Reservation Details is the first screen of the New Reservation wizard. To make a new booking and to specify the booking details, perform the following steps:
Step 1 Log in to the Smart+Connected MS portal.
The home page appears with the My Booking selected by default.
Step 2 Click
in the top right corner of the page.
The Reservation Details screen appears.
Step 3 Enter the subject of the meeting in the Subject field.
This is the subject of the meeting invite sent to the participants over email. It is also displayed whenever the meeting appear in the calendar and as the subject of the saved draft.
Note All the fields marked with the star symbol are mandatory. If you proceed to the next page without providing all the required inputs, you will get an error message. The fields where you are required to provide the inputs are highlighted in red.
Step 4 From the Meeting Type drop-down list, choose
the required option
Step 5 Enter the agenda of the meeting in the Meeting Agenda field.
The text you enter here will be sent as the message body of the meeting invite email.
Step 6 By default, the Date field is populated with the current date. To change the date, click inside the Date field. Choose a meeting date from the calendar that appears.
Step 7 By default, the next half-hour slot is taken as the meeting duration. To change the duration, click inside the Starts at and Ends at fields.
The hour and minute selection dialog box appears for both these fields.
a. Choose an hour slot from the AM or PM list in the Hour column.
b. Choose any of the 5-minute intervals in the Minute column.
When you choose a meeting start time that exceeds the end time, the end time field gets automatically updated to show a time that is an hour more than the start time.
Step 8 Choose any or all of the following options by clicking the radio button for them:
All day event (9 am to 5 pm)—For meetings that extend for the entire working day.
Add WebEx Meeting—For hosting a meeting via WebEx.
Note Enter the password, which the attendees will use to log in to the WebEx meeting, in the WebEx password field if you choose this option.
Recurrence—For repeating the booking on a daily, weekly, or monthly basis. Recurring booking is useful when you need to organize a meeting with the same agenda, room setup, and attendees repeatedly. For example, daily status meetings or weekly team meetings.
Perform the following steps to make a recurring booking:
a. From the Repeats drop-down list, choose
based on the frequency of the meeting event.
b. If you opt for the Daily recurrence, choose any option ranging from 1 to 10 from the Repeats every drop-down list. Proceed to Step e.
c. (Alternatively) If you opt for the Weekly recurrence, choose any option ranging from 1 to 10 from the Repeats every drop-down list. For example, if you want the meeting to recur every alternate week, choose 2. You can also choose particular days of the week, all of the seven days, or only weekdays for the meeting to recur by clicking the radio button for any of these options. Proceed to Step e.
d. (Alternatively) If you opt for the Monthly recurrence, you can choose to repeat the meeting at any interval ranging from 1 to 12 months. To repeat the monthly booking on the selected date of the month, click the day of the month radio button and enter the date in the field that appears. To repeat the booking on a certain weekday of a particular week, click the day of the week radio button. From the first drop-down list, choose the week number and from the second drop-down list, choose the weekday.
e. Click inside the Starts On field. Select a date from the calendar that appears. This will be the start date of the meeting.
f. For specifying the end of the recurrence, enter the number of times you want to repeat the meeting in the Ends After occurrence field. Alternatively, click the End By radio button and click inside the field. Click a date for ending the recurrence in the calendar that appears.
g. Click Done.
Confidential—For hiding the subject of the meeting and the meeting organizer’s name on the signage/IP phones whenever the schedule for the meeting room is displayed. These meeting will be displayed with subject "Booked".
To deselect the All day event, Add WebEx meeting, and Mark as Confidential options, click the selected radio button again. It will turn grey indicating that the option is deselected. To deselect the Recurrence option, click the radio button again and click Remove in the dialog that pops up.
Step 9 Click the edit
icon for the Primary Location field. Choose the country, state, city, campus, building, and floor from the location drop-down list for each of these options. By default, the current location that you specify on the Preferences tab is displayed.
Step 10 Enter the required seating capacity in the Room Size field.
Step 11 (Optional) Click the edit
icon for the Secondary Location field. From the location drop-down list for each of these options, choose the country, state, city, campus, building, and floor. Click the
icon to add multiple secondary locations.
The Secondary Location details can be entered when attendees are expected to attend the meeting from different location/meeting rooms.
Step 12 Click a room layout style image in the Room Setup area to have the room arranged as desired.
The setup and de-setup time and the minimum notice period is displayed for the chosen setup.
Note Rooms which can be arranged in the type of setup that you request will be displayed in the search results. Ensure that the duration before the meeting starts is equal to or more than the minimum notice period. For example, if the current time is 11 am and the auditorium type of setup requires 2 hours, you should choose the meeting start time as 1 pm or any slot after that.
Step 13 Click Save and Proceed to go to the Room and Attendees screen.
Step 14 (Optional) Click
if you do not wish to book a conference room currently and want to use the information you have specified at a later time. The draft can be retrieved from the Saved Drafts list that appears in the Reservation Details screen the next time you make a new booking.
