Facility Reservation (Application Management)

To Manage Facility Reservations

When you press the link of Facility Reservation Management in Settings menu, Facility Reservation Management screen is displayed.
In Facility Reservation Management, you can view all reservations of any users and groups.
In addition, you can add, edit, and delete reservations of any users and groups.

Application administrators who manage only belonging group can manage reservations with the following conditions.

Facilities which are managed by a group you belong : You can add, edit, delete reservations.
Facilities which are not managed by a group you belong : Depending on the access rights set to the facilities.

* If a reservation has been made to a facility which is managed by group you belong, but a facility that is not managed by you has been reserved with the reservation, you cannot edit and delete the reservation.

Application administrators who manage the selected groups can manage reservations with the following conditions.

Facilities which are managed by the selected groups : You can add, edit, delete reservations.
Facilities which are not managed by the selected groups : Depending on the access rights set to the facilities.

* If a reservation has been made to a facility which is managed by your selected groups, but a facility that is not managed by you has been reserved with the reservation, you cannot edit and delete the reservation.

Facility Reservation Management and Facility Reservation of general users have the same operations.
Please refer to Facility Reservation of User's Manual.

To Manage Restricted Facility Reservations

When you press the link of Facility Reservation Management in Settings menu, Facility Reservation Management screen is displayed.
Change the tentative reservations to normal reservations from the update screen.

By unchecking the tentative checkbox, tentative icon will not be shown.
Click "Update" button to save the changes.
Confirmation window is displayed when you click "Delete" button.

- Confirmation window when deleting a tentative reservation
- Set notification method and message to be sent to the owner.
  * Notification method is set by system administrators and cannot be changed.
  (For more information, please refer to Facilities Reservation > To Setup General Settings .)
  * If the login user is the owner, this column will not be displayed.
- Set notification method and message to be sent to the recipients.
  * Default value is determined by setting value of "Notification" in "Personal Settings" - "Display Settings" or "System Management" - "General Settings".
  * If Email Notification option is set to "Do Not Use" by the administrator, Email option is not displayed.
  * If Whereabouts application is set to "Do Not Use", Whereabouts Message option is not displayed.
  * If both Email and Whereabouts Message cannot be used, the input fields are not displayed.

To Add Reservations from File (Import)

When you press the link of Import from CSV File in Settings menu, Import from CSV File screen is displayed.
You can add reservations from a file in one batch.

Application administrators who manage only belonging group can add, edit reservations with the following conditions.

Facilities which managed by a group you belong : You can add and edit events.
Facilities which are not managed by a group you belong : You can add and/or edit reservations for facilities that you have "Add" and/or "Update" access right.

Application administrators who manage selected groups can add, edit reservations with the following conditions.

Facilities which are managed by the selected groups : You can add, edit, delete reservations.
Facilities which are not managed by the selected groups : You can add and/or edit reservations for facilities that you have "Add" and/or "Update" access right.

The fields of a reservation are displayed. You can change the order of the fields to match the file format.

* Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
Select a facility you want to add reservations in one batch.
When you press "Select Facility" button, Select Facilities window is displayed.
Choose a file. Check "Ignore the first line" option if the first line of the file has to be ignored.
Choose a character encoding and delimiter of the file.
Press Change Settings link to change the character encoding and delimiter options.
Choose a character encoding.
Choose a delimiter.

After all entries are completed, when you press "Import" button, importing reservations is started.

* Updating irregular or recurring events will exclude the date from the original irregular or recurring events and create a new event.

To Save Reservations to File (Export)

When you press the link of Export to CSV File in Settings menu, Export to CSV File screen is displayed.
You can save reservations data to a file.

Application administrators who manage only belonging group can save reservations with the following conditions.

Facilities which managed by a group you belong : You can save reservations.
Facilities which are not managed by a group you belong : You can save reservations of facilities that you have "Read" access right.

Application administrators who manage the selected groups can save reservations with the following conditions.

Facilities which managed by your selected groups : You can save reservations.
Facilities which are not managed by your selected groups : You can save reservations of facilities that you have "Read" access right.

