Rooms for the timetable, exams and meetings with SmartMy Campus
With SmartMy Campus in the same account, classes, exams, parent-teacher meetings, activities and placement rounds reserve their rooms in SmartMy Facility by themselves. Exams and classes move ordinary bookings out and tell the bookers. Students and parents book under rules by class section and hostel, approved by the class teacher, the head of department or the warden.
PLANSEvery planWith SmartMy Campus
Why it matters
In a school or college the same rooms carry classes, exams, meetings and club events. The timetable lives in one place, while hall bookings live in a register. A club books the seminar hall for the day the exam cell needs it, and the clash shows up on the morning of the exam. With SmartMy Campus and SmartMy Facility together, each class period and each scheduled exam paper reserves its room by itself. An exam moves an ordinary booking out and the booker is told, with rooms free at the same time. Parent-teacher meetings and placement rounds refuse a room that is taken, so the organiser picks another before the day.
The problem it solves
- A department books the seminar hall for a guest lecture in a period when a class is timetabled there.
- The exam cell finds on the morning of the exam that a club has the hall.
- Parents book the guest room by phone, and the warden learns of it when they arrive.
- Requests from students go to the estate office, which cannot tell whether the class teacher agrees.
How it works
- Use the same rooms in both products: Campus rooms are SmartMy Facility facilities, with sites, blocks and floors in one list.
- Each dated timetable session that is held as a class reserves the room of its class section for the period. A free period stays bookable.
- When an exam is scheduled, each paper with a date, times and a room reserves it. So do the rooms of the paper's parts and its exam halls. Ordinary bookings and classes in the way are moved out, and their bookers are told with rooms free at the same time.
- A scheduled parent-teacher meeting reserves its venue on each of its days, and a placement round reserves its room while the drive is on. A taken room is refused with the clash, so the organiser picks another.
- On the booking policy, tick Students May Book or Parents May Book, and Portal Users May Book. Limit it to class sections or to hostel residents if you need to. Students and parents then book on the portal or in the SmartMy Facility app.
- To have the class teacher, the head of department or the hostel wardens approve, add a level to the approval chain. Use A person on the request.
Everything it does
What reserves a room, and who gives way
- Exam papers, parts of a paper and exam halls: once the exam is scheduled, until it is cancelled or set back to draft. They move out every booking of a lower rank
- Timetable sessions: the section's room for each dated period held as a class; they move out ordinary bookings and activity sessions
- Placement rounds (College): the round's room from its start to its end, two hours when no end is set. This holds while the drive is published or running; a taken room stops the save
- Parent-teacher meetings: the venue, picked from bookable rooms, for the meeting hours on each day once scheduled; a taken venue is refused
- Activity sessions: the offering's venue for each planned session that is not online, when free. A taken venue is skipped and the clash is noted on the session
- Campus room bookings (the Campus Facility Booking menu): a confirmed booking reserves the room; a clash with a Facility booking is refused
- Order of rank, highest first: exams, placement rounds, parent-teacher meetings, classes, activities, then ordinary bookings
How the reservations behave
- Booking rules such as notice and limits are skipped; clashes and blocked time are not
- They need no approval and carry the title of what they are, such as Class or Exam with the subject
- Moving the class, exam or meeting moves its booking; cancelling or deleting it frees the room
- People moved out are told by Facility Booking Cancelled, with the reason and free rooms at the same time
Students and parents who book
- Students May Book and Parents May Book: per booking policy, off to start with
- Class Sections: only students of these sections and their parents; empty means all
- Hostel Residents Only: students in house on a hostel stay and their parents; with SmartMy Hostel
- Each booking is tied to the student; a parent with several children picks the child
- A level of a chain can name the Class Teacher (the section's in-charge), the Head of Department or the Hostel Wardens of the student's hostel. The person who booked is never one of them
Who uses it
Estate officer or facility managerSets the policies, the chains and which rooms students and parents may book.
Timetable and exam coordinatorsPlan classes and exams in Campus; the rooms are reserved by themselves.
Organiser of a meeting, activity or placement drivePicks a room; is told of a clash before the day.
Class teacher, HOD or wardenApproves students' and parents' bookings at a level of the chain.
Student or parentBooks a lab, court or guest room on the portal or in the SmartMy Facility app.
Where you use it
- Web: the timetable, exams, meetings, activities and placement in SmartMy Campus; the reservations in Facilities > Schedule and All Bookings
- Portal and the SmartMy Facility app: students and parents book (the app is built and in testing, not in the app stores yet)
- Not in the Campus app: facility booking; students and parents use the portal or the SmartMy Facility app
- Not booked: online activity sessions, and classes on days an exam takes the period
What you control
Settings
- Students May Book, Parents May Book, Class Sections, Hostel Residents Only: per booking policy
- Portal Users May Book: needed for students and parents who sign in to the portal
- Approval levels with A person on the request: Class Teacher, Head of Department, Hostel Wardens
Approvals
- Facility booking: a chain level can name the class teacher, the head of department or the hostel wardens for a student's or parent's booking. Reservations by classes, exams and meetings need no approval
Notifications
- Facility Booking Cancelled: to the booker moved out by an exam or a class, with the reason and free rooms at the same time. It goes in the app and by email, and by WhatsApp and SMS from your message credits. App push follows once the apps are in the stores
- Booking messages reach parents and students as they reach any booker
Works with
SmartMy CampusNeeded for this page: students, parents, sections, the timetable, exams, meetings, activities, placement and the Campus room bookings.
SmartMy HostelFor Hostel Residents Only and approval by the wardens of the student's hostel.
SmartMy EventsPublishing an event reserves its facility for every session, with setup and clear-down time; a clash stops the publishing.
Questions
Can a club book a classroom in a free period?
Yes. Only the periods held as classes are reserved, so the free periods of the room stay bookable under its policy.What happens to a booking when an exam is scheduled in that hall?
It is moved out. The booker is told with the reason and the rooms free at the same time.Does a parent-teacher meeting push other bookings out?
No. A taken venue is refused when the meeting is scheduled, and the organiser picks another room.Can parents book the hostel guest room?
Yes. Tick Parents May Book and Hostel Residents Only on its policy, with Portal Users May Book. Add a level for the hostel wardens to approve.Do we have to use SmartMy Campus for this?
Yes. The timetable, exams, meetings and students come from SmartMy Campus. With both in one account the links switch on by themselves.Related features
BOOKINGSNo double bookingTwo people can never hold the same facility at the same time. Every booking is checked against other bookings, setup time, hall parts, seats and blocked time, even when two people press Book together.APPROVALManager override with a reason and free alternativesA facility manager can book outside the rules or move other bookings out of a slot. Each time takes a reason, kept on the booking. The people moved out are told why and shown facilities free at the same time.APPROVALBooking approval, with escalation when nobody answersBookings that need a yes, such as the auditorium, wait for the facility's approvers while the time is held. If nobody answers in time, the facility managers are asked. If they do not answer either, the request is turned down, so a forgotten request never locks the time.PORTAL, OFFICE SCREENS AND APPThe booking portal for staff, members and hirersPeople without a back-office login book from a web page: parents, students, members, residents and outside hirers. They browse what they may book, pick a free time on a facility's day and book. Then they follow their bookings: check in, accept a waitlist offer, pay, sign or cancel.SHARING BETWEEN COMPANIESFacilities shared between companies, with windows and quotasOne auditorium, several Entities. The owner books first, and each other Entity books within its own window and quota. Hours can be kept for one Entity, and others can see only that a time is taken.ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.