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Booking Rooms @ CSI Updated Aug 2013

Learn how to make a booking, change or cancel a booking, and make bookings for external renters using the Room Booking Calendar. Login to the Intranet and follow the step-by-step instructions. Available in English.

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Booking Rooms @ CSI Updated Aug 2013

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  1. Booking Rooms @ CSIUpdated Aug 2013

  2. Outline • SECTION ONE: Making a booking • SECTION TWO: Changing or cancelling a booking • SECTION THREE: Making bookings for external renters

  3. SECTION ONE Making a Booking

  4. Login to the Intranet http://community.socialinnovation.ca

  5. Click here!

  6. This is the Room Booking Calendar

  7. This is the Room Booking Calendar Make sure you choose the right city!

  8. These are all the room names.

  9. Hover over a room name and a picture and description pops up.(Some rooms are External-Only – This means members can book them but are charged a fee)

  10. The system defaults to today’s date. You can change dates using the arrow buttons or clicking on the calendar icon.

  11. You can change locations by clicking one of these buttons.

  12. To select a block of time, just drag and click across a selection of empty boxes. Give it a sec and the selection will change colours. You can also click on them individually.

  13. Seeing red? It means that room is not bookable during those hours.

  14. You can draw a picture!

  15. Don’t draw a picture.

  16. If you ever want to clear your selection, click here.

  17. Just drag your cursor across the appropriate slots

  18. Click “Book Room”

  19. Now click “Done”.

  20. You can see here the details of your confirmed booking

  21. You will get a confirmation email.

  22. You will also get a reminder 48 hours before any booking. If you don’t need the booking any more, follow the link and cancel it.

  23. It’s important to know our cancellation policy: if you do NOT remember to cancel within 3 business days of your booking, your meeting room hours will be used OR you will be charged the overage fee ($12/hour) for your room. External bookers pay the full price of their booking.

  24. Click here to see every booking you’ve ever made!

  25. Or click here to see all the bookings your organization has ever made.

  26. Adding a note or description to your booking helps you to remember the purpose of the meeting and to differentiate it from your other bookings.

  27. When you are on this confirmation page, click “Modify”

  28. Enter your notes here

  29. Scroll down to see other options for your room booking.

  30. This shows you whether a resources is available

  31. Enter the quantity you want.

  32. At CSI Spadina and Regent Park, you will notice an option to buy unlimited coffee or tea for the guests in your meeting for a fee. If it’s just 1 or 2, no need to pay the fee. If it’s for several people, we ask that people help cover our costs. 

  33. You can see your resources listed here.

  34. “Confirm” that booking!

  35. Here they are!

  36. SECTION TWO Changing or Cancelling a Booking

  37. You booked a room for 7am-9am on March 25.

  38. You realize that is insanely early, so you want to cancel it. Worry not!

  39. From ‘My Bookings’, press “modify” on the booking you’d like to cancel.

  40. This brings you to this page. Look familiar? 

  41. Use this drop-down menu if you want to cancel the booking.

  42. Scroll to the bottom and click “Save” when you are done.

  43. You will be taken back to ‘My Bookings’ – you can see under ‘Booking Status’ that it is cancelled.

  44. SECTION THREE Making Bookings for External Renters

  45. External clients can only book a room by calling the front desk, coming to the front desk, or contacting the Events Coordinator directly. As a DECA, those lucky people contacting the front desk will get to talk to you!

  46. Scenario: Miss En Trepreneur calls the front desk requesting the Innovation Lab from 10am-1:30pm. You ask if she has booked with CSI before. She says she is a first-time booker. Direct her to this website: http://community.socialinnovation.ca/apply/booker

  47. It will take them here – once they fill out the form, they are automatically in our system. They can fill it out while you are on the phone with them, if they like.

  48. If the client has already booked with us, that means they are already in our system and you can make a booking for them hassle-free.

  49. You happily book the space that she requested.

  50. Click on Modify to make the booking under their Organization name.

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