20 chairs). If what you need isn't in the list, there's a free-text field for describing it.
• Make private — hides the request from general visibility, if your organization allows it.
• Booking on behalf of someone else — if you're arranging this for another person, you can submit the request as them rather than yourself.

Event time vs. reservation time

A Schedule Request tracks two separate time windows:

• Event time — when the actual event happens.
• Reservation time — when the resource is held for you, which can be longer than the event itself to account for setup and teardown. For example, a 2-hour event might have a 30-minute setup beforehand and a 15-minute teardown after, so the room is reserved for 2 hours and 45 minutes even though the event itself is 2 hours.

If a building uses access control on entrances, your reservation can also control when doors unlock and lock relative to your event.

Recurring requests

A Schedule Request can repeat — daily, weekly, monthly, or another interval — with an end condition such as a specific end date or a fixed number of occurrences. Each occurrence in a recurring series is scheduled independently, so a conflict on one date doesn't affect the others.

What happens next

Once submitted, your request may need approval, a cost estimate, or an invoice, depending on the resources involved. See Schedule Request Statuses for what to expect.