Document number: 75066

 

To reserve a conference room at PeopleSoft Corporate Headquarters, you generally use Lotus Notes to reserve a conference room. If you are from a Regional Office, try using this method for your location, or check with your Office Manager site to find out how to reserve a conference or demo room at your office.

Click on one of the items below to find out more information on the new conference room reservation system. This information and more is also obtainable in various places in the reservation system.

Reserving a room
Viewing the conference room database
Rescheduling or moving a reservation
Canceling a reservation
Recurring reservations
Canceling a recurring reservation
"No room" message

 

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Reserving a room

You can reserve a conference room at the same time you create a meeting invitation. If you would like to use this method, see Eureka! document 16033 — How to create a meeting invitation in Lotus Notes.

If you wish to reserve a room via the Reservations database, follow these steps:

1. Launch Lotus Notes.

2. Open your Lotus Notes calendar.

3. Click on the Reservations DBs icon.

   • The button is located right above the date area of your calendar, at the far right-hand side. You may need to scroll to the right to see the button.

4. Choose the appropriate location for the room (Pleasanton, Regional Offices, or Video Conferencing System).

• Note: The steps for reserving a Video Conference Room are slightly different.

5. Drill down until you are in the location you wish to reserve.

• Example: HQ A-F.

6. Click the New Reservation button:

7. Fill out the requested information.

8. Once you have filled out all the necessary information, click the Go! button near the bottom of the screen to search for a room.

9. The result of the search appears in the Results section of the page.
   • If several rooms are available, a list of rooms appears on your screen. Choose from that list.
   • If one room is available, that room name will appear to the right of the Room: field.

   • If no rooms are available, the message No resource/room found for times and/or capacity requirements to the right of the Room: field. Click here for more information.

10. Click the Save and Close button to save your reservation.

 

 

Click here to go back to the beginning of this document.

 

 

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Viewing the conference room database

To view a Reservations database for a particular site, follow these steps:

1. Launch Lotus Notes.

2. Open your Lotus Notes calendar.

3. Click on the Reservations DBs icon. It is located right above the date area of your calendar, at the far right-hand side.

4. Choose the appropriate location for the room (Pleasanton, Regional Offices, or Video Conferencing System).

5. The left-hand column lists the different views available for that database.

 

Note: If you delete any reservations directly in this database (instead of canceling them), any meeting invitees will NOT be notified of the room cancellation.

 

 

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Rescheduling or moving a reservation

If you reserved a room using a Lotus Notes calendar meeting invitation and wish to reschedule or move it to another location, go ahead and make that changes to that invitation in your calendar. Lotus Notes sends the Resource Reservations database a reservation request for the new time or for the new location.

If you reserved the room using the reservations database, rather than a meeting invitation, you must create a new reservation for the changed time ( click here for the steps). Once you get your new reservation, please DELETE the old one (as a courtesy to others who may need a room).

 

 

Click here to go back to the beginning of this document.

 

 

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Canceling a reservation

If you reserved a room using a Lotus Notes calendar meeting invitation and wish to cancel the meeting, go ahead and make that changes to that invitation in your calendar. Lotus Notes sends the Resource Reservations database a reservation a cancellation notice. You may want to double-check the reservations database to make sure the room was properly canceled.

If you reserved the room using the reservations database, rather than a meeting invitation, you must cancel the reservation manually. Just open the reservations database, find your reservation, and hit the { Delete} key. Note: If you cancel a reservation by deleting the reservation from the reservations database only, your invitees will not be automatically notified of the cancellation. Be sure to cancel it in your calendar as well.

 

Click here to go back to the beginning of this document.

 

 

 

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Recurring reservations

To reserve a room directly in the reservations database for a recurring regularly scheduled meeting (rather than from within a Meeting Invitation in your Lotus Notes calendar), follow these steps:

1. Launch Lotus Notes.

2. Open your Lotus Notes calendar.

3. Click on the Reservations DBs icon.

   • The button is located right above the date area of your calendar, at the far right-hand side. You may need to scroll to the right to see the button.

4. Choose the appropriate location for the room (Pleasanton, Regional Offices, or Video Conferencing System).

5. Drill down until you are in the location you wish to reserve.

• Example: HQ AF

6. Click the New Reservation button:

7. Fill in the requested information.

8. At the top of the screen click on the Repeat button:

9. Fill in the requested information and click OK.

10. Double-check that all the necessary information is filled out and then click the Go! button near the bottom of the screen to search for a room.

11. The result of the search appears in the Results section of the page.
    • If several rooms are available, a list of rooms appears on your screen. Choose from that list.
    • If one room is available, that room name will appear to the right of the Room: field.

    • If no rooms are available, the message No resource/room found for times and/or capacity requirements to the right of the Room: field. Click here for more information.

12. Click the Save and Close button to save your reservation.

 

 

 

Click here to go back to the beginning of this document.

 

 

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Canceling a recurring reservation

If you reserved a room using a repeating Lotus Notes calendar meeting invitation and wish to cancel the meeting, go ahead and make that changes to that invitation in your calendar. Lotus Notes sends the Resource Reservations database a reservation a calculation notice. You may want to double-check the reservations database to make sure the room was properly canceled.

If you reserved the room using the reservations database, rather than a meeting invitation, you must cancel the reservation manually. There are 2 ways to cancel the recurring reservation:

1. If you want to delete ALL the reservations at once, navigate to the proper reservations database.
• Click on the My Reservations view on the left of the screen.
• All of your reservations will appear. Select one of the dates and press the { Delete} key.
• Press { F9}.

• All of your repeating meetings related to that meeting will be deleted when you press the { F9} key.

2. If you want to delete just certain meetings, make sure you are viewing all reservations By Date (the default view when you open the reservations database). Find the reservation you wish to cancel and press { Delete}.
   • Refresh the database by pressing { F9}.
   • You will be asked if you wish to delete 1 document from the database. Choose Yes.
   • You will be asked to choose a date you wish to view. Choose the one you wish to cancel and click OK.
   • You will then be asked if you wish to modify a recurring entry. If you wish to delete just the one entry, choose Just this instance and click OK.
   • The reservation you chose will be deleted.

 

 

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"No room" message

If try to reserve a room and Lotus Notes displays the message No resource/room found for times and/or capacity requirements, you may need to look at some of your requirements:

• Make sure you specify a time when rooms are available. For example, if rooms are available for reservation only after 9AM and you specify a 8AM - 9AM meeting time, Lotus Notes will display this message.

• Check your other requirements. For example, if the number of attendees is greater than the capacity of available rooms, you will get this message.

• Some rooms cannot be reserved via the Reservations database for various reasons. To check the status of the conference rooms, follow these steps:

  1. Open the Reservations database ( click here for instructions).

  2. On the left side of the screen, click on Rooms. That will take you to the "Rooms" view.

  3. Double-click on the room you are interested in. If any notes about who may reserve the room are available, they will on that document.

 

 

 

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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003 All rights reserved.
Created: kcw 07/29/1998
Revised: kcw 10/03/2003