Document number: 16168

 

The Reservations DBs button was formerly available in the create calendar entry form in Lotus Notes. With the design upgrade, the button is no longer in the form, but is still available in the main calendar view so conference room availability may still be checked.

Another option to check conference room availability when scheduling a meeting is to use the Scheduler button. The Scheduler button allows a user to check the free time of invitees as well as a conference room and resources. It will also find an available conference room for a specific date and time or propose a new time and/or date for the meeting when all invitees and a conference room are free.

Using the Scheduler button when creating a calendar entry.

 

 

 

 

 

 

 

 

 

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The Scheduler button should be used after the date and time of a meeting as well as any invitees added to the calendar entry form and prior to sending it.

When the Scheduler button is clicked, three options appear in the drop down list:

1. Check all schedules...: The user's free time information will appear to confirm that there is not a scheduling conflict for the meeting.
   
   
   • Change the date, time or duration of the meeting by clicking the down arrow in that field and selecting the new information.
     
   • Recommended meeting times are also proposed based on all participants' free time and the availability of a conference room if one was entered on the form.
     
   • The invitee list may be modified by clicking the Change Invitee List... button:
     1. Select new names from the PeopleSoft Directory and click the Required or Optional button.
     2. Remove existing invitee names by single clicking on the name and clicking the Remove button.
     3. Click OK when all invitee modifications are complete.
        
        
2. Find room(s)...: Based on the date and time entered for the meeting, an available conference room can be reserved.
   
   
   • The date, time or duration of the meeting may be modified by clicking the calendar or clock icon and changing the information.
     
   • To search for an available conference room:
     
   1. Click the down arrow in the Site: field to select the correct meeting location.
      
   2. Click the Search button.
   • The search results will appear in the bottom of the window with the suggested conference room or stating that no room is available at that time. If no room is available, modify the search information (date/time of meeting) and search again.
   3. Click OK when the search is complete.
      
      
3. Find resources(s)...: Based on the date and time entered for the meeting, available resources can be reserved.
   NOTE: Resources can only be searched if they have been entered into the conference scheduling databases. Not all locations have resources available within the database.
   
   
   • The date, time or duration of the meeting may be modified by clicking the calendar or clock icon and changing the information.
     
   • To search for an available resource:
     
     1. Click the down arrow in the Site: field to select the correct meeting location.
     2. Click the Category button and select the type of resource that needs to be reserved.
     3. Click the Search button.
     • The search results will appear in the bottom of the window stating whether or not the resource is available.
     4. Click OK when the search is complete.

The meeting invitation can be sent when all information is complete. If a conference room or resource was added as part of the search, the reservation will be made when the invitation is sent.

 

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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2002 All rights reserved.
Created: dcb 02/25/2002
Revised: dcb 03/11/2002
Reviewed: 08/19/2004