Jan 23, 2018

There are a number of options with regard to time constraints on bookings:

• Limit to how far ahead a user can book a resource
• Force bookings to be made a certain time in advance

Booking ahead a number of days

This option allows the manager to configure how far in advance a staff member will be allowed to book a resource.  Booking in advance is often used to ensure that all staff get a reasonable chance at booking a resource throughout the term.  By configuring a 2 week book in advance period staff will only be able to book the resource up to 14 days head.

• The book-ahead value can be specified on the security role record:
  • Click on School Settings and the RB tab
  • Scroll to the bottom of the page for the list of security roles
  • Modify the book-ahead value on each record appropriately
• The book-ahead value can also be specified on the Category record:
  • Click on the ‘Resources’ link in the Configuration menu, this will display a list of categories
  • Edit the book-ahead value on the category record as necessary

Booking ahead with a specific date

The ability to enter a specific date can be used to limit staff to only making bookings in the current term, for example.  You can of course enter any date.  Booking beyond this date will not be possible except by the resource administrators and the Sobs administrator.

• The book-ahead date can be specified on the security role record:
  • Click on School Settings and the RB tab
  • Scroll to the bottom of the page for the list of security roles
  • Enter the date into the book-ahead value on each record appropriately
• The book-ahead value can also be specified on the Category record:
  • Click on the ‘Resources’ link in the Configuration menu, this will display a list of categories
  • Enter the book-ahead date on the category record as necessary

Category or Security

You can define the book ahead settings in either the Resource categories, where the value can be configured differently for the various categories of resource, OR you can set it at the staff security level where you can apply different book ahead values depending on the users’ security.  For example, staff and Department heads can have different book-ahead values.

When a staff member logs in we configure their book-ahead setting from their security role.

When we select a resource for a booking we then check the book-ahead setting from the category.  The category book-ahead value if it exists will always override the role security book-ahead value.

In the security roles there is an additional option allowing a security role to override the book-ahead value.  This option more correctly applies to the ability to override the book-ahead value as specified on the Resource category.  So a Dept Head might have a book-ahead value of “0” (ie no limit) but the Computer Labs might have a 14 day book ahead.  This 14 day limit would still apply to Dept Heads unless they have the override book-ahead values checked, the Resource category book-ahead value is then ignored for this security level.

Book Ahead values within the Current Term

Schools have often asked if the book-ahead can be constrained to the current term.  The “Book ahead – CT” (stands for Current Term) is an option we added that constrains still further the ability to book ahead.  With the Book ahead – CT enabled staff will not be able to book into the next term even if the book-ahead values allow them to.  Staff will have to wait until the first day of the next term before they can begin booking for that term.

This rule doesn’t apply when importing booking information.

Booking in term breaks is allowed, hence from the first day of term staff can book all the way through to the end of the next term break, assuming their book-ahead values allow them to do so.

Advance Bookings

By default advance bookings are not set and the default would be 0 (days).  Meaning, a staff member can book a resource for the same day that they are making the booking.  By specifying a value you are forcing staff to book the resource at least 1 (or more) days in advance of the current time.  This might be necessary where the room or resource needs preparation.  Some schools have used this facility for class sets of books, where the staff in charge of those books need 24 hours to ensure the collections are checked and ready for the students.

The resource manager can configure the Advance Booking value on specific resources – this setting is available only at the individual resource level.  This value defines how far in advance a staff member should book the resource.

If using this option we recommend that you add some indication to the resource description field indicating the advance booking requirement, and also the exceptional circumstances process.