Booking

The booking module was enabled with the 3.4 Evergreen upgrade in January 2020.

Libraries can currently configure two types of resources for reservations: rooms and projectors. To do this, the LocalAdmin will follow the steps below to set up the resources. After they are configured, circulation staff will be able to reserve them for staff or patron use.

If additional resource types are needed, please contact the Help Desk with your request.

1. Local Admin: Set Up Resources

Go to: Administration > Booking Administration > Resources

Click on New Resource

Example for a meeting room:

Barcode: Create a unique name for the room (ARL-ATH-ROOM1)

Deposit Amount: Leave blank unless you charge a room deposit

Is Deposit Required: Leave blank unless you charge a room deposit

Overbook: Leave blank

Owning Library: Select the short policy name (ARL-ATH)

Resource Type: Room

User Fee: Leave blank unless you charge a user fee

Click Save

Optional: Define Resource Attributes

This feature doesn't currently work correctly. See: https://bugs.launchpad.net/evergreen/+bug/1807784

Resource attributes are defined as features of the resource type. These can be created if you want to be able to further define or filter your list of resources. For example, if you have 10 meeting rooms, it might be helpful to be able to only show the rooms that could hold 50-80 people. In this case, the resource type would be 'Room' and the resource attribute could be 'Capacity' or 'Number of People.' As another example, if you only have two meeting rooms, you can define attributes such as 'Large Meeting Room' and 'Small Meeting Room.'

Set up resource attributes

Administration > Booking Administration > Resource Attributes

Click New Resource Attribute button

Example for number of seats:

Owning Library: Select the short policy name (ARL-ATH)

Resource Attribute Name: Number of Seats

Resource Type: Room

Set up Resource Attribute Values (As named, these are the values that are assigned for each attribute. For example, if you have an attribute for 'Number of Seats,' the value would be the number.

Administration > Booking Administration > Resource Attribute Values

Click New Resource Attribute Value button

Fill out form

Owning Library: Select the short policy name (ARL-ATH)

Resource Attribute: Number of Seats

Valid Value: 10

Repeat for each possible value

If the different sizes of rooms can hold 5, 10, or 50 people, set up a Resource Attribute Value for each size. You may also enter more descriptive attributes such as “Up to 20” or “20 at tables - 50 in chairs.”

Resource Attribute Maps bring together the resources and their attributes and values. To set up a Resource Attribute Map, go to:

Administration > Booking Administration > Resource Attribute Map

Click New Resource Attribute Map button

Fill out form

Resource: Enter ‘barcode’ of resource (ARL-ATH-ROOM1)

Resource Attribute: Number of Seats

Attribute Value: 10

Repeat until all resources have the appropriate values attached (ie, each room is associated with the proper number of seats).

2. Circulation Staff: Make Reservations

Patrons cannot reserve resources on their own, they must ask library staff to make a reservation on their behalf.

Click on Booking > Create Reservation

Or: Open a patron account > Other > Booking: Create Reservation

Choose Single Day Reservation

Choose a Reservation Date

On ‘Choose resource by type’ tab, search by type Room and the owning library

Or, use the ‘Choose resource by barcode’ tab to enter the barcode

Double-click on the starting time slot (example: 10:00 AM)

Patron Barcode: Enter barcode

If creating reservation from a patron account, it should automatically fill in the patron barcode

Enter an End Time

Confirm Reservation Location

This defaults to the current location rather than to the resource's owning library

Click ‘Confirm’

If you wish to add a descriptive note to a reservation, you can do so by editing the reservation from the Manage Reservations screen. This will allow you to include room requirements, additional contact information, etc.
If you are reserving a room for a member of the public who does not have a library card, you can reserve it with a staff card, and then edit the Notes field to add the person/group's details.

3. Circulation Staff: Manage Reservations

Every library that uses the booking module should check the reservations each morning to view reservations for the day.

Click on Booking > Manage Reservations

Verify that the correct Reservation Location is appearing

Double-click on a reservation to view the full details

4. View Reservations for a Patron

Staff can view a patron's reservations by opening the account and clicking on Other > Booking: Manage Reservations.

Notes

The Booking Module is currently undergoing additional development. More information on the progress and ideas for future work can be found on the Evergreen Student Success Working Group site.