Setting Up Room Bookings

Almost all of the components for Room Bookings are installed as part of the Standard Site. You will need to manually import the Comms Manager templates and create a Form App shortcut for mapping Room Managers

Standard Site

The key elements included as part of the Standard Site are:

Templates

• Slot Book - used for each room
• Room Booking Search - used to search for rooms

Metadata

• A Room booking metadata group with the properties Facilities and roomTypes. These properties won't have any values when first installed

Forms

• Search for a booking (SBSEARCHBOOKING) - used by staff members to search for bookings
• Book a room (SBCREATEAPPOINTMENTROOMBOOKING) - used to make bookings
• Approve a room booking (SBAPPROVEAPPOINTMENTROOMBOOKING) - used to approve bookings if enabled
• Create a new room with contribute (ROOMBOOKINGCREATE) - used to create rooms

 Workflow

• BP Slot Booking - Creates and handles bookings. Can be started by users in the CITIZENS and SLOTBOOKINGUSER user groups
• Room Admin - A version of the Contribute process used to create and manage rooms. Can be started by users in the CONTRIBUTE user group

End Points

• The main end point namespace is goss.BookAndPay.RoomBooking. These don't need to be edited
• The example config.example.RoomBooking.getConfig and config.example.contributeroom.getConfig end points can be copied into the namespace of your current environment (covered later in this guide)

User Groups

• ROOMBOOKINGADMIN - These users are responsible for approving bookings and can also cancel and amend bookings
• ROOMBOOKINGUSER - Only allowed users can book onto rooms. This group is the default group that users will need to be in to make bookings and you'll find it as a child of the CITIZENS user group. When you create a room you can also pick (via the contribute form) the the users who can book it
• CONTRIBUTE - These users can create rooms

Import the CTM Templates

These are not automatically installed, but can be found using the File Manager in the latest import-icm-content directory:

Right-click on the roombooking.export file and export it.

Open the Comms Template shortcut on the iCM desktop:

Use the "Import" button to import the file:

You'll now see RoomBooking in the application list:

User Groups

Add your website user to the CONTRIBUTE, ROOMBOOKINGADMIN and ROOMBOOKINGUSER groups.

Room Managers

Room Managers are able to update room details and archive a room (these are Contribute functions). They don't have access to the bookings in the room.

Create an iCM Form App shortcut (see iCM Shortcuts) for an iCM administrator user group that uses the "Commercial Room Bookings - Group Management" form.

Once the shortcut has been created use it to pick the user groups responsible for rooms. This will probably be the same groups of users who create rooms, ie users who are also in the CONTRIBUTE group. See Configuration and Users for more information.