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Spaces & Seats: Book using the search-based booking page

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The mobile-friendly, search-based booking interface allows you to search for available spaces and seats by time or by the name of a particular space or seat:

  • Search by Time: Use this if the specific time is the most important factor. Use the filters to target what you want and enter your desired date and time. When you search, you will see suggestions based on your criteria in a user-friendly list. If the available times don't match what you want, the system will present you with alternatives.
  • Search by Space: Use this option if you want to book a specific space or seat. Start by entering the name of the space or seat—this might be all you need for a successful search! 🙂 The filters for capacity, category, zone, accessibility, and power are available if needed. When you search, you will see matches based on your selections. From there you can pick the space/seat you want and choose an available date and time.

With both methods, you can optionally add equipment (if part of your LibCal site) and then finish the booking process by completing the booking form, accepting any terms and conditions, and submitting the booking.

Search by time

  1. Use the Select a Location dropdown to choose the location where you'd like to book.
Select a location
  1. By default you'll land on the Search by Time option.
    1. To switch the location, select the location icon ( 
    2. The Description panel shows the location description. If and when a category is selected, it will also show the category description.
    3. Click View Confirmed Bookings at the bottom of the page to view confirmed bookings at that location.
  2. Optionally choose a Category. Select Show All to see spaces/seats from all categories.
  3. Optionally use the Capacity dropdown to show spaces based on the maximum number of allowed attendees.
    • Use All Spaces (not seats) to search across all capacities for spaces.
    • If available, select Single Seat Booking to find single person seats.
  4. Optionally choose a Zone. Select Show All to see spaces/seats from all zones.
  5. Enter a Date by clicking the day, month, or year and entering the desired number.
    1. Alternatively, click the calendar icon ( ) to launch a calendar date-picker to select the desired date.
  6. Choose From and Until times by clicking the hour, minute, and AM/PM values and then entering a new value.
    1. Alternatively, if available, click the clock icon ( ) to launch a time-picker to select the desired time.
  7. Optionally, use the filters to view only those spaces/seats that have been assigned to the selected filters.
  8. Click Search.
The filters available for Search by Time.
  1. Click the Book Now button to proceed to the booking form for the desired space and time.
    1. If available, matches for your selected time and date will appear at the top.
      • If no matches are available for your chosen date and time, you'll see the message, No matches. See Step h below.
    2. Each result shows details (when available) about the space/seat, including the name, image, category, zone, and description, as well as icons that indicate the capacity (), and for any custom search filters that have been assigned to the space/seat.
      • Click the space/seat name to see its complete details. Here you can also select the Change Booking Time button to update the time.
      • If a custom space image URL or the seat image URL is not provided, a generic placeholder image will be shown. To save space, images may not appear on small browsers but can be viewed by selecting the space/seat name.
    3. If exact matches are not available or are limited in number, other suggestions may be offered below the heading, Unavailable for selected time, available at other times.
      • If suggestions are not offered here, click the Next Available button to find the next available booking times.
    4. Alternative booking suggestions list the available time and indicate when a previous booking ends.
      • Be sure to confirm that the suggested date and time will work for you!
The Book Now button on the booking results.
  1. Fill out the booking form.
    1. Confirm the date and time.
    2. To check out an equipment item at the same time, select the Add Equipment button before completing the form. You will be directed to the Equipment catalog, where you can add your desired item(s). When you click Checkout, you will return to the space's Booking Details page. The booking form may update to include additional questions that pertain to the added equipment.
  2. If applicable, check the box to agree to the Terms & Conditions, which you can view by clicking the Terms & Conditions link.
    • This appears only if there are Terms & Conditions set for the location, category, space/seat, or equipment item.
  3. Select Submit my Booking.
Complete the booking form
  1. If email verification is required, you will receive a notification email to confirm the booking. Once the booking has been confirmed (via email verification, automatically, or by mediation), you will receive a confirmation/mediation approved email. If activated for the location, you'll also get an iCal (.ics) file for the booking attached to the email.

Search by space / seat

  1. Use the Select a Location dropdown to choose the location where you'd like to book.
Select a location
  1. Click the Search by Space tab.
    1. To switch the location, select the location icon ( 
    2. The Description panel shows the location description. If and when a category is selected, it will also show the category description.
    3. Click View Confirmed Bookings at the bottom of the page to view confirmed bookings at that location.
  2. Enter keywords to capture the Seat/Space Name for what you want. This searches the name field of spaces and seats, and partial matches work.
    • For example, a search for "study" will capture spaces called "Study Room 1," "Study Room 2," and "Group Study."
  3. Optionally use the Capacity dropdown to show spaces based on the maximum number of allowed attendees.
    • Use All Spaces (not seats) to search across all capacities for spaces.
    • If available, select Single Seat Booking to find single-person seats.
  4. Optionally choose a Category. Select Show All to see spaces/seats from all categories.
  5. Optionally choose a Zone. Select Show All to see spaces/seats from all zones.
  6. Optionally, use the filters to view only those spaces/seats that have been assigned to the selected filters.
  7. Click Search.
The filters available for Search by Spaces.
  1. Click the Show Availability button for the desired space/seat.
    1. The number of matches that meet your search is shown at the top. If no results are found, you'll see the message, No matches. Try changing your keywords or other criteria and search again.
    2. Each result shows details (when available) about the space/seat, including the name, image, category, zone, and description, as well as icons that indicate the capacity (), and for any custom search filters that have been assigned to the space/seat.
      • Click the space/seat name to see its complete details and to select a booking time (this goes to the same page as the Show Availability button).
      • If a custom space image URL or the seat image URL is not provided, a generic placeholder image will be shown. To save space, images may not appear on small browsers but can be viewed by selecting the space/seat name.
The Show Availability button on the search by space results.
  1. Navigate to the date when you want to book the space/seat.
    1. Use the  Go to Date button to select a specific date.
    2. Use the Back () and Forward () buttons to navigate between days or weeks.
    3. If there are no available times in the current view, the  Next Available button will appear. Click this button to jump to the next available time slot.
    4. Switch between Day View and Week View.
  2. Click on an available time slot to create a booking that starts at that time. 
    1. Use the horizontal scroll bar to view additional times on the grid.
Selecting the date and time and choosing when the booking will start.
  1. Your booking time will update to show the default booking duration, with the start time you originally selected. You may be able to select a different end time from the dropdown menu. 
    1. To remove the booking (to choose a new start time or not book anything after all), click its trash can () button.
  2. Click the Submit Times button. If LibAuth is active, then you will also be prompted to authenticate.
    1. If you would like to book equipment along with this space/seat, first click on the Add Equipment button. You will be directed to the Equipment catalog, where you can add your desired item(s). When you click Checkout, you will return to booking process for the space/seat.
Selecting and submitting times
  1. Review any terms and conditions (set for the location, category, space/seat, or equipment item), and then click Continue.
    1. To modify your booking, click the Change link under the Booking Details.
The Continue button below the terms and conditions
  1. Fill out the booking form.
    1. If your category has public nicknames active, there will be a field where you can give your booking a name (e.g. "Study Group"). This will add your booking to a searchable list that will allow other users to more easily find your booking, which is especially useful for events, workshops, or study groups.
    2. To modify your booking, click the Change link under the Booking Details. Once a booking is submitted, it can only be edited by a staff user.
  2. Click the Submit my Booking button.
Submitting a booking form for the Search by Space option.
  1. If email verification is required, you will receive a notification email to confirm the booking. Once the booking has been confirmed (via email verification, automatically, or by mediation), you will receive a confirmation/mediation approved email. If activated for the location, you'll also get an iCal (.ics) file for the booking attached to the email.