Room Bookings Portal Account

Infosilem room-bookings-portal Staff Faculty

UFV faculty and staff can submit an online request to book a meeting room or classroom space for ad-hoc meetings, interviews, or events through the UFV Room Bookings Portal.

Any external bookings, an institutional space for activities outside an employee's UFV role, must be requested through Conference Services.

Any academic course changes on a UFV Timetable must be emailed to scheduling@ufv.ca with course, CRN and specific room requirements.

Steps to Book a Space

Before you submit your request:

View specific UFV room usage schedules

Use the reports links on the OReg reports and schedules web page to first check room availability, confirm bookings, or review campus schedules before submitting or modifying a room request.

Description of reports available on the OReg page:

Daily Room Booking Reports

- View current and upcoming room bookings by campus.

Live Booking Reports

- Real-time room availability and booking information.

UFV Meeting Schedule

- Official meeting schedules for academic years.

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.

To submit a request using a specific room:

Select room criteria

1. Click the Room criteria field to open its own window.

Note: If you would like us to suggest a room for you, send us your criteria using Make a request without a room option.

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.

Note: Unavailable dates (gray in colour) typically refer to holidays observed by the University. Events are unable to be scheduled on such dates without obtaining UFV Safety and Security approval.

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

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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.

Confirm booking details

1. 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.

2. After all necessary boxes are entered, scroll down to Submit.

Note: Room requests do not always guarantee specific room approval.

3. You will receive an automated system response as confirmation that your request was submitted.

4. You will also be redirected to the My Bookings page where you can review the status of your requests, modify, or cancel them.

5. Room Bookings will review your requests, and if additional information is required, you will be contacted by email.

Note: Room confirmation response times will depend on the volume of requests and where we sit in the room bookings cycle.

To submit a request w/o a specific room:

Make a request without choosing a room

Room Bookings will assign one that meets your requirements, or reach out for more details.

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, Room Bookings will assist you in finding a suitable room to match your needs.

After submitting your request:

View your reservations

Use either My Bookings or My Calendar.

My Bookings

1. Go to My Bookings portal.

2. Review the status of your room booking.

Note: If needed, use the Date Filter or Status Filter to find the booking you want to update.

My Calendar

1. Select Rooms from the left-hand column.

2. Enter room details in the search box. For example: B133.

3. Click Calendar on the right-hand column.

4. A calendar view will open, and you can adjust the view to either daily, weekly, or monthly by clicking the ellipsis ().

5. Find the date in question to query availability and/or confirm an approved booking.

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.

More Info & Support

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 Office of the Registrar at room.bookings@ufv.ca.

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