Buildings, rooms and room booking
Keep your campus as sites, blocks, floors and rooms, with each room's type, capacity and code. Sections sit in their own rooms. Seminar halls, labs and auditoriums are booked for events and extra classes, never twice at the same time.
PLANSEvery plan
The problem it solves
- Two departments book the seminar hall for the same afternoon, and find out when both arrive.
- The room list is a spreadsheet in the estate office that nobody else can see.
- A guest lecture is set up in a hall that seats 60 when 120 students are coming.
- Colleges of one trust share an auditorium, and each keeps its own diary for it.
How it works
- Create the campus as a site with its address, then its blocks and floors.
- Add room types, such as Class room, Laboratory, Seminar hall, and the rooms with their type, block, floor, capacity and room number.
- Mark each room as used by this college, shared with chosen colleges of the group, or common to the site. Untick Allow Booking for rooms that are never booked.
- Give each section its room. The timetable places the section's periods there.
- To book a hall, open Facility Booking: the event name, the room, from and to, and a description. Save it as a draft.
- Press Confirm. A booking that overlaps another of the same room on the same day is refused. An email to the booker and the room's named users opens, ready to send.
Everything it does
Buildings and rooms
- Sites, blocks, floors, room types and rooms
- Room: name, room type, block, floor, capacity (1 to start with) and code
- Scope: This entity (the default), Shared with other entities (choose them), or Common to the site
- Allow Booking: on to start with
- Booking Notification: the users told about each booking of the room
Booking a room
- Facility Booking: event name, room (only rooms that allow booking), from, to and a description; a booking number is given
- Draft, Confirmed or Cancelled
- A room cannot be booked twice for overlapping times on the same day; a draft holds the room too, a cancelled booking does not
- Never in the past; the end time must be after the start time on the same day
- Confirm or Cancel opens an email to the booker and the room's named users, ready to send; Send Notification sends it again
- A confirmed booking can no longer be changed
Rooms in the rest of the product
- Each section (class room) has its room; the timetable puts its periods there
- Exam halls and seating use the same rooms where the college runs its exams
- A ready-made Facility Booking dashboard: bookings, confirmed, drafts, bookings by room and by status
Who uses it
Estate or academic office (Building Admin, Building Manager)Keeps sites, blocks, floors, room types and rooms.
Building UserSees the blocks, floors and rooms.
Facility BookingBooks rooms and halls for events, guest lectures and extra classes, and confirms or cancels them.
Everyone else with a loginReads the bookings.
Where you use it
- Web: Master Configuration > Building (Sites, Block, Floor, Room Type, Rooms) and Facility Booking
- Not in the Campus app: rooms and bookings are kept on the web
- Without SmartMy Facility, class periods use the section's own room and their room clashes are not checked
What you control
Settings
- Room scope: this entity, shared with chosen entities, or common to the site; this entity to start with
- Allow Booking per room: on to start with
- Booking Notification per room: the users told about its bookings
Notifications
- Room booking: on Confirm or Cancel, an email to the booker and the room's named users, sent from the booking
Works with
SmartMy FacilityA confirmed room booking also reserves the room in SmartMy Facility, so the two never book the same room at once. Changing or cancelling the booking moves or frees the reservation. Each dated class of the timetable also reserves the section's room. Classes and exams go ahead of ordinary bookings, whose bookers are told with free rooms at the same time.
Questions
Does the system stop two events in the same hall?
Yes. A booking whose time overlaps another booking of the same room on the same day is refused, unless the other one is cancelled.Can two colleges of our trust share an auditorium?
Yes. Mark the room as shared with the chosen colleges, or common to the site. Bookings from either college are checked against each other.Are class periods booked as rooms?
Not without SmartMy Facility: each section has its own room, and the timetable places its periods there. With SmartMy Facility, each dated class reserves the section's room, moves aside ordinary bookings, and a clash with another class or an exam is refused.Can a booking run past midnight?
No. A booking starts and ends on the same day. Book a second day separately.Do bookings need approval?
No approval chain is built for room bookings. People with the Facility Booking role confirm them.Related features
ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.TIMETABLE, ASSIGNMENTS, NOTICESWeekly timetable and holidaysSet the periods of the day, the holidays and each programme's weekly timetable once. Faculty, students and parents see the same week, with each student's elective periods added. Every day's lectures and attendance registers are made from it.EXAMS AND RESULTSInvigilation, seating and duty rostersStudents are placed in halls and seated for each paper, and the invigilation roster is proposed by your rules. The invigilator takes exam attendance and counts booklets in the hall on the phone.ACTIVITIES, DISCIPLINE, GROUPSeveral colleges in one account, with a group dashboardRun each college of your trust or group as its own institution in one account. Each keeps its own programmes, grade scales, fees, approvals and messages. A group dashboard gives management one scorecard per college every day: students, staff, attendance, fees, exams, messages and discipline.FEESIndustrial visits, trips and eventsInvite a programme or a semester to an industrial visit, a tour or the college day with a consent form and a fee. Students answer on the portal or the Campus app, the fee lands on their dues, and attendance on the day fills itself in.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.