Specify the period of reservations data to be saved to a file.
When you press the entry field, a calendar screen is displayed.
* Enter a date in MM/dd/yyyy format, numeric.
The fields of a reservation to be saved are displayed. You can change the order of the fields.
* Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
Reservations for facilities are saved.
When you press "Select Facility" button, Select Facilities window is displayed. You can select more than one facility.
* System administrators and Facility Reservation application administrators (Managed Group: All) can export all facilities.
* Application administrators of Facility Reservation (Managed Group: Belonging Group) can export the facilities that they have the permission to access or managed by their belonging groups.
* Application administrators of Facility Reservation (Managed Group: Selected Groups) can export the facilities that their groups have the permission to access or managed by the selected groups.
* If a system administrator has set Details of Facility option to display, the facility name will be displayed in a link form.
Choose a character encoding and delimiter used in the file.
Press Change Settings link to change the character encoding and delimiter options.
Choose a character encoding.
Choose a delimiter.

After all entries are completed, when you press "Export" button, exporting reservations is started.

To Setup Purpose Items

When you press the link of Basic Settings > Purpose Item Settings in Settings menu, the list of purpose items screen is displayed.
You can add, edit, and delete purpose items which can be used for reservation entry.
Purpose items can have their color which applies to events where the purpose item is selected in.

* Application administrators who manage only belonging group cannot use Purpose Item Settings.

Add a purpose item.
Change the display order of purpose items you selected.
Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode.
In Change Display Order mode, choose the destination of the purpose items. You can choose more than one purpose item at once.
* Press and hold down the mouse button over the data you want to move and move the mouse and release the mouse button on desired place to change the display order.
Delete purpose items.
Select purpose items you want to delete and press this button to delete them. You can delete more than one purpose items.
The list of purpose items is displayed.
Here you can see event colors and names of purpose items.
When you press a link of the purpose item name, Edit Purpose Item screen is displayed.

To Add Purpose Item

When you press "Add Purpose Item" button in the list of purpose items, Add Purpose Item screen is displayed.

Enter a purpose item name.
Select an event color.
Click the rounded square to see the color options.
They have 12 options with six colors (each color has bordered and filled one).

* This event color will be set as an initial value of events when they have selected this event item.

Click "Create" to save and create the data.

To Edit Purpose Item

When you press a link of the purpose item name, Edit Purpose Item screen is displayed.

Click "Update" button to save the changes.

To Delete Purpose Items

When you press "Delete" button on the list of purpose items or Edit Purpose Item screen, a confirmation window is displayed.
When you press "Yes" button, the purpose items are deleted. The deleted purpose items cannot be recovered. Please take note.

To Setup Facility Groups

When you press the link of Basic Settings > Facility Group Settings in Settings menu, the list of facility groups screen is displayed.
You can use facility groups to categorized the same type of facilities such as company cars, conference rooms.
In addition, you can setup common settings of facilities, such as available time.

* Application administrators who manage only belonging group cannot use Facility Group Settings.

Add a facility group.
Change the display order of facility groups you selected.
Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode.
In Change Display Order mode, choose the destination of the facility groups. You can choose more than one purpose item at once.
* Press and hold down the mouse button over the data you want to move and move the mouse and release the mouse button on desired place to change the display order.
Delete facility groups.
Select facility groups you want to delete and press this button to delete them. You can delete more than one facility group.
The list of facility groups is displayed.
When you press a link of the facility group, Edit Facility Group screen is displayed.

To Add Facility Group

When you press "Add Facility Group" button, Add Facility Group screen is displayed.

