TWU Student Union Online Reservation System Training Session

1. TWU Student Union Online Reservation System Training Session

2. The new Student Union online reservations system is a web-based software system. Provided by Netsimplicity Accessed through the TWU Student Union Website http://www.twu.edu/student-union/reservations.asp (effective the week of Feb. 1st) Accessed through Netsimplicity’s site www.netsimplicity.net/StudentUnion

3. Two ways to book reservations: With a supplied login (Preferred) Login must be supplied by the Student Union Office Advantages: Allows users to view availability Choose resources, equipment & set up options Allows user to book recurring reservations at one time Tentatively reserves the resources requested instantaneously Using the Generic Form Does not require a login

4. Log in using the username and password supplied by the Student Union Office. If you do not have a username, call 940-898-3641. • The first time you login, you will be prompted to change your password and input a valid email address. Student Organizations are asked not to change the “full name” listed. Please keep it as the organization name.

5. IDENTIFYING RESOURCES

6. Once your profile is complete, you can begin scheduling rooms/resources. • This should appear as your default screen. • Step 1: Choose the date you are interested in making a reservation.

7. Step 2: Choose the location and type of resource you are interested in. What you choose in this step will determine what resources you will see in the schedule to the right and what resources you can choose from when you begin your reservation.

8. Step 3: Scroll down to view additional time slots and scroll right for more resources. This view is similar to outlook and allows the user to quickly determine what resources are available at specific times.

9. Use the resource bar to find additional information on any resources you are interested in. The resources listed here are determined by your selection in the location menu to the right. Click on the name of any resource to get more information.

10. By clicking on a name in the resource bar, users are able to get more information on specific resources. Depending on the resource, this may include descriptions, capacity, layouts, locations and photos.

11. Note: The meeting and resource icons allow users to search for resources with specific criteria. However, since most of our rooms have mobile equipment, these tools are not widely used.

12. RESERVING MEETING ROOMS

13. Step 4: Once you have selected the date and resource location/type, click on the orange “Reserve” icon to enter the reservation screen.

14. Note: Before proceeding further, make sure pop-ups are allowed if you wish to be able to use the “recurrence” function. This will allow the user to open the recurrence window and enter a series of dates.

15. Step 5: Choose the date and time of the reservation. Click the “recurrence” box if you with to choose multiple dates.

16. Note: If you are using room 207, 113 or the Purple Lobby and have a complicated setup, please include prep time for our staff to complete the requested setup.

17. Note: Office hours are listed to the right. If you reserve outside of these hours, your reservation will be assessed attendant fees and will be subject to an attendant being available to work. Reservations made outside our office hours should be made a minimum of 2 weeks in advance.

18. Step 6: Choose the resource(s) you would like to reserve. Single and multiple resources are allowed. Just click the box next to the resource you need. Scroll down to view additional resources. ***If your resource is not listed, check to be sure you selected the appropriate location and resource type in Step 2.

19. Step 7: All resource types have a “general” tab. This tab hosts the basic information that is required to complete a reservation. The check marks above indicate required fields. If your reservation will have fees attached, please fill out the billing account #. ***If you have selected multiple resources, complete the required fields and press the “update all” button, which will appear at the bottom of your screen. This allows you to only enter the required information once.

20. Step 8: If you have setup or equipment requests, use these tabs to enter the request. If no information is entered, setups will be at our discretion. Keep in mind, only rooms 207, 113 and the Purple Lobby allow specialized setups.

22. Proceed to slide 37 to finalize the reservation.

23. RESERVING VENDOR SPACE

24. Step 1 – 4 are from section 1 – Choose your date and time/type of reservation from the options on the left of the screen. Check the availability of the resource(s) you are interested in on the calendar. Click on the orange “Reservation” icon at the top of the screen.

25. Note: Before proceeding further, make sure pop-ups are allowed if you wish to be able to use the “recurrence” function. This will allow the user to open the recurrence window and enter a series of dates. Step 5: Choose the date and time of the reservation. Click the “recurrence” box if you with to choose multiple dates.

26. Step 6: Choose the resource(s) you would like to reserve. Single and multiple resources are allowed. Just click the box next to the resource you need. Scroll down to view additional resources. ***If your resource is not listed, check to be sure you selected the appropriate location and resource type in Step 2.

27. Step 7: All resource types have a “general” tab. This tab hosts the basic information that is required to complete a reservation. The check marks above indicate required fields. If your reservation will have fees attached, please fill out the billing account #. ***If you have selected multiple resources, complete the required fields and press the “update all” button, which will appear at the bottom of your screen. This allows you to only enter the required information once.

28. Step 8: Click on the vendor tab. To enter specific information about your vendor table.

29. Step 8 (cont’d): Use the drop-down menu to select the type of vendor table you will be hosting.

30. *** If you are selling anything, please describe your items in the second field. This allows us to limit the number of vendors selling similar items. *** Bake sales must sell homemade items and cannot sell items sold by Aramark or the TWU Bookstore. You may be asked to remove items that were not listed on your form.

31. Proceed to slide 37 to finalize the reservation.

32. RESERVING THE SU VAN

33. Step 1 – 4 are from section 1 – Choose your date and time/type of reservation from the options on the left of the screen. Check the availability of the resource(s) you are interested in on the calendar. Click on the orange “Reservation” icon at the top of the screen.

34. Step 7: All resource types have a “general” tab. This tab hosts the basic information that is required to complete a reservation. The check marks above indicate required fields. If your reservation will have fees attached, please fill out the billing account #.

35. Step 8: Click on the “Trip Specifics” tab. To enter specific information about your van rental.

36. Step 8 (cont’d): Enter the required information regarding your trip. This must include destination, an account number, an emergency cell that will be in the van, the TWU authorized driver name and corresponding TWU Authorized Driver number.

37. Proceed to slide 37 to finalize the reservation.

38. FINALIZING RESERVATIONS

39. Step 9: To finalize any reservation, click the “Save & Close” button at the bottom of the screen. Make sure all pertinent information has been entered before finalizing the reservation. The system will give you an error message if you have not completed a required field or if there is a conflict with your reservation.

40. Once a reservation has been saved, the system will take you back to the schedule view. You should now see your tentative reservation on the schedule. Your slot is being held and cannot be booked by anyone else at this time. You should receive a confirmation email from the Student Union Office once we have confirmed your reservation.

41. If you need to make changes to your reservation, simply return to the schedule view, locate your reservation and click on the colored box. This will open the reservation for you to make adjustments to it. Once changes are complete, click “Save and Update” at the bottom of the page. *** If you have a series reservation, you will be asked if you want to open the single or series reservation. If you open the series, any changes will affect ALL reservations in the series.

42. Step 10: Make sure to click “Logoff” when you have finished using the system. We have a limited number of licenses and if you close the window without logging off, you tie up a license and prevent others from accessing the system.

43. GENERIC RESERVATION FORM

44. If you do not have a login and need to make a reservation, you can submit a generic reservation form. This process takes longer and limits your choices, however it is available for those who need it. The form can be found on the TWU Student Union reservation page.

45. If you have any further questions, please call the Student Union Office at 940-898-3641.