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.

Booking requests can be submitted from either the Availability page, or from a room's detail view, which can be accessed from both the Availability and Rooms List pages. How a user/patron navigates 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.

From the Rooms List page

When a user/patron navigates to the Rooms List page (URL path: /rooms), they can browse the list of all rooms added to your Stacks site. From this list, clicking on a room's title will open the detail view for the room, this view will typically display more detailed information about the room itself depending on the information added by an administrative user.

In a box on the right side of the screen, users/patrons will see location, occupancy, and open hours for the space, along with a button to Request Booking; clicking this button will open the request booking 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. A legend at the bottom of the grid explains the room availability.

Tip! Clicking on a room's name from the grid will take the user/patron to the room's detail view, from there they can follow the instructions starting at step 5 to complete their booking request.

Navigate to the /availability page
Date, the default date displayed will be the current day
1. Click the arrows to change the date, or click the date displayed beside the arrows to open the calendar to select another date
Resources, the resources column of the grid displays the list of rooms available
1. Tip! The grid will display up to 10 rooms at a time, you may need to use the browsing options in the bottom right corner of the grid to browse to other pages of rooms, or use the filter options in the boxes to the left of the grid (if filtering options have been added)
Time Selection, click one or more boxes in the grid for the time you wish to book the space for. Once selected, click Continue Booking (under the grid) to advance to the booking form; or click Clear selection (under the grid) to clear you selection
1. The minimum and maximum amount of time a space can be booked for is controlled by the Booking Settings configured by an administrative user
Booking form
1. The fields displayed on this form are customizable by an administrative user, as such, not all fields listed below may show on the form. All required fields (indicated on the form by ) must be completed in order to submit your request
  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, will auto-populate if time blocks were selected as described in step 4; otherwise select the date/time for the booking request
  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, the user/patron may also receive an email notification indicating their request has been submitted.

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