How to Submit a Booking Request – Stacks for Libraries

Depending how the booking settings have been configured, both logged-in and non-logged in (or (anonymous users/patrons) may be able to submit booking requests.

The form to submit a booking request can be accessed from 2 different pre-built pages that you can direct people to; either the Rooms List page or the Availability page. There are various ways you can direct people to either page, see the article Accessing the Bookings Feature for more information on these options. Navigating to the booking request form is slightly different depending on which page it's access from, this article will explain how to access the from from these pages.

Important! While both logged-in and non-logged in users/patrons may be able to submit a booking request, only logged-in users can receive booking related email notifications and manage their booking requests from their My Account page.

From the Rooms List page

When a user/patron navigates to the /rooms page, they will see a list of all rooms, clicking on a room from here will open the room's detail view, which can display more detailed information about the room itself and presents access to the booking request form.

Navigate to the /rooms page
Browse the list or use the filter vocabulary options to filter the list
Once found, click the room's title to go to the room's detail view
1. Click the Request Booking button
  1. As the form is customizable not all fields listed below may show on the form, at a minimum ensure you complete the 'Required' fields for completing the submission
    1. First and Last Name
    2. Email
    3. Phone number
    4. Join with <room> - when checked, this allows the user/patron to book both spaces, if this room is joined with another
      1. Note: this will create 2 bookings, one for each room
    5. All Day - when checked this will book the room for the entire date (if this option has been enabled)
      1. Note: checking this box will remove the time fields above, as they won't be applicable
    6. Date/time for the booking
      1. This will auto-populate when booking from the /availability page
    7. Room Occupants - indicated the number of occupants that will be in the room
      1. Note: this field is always required, no matter the configuration settings
    8. Reason for booking room - enter a brief description for the rooms desired use
    9. Organization Name - enter the name of the organization associated with the booking
    10. Organization Type - enter the type of organization associated with the booking
    11. Library card - enter the library card of the person completing the booking
    12. Address - enter the address of the person completing the booking
    13. Check I agree to all Terms & Conditions
    14. Click Add Booking, to complete the booking

From the Availability page

When a user/patron navigates to the /availability page, they will see a grid listing all rooms and room availability for the selected day. Clicking on a room's name from this grid will take the user/patron to the detail view, in which case the instructions from the Rooms List page section can be followed.

Navigate to the /availability page
For future requests, adjust the Date (near the top of the page)
If needed, click the pin icon to move the room to the top of the list for easier access when there is a large list of rooms
Click the boxes for the associated time to book the room for, time increments are based on the rules configured in the Booking Settings
1. Green box(es) indicate the room is available to be booked
Click the Book button at the bottom of the table to go to the booking request form
1. As the form is customizable not all fields listed below may show on the form, at a minimum ensure you complete the 'Required' fields for completing the submission
  1. First and Last Name
  2. Email
  3. Phone number
  4. Join with <room> - when checked, this allows the user/patron to book both spaces, if this room is joined with another
    1. Note: this will create 2 bookings, one for each room
  5. All Day - when checked this will book the room for the entire date (if this option has been enabled)
    1. Note: checking this box will remove the time fields above, as they won't be applicable
  6. Date/time for the booking
    1. This will auto-populate when booking from the /availability page
  7. Room Occupants - indicated the number of occupants that will be in the room
    1. Note: this field is always required, no matter the configuration settings
  8. Reason for booking room - enter a brief description for the rooms desired use
  9. Organization Name - enter the name of the organization associated with the booking
  10. Organization Type - enter the type of organization associated with the booking
  11. Library card - enter the library card of the person completing the booking
  12. Address - enter the address of the person completing the booking
  13. Check I agree to all Terms & Conditions
  14. Click Add Booking, to complete the booking

Once submitted, the patron/user will be taken to a confirmation page indicating their booking has been requested and is awaiting review.

If enabled, authenticated (logged-in) users could receive email notifications indicating the status of their room booking request, and can manage their bookings from the My Account page.