Step 15 (Optional) Click
if you want to cancel the booking process.
Click Yes in the Confirm Cancel dialog that opens. You are re-directed to the home page.
Rooms and Participants
Rooms and Participants is the second screen of the New Reservation wizard. It displays the list of available rooms that meet the criteria that you specified in the Reservation Details page. This screen also lets you add the participants for the meeting.
To add rooms and participants, perform the following steps:
Step 1 The Resources pane on the left side of the Rooms and Attendees screen displays the search results for the location you specified.
The following details are displayed for the conference rooms:
The room(s) you add as your favorite on the Preferences tab appears on the top of the list. A star icon is displayed next to the conference room name.
A green icon is displayed before the name of rooms that meet your search criteria completely.
An orange icon is displayed before the name of rooms that match closely with your search criteria but are not available for selection for the specified time.
Miniature icons depicting the facilities available in the each room are also shown. For example, projector, signage and so on.
The seating capacity of each room is displayed next to the room name.
Only a certain number of rooms are listed per view. To see the other rooms (if any) or to go back to the initial list of rooms, click the left and right navigation buttons.
The pane on the right shows the availability of each meeting room for the all of the 24 hour slots in the day represented as a column each. The slots which are busy slots appear in blue. If the room is booked partially during any one-hour slot, the blue color appears only for that fraction of the slot indicating that the room is partially busy. The duration that you specify for your booking is highlighted for all rooms by a grey vertical bar. Only a certain number of slots are seen in the view and you can use the horizontal scroll bar to view the other time slots.
Step 2 (Optional) Click the left and right navigation buttons beside the meeting date displayed above the Resources pane to view the meeting rooms available on the other dates. Once you know which rooms are available for the other times and dates, you can change the meeting date or time by clicking the edit
icons next to the date and time displayed in the top of the page. For recurring meetings, you can edit only the time from this page. The edit date icon is unavailable for recurring meetings and what you see is the
icon indicating that it is a recurring meeting. After you change the date or time, click the Update Results link to get the search list updated based on the changed date and time.
For a more detailed edit and to change the date of a recurring meeting, click the Modify Search link provided at the top right side of the Rooms and Attendees page. This takes you back to the Booking Details page, which is populated with all the settings that you configured previously.
Step 3 Click the radio button for any available room(s) to choose it. It will turn blue indicating that the room is selected. To deselect any of the selected rooms, click the selected radio button again. It will turn grey indicating that the room is deselected.
If you choose a room which is smaller than the room size that you specified in the Booking Details page, and click the Skip to Summary or the Save and Proceed button you get a message informing you of this that asks you if you want to choose another room.
Note Choosing a room is not mandatory for booking a meeting. But if you want to proceed to the Services screen, choosing at least one room is mandatory.
Step 4 Click the
button to add the participants for the meeting.
The Select Participants dialog box appears.
Step 5 Enter the names of the attendees in the Required Participants field and Optional Participants field. You can choose any option from the list of names that appears when you type the first four alphabets of a user’s name. It displays the names of all the users in the database whose name starts with the alphabet characters that you entered. The names of the various users that you select are separated by semi-colons.
Step 6 Enter the email addresses of the people who are not a part of the company database, but that you want to invite for the meeting in the Visitors field.
Step 7 Click
to close the Select Participants dialog box and return to the Room and Participants screen.
The names of the participants that you have chosen appear in the Resources pane along with their usernames. Your name is included by default in the Participants list as you are the organizer of the meeting. A green icon appears before their names if the users are available during the time that you have selected for the meeting. The red icon before an invitee’s name indicates that the person is busy during the time of the meeting.
Step 8 The right pane displays the availability/non-availability of each of the attendees, similar to the room availability pane mentioned in Step 1.
Step 9 Click the cancel
icon against any name to remove the person from the Participants list.
Step 10 (Optional) To filter your room search, do the following:
a. Click the
icon in the Resources pane.
b. Enter the location for which you want to search the conference rooms in the Location Name field.
c. Click the icon(s) for the features you want in the conference rooms. The icons that you select appear dimmed.
d. Click Filter.
The search result shows the rooms that meet the additional requirements.
Step 11 Once you have entered all the details that you want in the Rooms and Participants screen, you can click any of the following buttons:
Skip to Summary—The new booking process ends and you are taken to the Summary screen where you can confirm the reservation.
Save and Proceed—This saves all the settings and takes you to the Services screen where you can book resources for the conference room.
Save Draft—The settings chosen in this screen and the previous screen are saved and appear in the Saved Drafts list in the Reservation Details screen and in the home page. Drafts are saved with the same name as the meeting subject. You can select any draft from the drafts list and proceed further/edit it any time that you want.
Back—This takes you back to the Reservation Details screen where you can edit and modify the initial parameters based on which the Smart+Connected MS application searches for the conference rooms.
ancels the booking process and re-directs you to the home page.