Book resources

Book a resource

Are you sure you want to remove this component?

Use Resource Booking to reserve a room, space, or shared resource.

  1. Open Resource Booking.
  2. Select a category to find the resource.
  3. Select the resource.
  4. Select a time on the calendar.
  5. Select Create Booking.
  6. Enter the purpose, start time, and finish time.
  7. If the Quantity field is shown, enter the number of items you need.
  8. Select Book Resource.

The Quantity field is shown when a resource has more than one bookable item. Enter a whole number from 1 up to the resource capacity.

If the resource requires approval, your booking will be sent to a moderator.

Book a resource when creating an event

Are you sure you want to remove this component?

You can book a resource while creating or editing an event.

  1. Create a new event or open an existing event.
  2. Find the Resource Booking section.
  3. Select the resource.
  4. If the Quantity field is shown, enter the number of items you need.
  5. Save the event.

The resource booking is created and linked to the event. It follows the same capacity, conflict, and moderation rules as a booking created from Resource Booking.

Convert a booking to a calendar event

Are you sure you want to remove this component?

You can convert a resource booking into a calendar event so it appears in the calendar.

  1. Open Resource Booking.
  2. Select the resource.
  3. Select the booking on the calendar.
  4. Select Convert to calendar event.

The booking will be created as a calendar event and linked to the resource.

Update or cancel a booking

Are you sure you want to remove this component?

How you update or cancel a booking depends on how the booking was created.

Booking created from Resource Booking

  1. Open Resource Booking.
  2. Select the resource.
  3. Select the booking on the calendar.
  4. Update the details or quantity, or delete the booking.

Booking attached to a calendar event

  1. Open the calendar event.
  2. Select Edit.
  3. Find the resource booking section.
  4. Update the start time, finish time, or quantity, or remove the resource.
  5. Save the event.

Changing a booking time or quantity rechecks the resource capacity and may change the booking status. Some bookings can only be changed by a moderator.

Check availability

Are you sure you want to remove this component?

You can check when a resource is available before creating a booking.

  1. Open Resource Booking.
  2. Select a category.
  3. Select a resource.

The resource details show its capacity when it has more than one bookable item. The calendar shows existing bookings and available time slots.

Availability is based on the combined quantity of approved bookings that overlap. Pending and rejected bookings do not use capacity.

Understand booking restrictions

Are you sure you want to remove this component?

Some resources have rules that affect when and how they can be booked.

  • available capacity and the quantity you request
  • approval by a moderator
  • whether conflicting booking requests are allowed when capacity is full
  • minimum or maximum booking length
  • booking limited to the current term
  • restrictions based on your role

For resources with more than one bookable item, Quantity must be a whole number from 1 up to the resource capacity.

If you cannot complete a booking, check the resource details or contact the resource moderator.