DRAFT
The UFV Room Bookings Portal enables UFV faculty and staff to submit requests for meeting room and classroom space for ad-hoc meetings, interviews, and/or events, which will then be submitted to the Office of the Registrar for review and processing.
Refer to the Room Bookings web page on the Office of the Registrar website for additional related information supporting Room Bookings.
Note: Use of institutional space for activities outside an employee's UFV role is considered an external booking and must be requested through Conference Services.
Note: Any changes to an academic course(s) on a UFV Timetable must be sent via email to scheduling@ufv.ca stating the course, CRN and specific room requirements.
Overview
Log in to the UFV Room Bookings Portal and submit a New Booking.
Choose from the available UFV room listing or further refine your list choices by selecting multiple room criteria fields and then choose a room.
If you don’t know which room you need, use the submit without selecting a specific space option, and Room Bookings staff will suggest options.
Once your request is processed, log in to Portal and check the status, details of your room booking(s).
Steps to Book a Space(s)
Log into Room Bookings System
Go to UFV Room Bookings Portal.
UFV employees log in using their UFV email address and password.
The Welcome to the UFV Room Bookings Portal page appears.
Initiate a new Room Booking Request
Select the New Booking option.
Use program filters to enter the criteria and view room availabilities
Select Room Criteria
1. Click the Room criteria field to open its own window.
2. Click a category and choose a category from the pull-down options:
Note: Multiple fields can be selected and removed by mouse click. A check mark will appear in the column beside the criteria selected.
Select a time range and duration
Note: You may need to use the vertical scroll bar to see the AM and PM options.
Select a date to continue
1. Review available dates (yellow in colour) on the calendar.
2. Select a desired date, it will then turn to a blue in colour.
Recurring dates
If your request spans more than one date, you can customize a recurring schedule for your reservation:
1. Toggle Recurring to on position.
2, Set to daily, weekly, monthly, or yearly.
3. Define the start and end date or end after a specified number of occurrences.
Note: If specific dates within the recurrence that are not required, the Occurrences option can be used to Ignore specific dates within the recurrence for which the event will not occur. The status of any dates that can be ignored will display as Cancelled.
Select a Room choice
When you find a room, click to select it.
Note: Be aware the Portal will allow you to select a room that is too small for the number of attendees. Do not proceed in selecting a room if the space is not adequate.
Booking Confirmation Page
Complete the following areas before submitting the request:
- Number of attendees
- Department information
- Brief description/purpose (meeting, interview etc.)
- Campus
- Acknowledgement if food or waste are present, you will submit a Facilities Work Order to deliver a waste station.
Submit Booking Request
After all necessary boxes are entered, scroll down to Submit.
Modify or Cancel a Submitted Request
If your Room Booking requests is in Submitted status, you have the ability to modify or cancel the request yourself.
Note: To modify an Approved Room Booking reservation, you will need to Cancel it and then resubmit it as a New Request.
Go to My Bookings portal.
Note: If needed, use the Date Filter or Status Filter to find the booking you want to update.
Once you find your booking, click to select it.
Select either the Modify or Cancel icons top right-hand corner.
Any Modified reservations will prompt the you to submit the request again.
This will automatically cancel your original portal request and create a new one.
Choose space requirements - Let us suggest a Room
Make a request without a room option
If you are unsure of which room might best suit your needs, follow these steps:
1. Toggle the Make a request without a room slider to the right (turns to green colour).
2. Enter the room criteria, characteristics, and minimum capacity of your request.
3. Click MAKE A REQUEST WITHOUT A ROOM
4. Once received, we will assist you in finding a suitable room to match your needs.
More information and help
Visit the Rooms & Scheduling web page for information and links to the Room Bookings Portal, booking reports, meetings schedules, etc. to assist you with finding an available room(s).
If you have any questions or concerns about booking a room, email the Office of the Registrar at room.bookings@ufv.ca.