Room Reservation
This quick start guide will walk you through the process of reserving a room using Maptician's interactive floor plan system.
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Table of Contents
Creating a New Room Reservation
Step 1: Access the Floor Plan
From any map widget on your home dashboard, click into the floor plan to view available rooms.
Step 2: Select Your Room
Click on the room you wish to reserve, then click the Reservation Calendar button to open the calendar for that room.
Step 3: Choose Your Time
Weekly Calendar View
- Click and drag across the time frame you wish to reserve
- Double-click on a time slot to create a 1-hour reservation
- Manually enter your desired start and end times in the form on the right
Monthly Calendar View
- Click and drag to create a multi-day reservation
- Double-click on a date to create an all-day reservation
- Manually enter your desired start and end times in the form on the right
Agenda Calendar View
- Manually enter your desired start and end times in the form on the right
Step 4: Set Recurrence Rules (Optional)
If your reservation should repeat on a schedule, you can click the Make Recurring button to set recurrence rules before completing the reservation. The recurrence panel allows you to choose how often the reservation repeats and when the series should end.
Recurrence Rule: Once
Creates a single reservation with no repeating pattern.
Recurrence Rule: Daily
You can set the reservation to repeat every chosen number of days.
Available options:
- Repeat every X day(s)
- End after a specific number of occurrences
- End on a specific date
Example
If you repeat every two days and set the series to two occurrences, the first instance uses your selected start date, and the next instance occurs two days later.
For example, a reservation starting on November 28th repeats again on November 30th.
Recurrence Rule: Weekly
You can set the reservation to repeat every chosen number of weeks and choose which days of the week should be included.
Available options:
- Repeat every X week(s)
- Choose which days of the week apply
- End after a specific number of occurrences
- End on a specific date
Example
If your reservation starts on November 28th, repeats every two weeks, includes Monday and Friday, and is set for three occurrences, the series would produce these dates.
- November 28th
- December 8th, the Monday two weeks after the start date
- December 12th, the Friday of the same two-week cycle
Recurrence Rule: Monthly
You can set the reservation to repeat every chosen number of months and choose how the monthly pattern behaves.
Available options
- Repeat every X month(s)
- Repeat on the numeric date of the month
- Repeat on the weekday position of the month, for example, the fourth Friday
- End after a specific number of occurrences
- End on a specific date
Example
If your start date is November 28th, you can repeat every two months either on the twenty-eighth day or on the fourth Friday depending on the pattern you choose.
Step 5: Add Multiple Locations (Optional)
For meetings requiring multiple rooms, click the Add Locations button. In the new window, select additional rooms by clicking the green plus sign icons.
Step 6: Add Attendees (Optional)
Search for attendees using the Directory button or add them by email. Save frequently used contacts to Contacts for future reservations.
Step 7: Add Services (Optional)
Add any service lists configured for the room and complete the necessary fields shown. The services and the types of fields displayed will vary based on how your environment is configured.
Step 8: Finalize Your Reservation
Review your reservation details and click the Reserve Room button to complete your booking. You'll receive a confirmation, and calendar invitations will be sent to all attendees.
Editing a Room Reservation
You can update many details of a reservation, but editing recurring reservations has important limitations.
Editing a Single Reservation
You can open any room reservation from the floor plan or from your Finder/Calendar views and update details such as time, attendees, services, or any other fields available in the reservation form. Save your changes to apply the update.
Editing Recurring Reservations
Maptician currently does not support updating an entire recurring reservation series at once when editing inside Maptician. Each occurrence must be opened and updated individually. This applies to both synced and unsynced reservations.
When you open a single instance within a recurring series, Maptician displays a notice explaining that only that specific occurrence is being edited and that the rest of the series will remain unchanged. This reminder also provides the option to hide the message in the future if you no longer need to see it.
Note: If the reservation series was created in Maptician in a synced room, and your organization has the Calendar Sync setting “Create User Calendar Reservations” enabled, or a user has created the series from their Outlook calendar, the event organizer can make edits to the reservation data (i.e. title, date/time change, add/remove attendees, add/remove rooms) that will update the entire series from Outlook. Those updates will then sync into Maptician.
Editing Reservation Data for Recurring Reservations
Some reservation details can only be changed one occurrence at a time when edited in Maptician. The following items must be updated individually for each occurrence.
- Buffer times (if enabled)
- Message field
- Conference URL field
- Private reservation
- Teams or Zoom meeting toggle (if enabled)
- Service requirements
- Service lists data
The Conference URL field has a specific exception. If the reservation series is on a synced room and the original event was created in Outlook on a user's calendar, the event organizer can choose to add a Teams meeting to the Outlook event body. Maptician will sync that link back to the Conference URL field, which allows updates to the entire series from Outlook.
Any desired updates to the Conference URL field made from the Maptician side still need to be completed one occurrence at a time.
Canceling Recurring Reservations
When canceling a recurring reservation, you can choose from the following options;
- This occurrence
- This occurrence and all upcoming (future) occurrences
- All current and upcoming (future) occurrences