Enter a name of the facility group.
Set the available time.
Set the time period that a facility can be reserved.
- Do Not Limit
  Do not limit the period a facility can be reserved.
- Limit
  If you choose "Limit", the selection of time period is displayed. Set the time period.
  * If you check "All Day", you cannot select the time.
  * If you specify the start time later than the end time, the available time is set across two days.
  * When you specify the [Available Time], events without both start and end time cannot be registered.
  * Even when start and end time were specified in [Available Time], all-day events can still be registered.
  * If "All Day" was selected in [Available Time], only all-day events can be registered for events that crosses over a day. Events with specified start and end times that crosses over a day cannot be registered.
* This setting value can be used for facilities that this facility group is set.
Set how long a facility can be reserved.
- Do Not Limit
  Events have no limit about usage duration.
- 1 Hour to 12 Hours
  Users are allowed to keep using a facility up to the specified hour(s) at a time.
* This setting value can be used for facilities that this facility group is set.
Set whether to reserve a facility on holiday.
- Allow
  Using facilities on holidays are available.
- Disallow
  Using facilities on holidays are not available.
* This setting value can be used for facilities that this facility group is set.
Choose whether to limit reservation in future.
- (Use the setting of the General Settings)
  Use the setting set by "System Management" - "General Settings".
- Do Not Limit
  Events have no limit about advance reservation.
- Limit by days
  Users are allowed to add an event the specified days in advance.
  Midnight until the time set in "Change Time Limit" is considered a day before.
- Limit by date
  Users are allowed to add an event before the specified coming date.
* This setting value can be used for facilities that this facility group is set.
Set whether to limit to tentative reservation.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Do Not Limit
- Limit
  Users cannot reserve facilities without the tentative option.
* Use this option, for example, an administrator lets users make a tentative reservation for a facility, and the administrator of the facility commit the reservation.
* This setting value can be used for facilities that this facility group is set.

Click "Add" button to save the changes.

To Edit Facility Group

When you press a link of the facility group name, Edit Facility Group screen is displayed.

Click "Update" button to save the changes.

To Delete Facility Groups

When you press "Delete" button on the list of facility groups or Edit Facility Group screen, a confirmation window is displayed.
When you press "Yes" button, the facility groups are deleted. The deleted facility groups cannot be recovered. Please take note.

To Setup Facilities

When you press the link of Facility Settings in Settings menu, Facility Settings screen is displayed.
You can add, edit, and delete facilities.

Enter facility information.
Change the display order of facility you selected.
Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode.
In Change Display Order mode, choose the destination of the facility. You can choose more than one purpose item at once.
* Only when you choose "(All)" in Select Group screen, you can press "Change Display Order" button.
* Press and hold down the mouse button over the data you want to move and move the mouse and release the mouse button on desired place to change the display order.
Delete facilities.
Select facilities from the list and press this button to delete them. You can select more than one facility.
Setup facilities in bulk.
When you press the button Facility Batch Setting screen is displayed.
Status of Web Conference licenses
Total, in-used and remaining licenses of Web Conference are displayed.
Choose a group to narrow down to facilities managed by the group.
When you press "Select Group" button, Group Selection window is displayed.
* Application administrators who manage only belonging group can choose any one of her/his belonging groups.
* Application administrators who manage selected groups can choose any user from the selected groups.
Narrow down to facilities in the group.
The list of facilities is displayed.
When you press a link of Facility Name, Edit Facility screen is displayed.

To Create Facility

Click "Create Facility" button to display Create Facility screen.

To Create Facility

Facility Information

Enter a facility name.
Select a facility.
(For more information, refer to Web Conference .)
* Web Conference cannot be used if the usage setting of Web Conference is set to "Do Not Use" in system administrator settings.
Choose a group which manages the facility.
When you press "Select Group" button, Group Selection window is displayed. Choose a group which manages the facility.

* Application administrators who manage only belonging group can choose any one of her/his belonging groups.
Choose a facility group.
Choose a facility group to categorize the facility.
The settings of the facility group you selected are displayed.

* You can use the settings of the facility group as the settings of the facility. If you set the settings of the facility individually, the settings of the facility take precedence of the settings of the facility group.
Enter description of the facility.
Add an image which is displayed when selecting facilities.

* jpeg, png, gif file is reduced to width 180 * height 135.
* When reducing size, the image may not be displayed neatly. If you specify the file in size exactly the same as the specified size, the original image can be displayed without reducing size.
Set access rights to the facility.
When you press "Select" button, Set Access Rights window is displayed.
(Please refer to To Set Access Rights to Facility for more details.)

Reservation Settings

Set the available time.
Set the time period that a facility can be reserved.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Do Not Limit
  Do not limit the period to be reserved.
- Limit
  If you choose "Limit", the selection of time period is displayed. Set the time period.
  * If you check "All Day", you cannot select the time.
  * If you specify the start time later than the end time, the available time is set across two days.
  * When you specify the [Available Time], events without both start and end time cannot be registered.
  * Even when start and end time were specified in [Available Time], all-day events can still be registered.
  * If "All Day" was selected in [Available Time], only all-day events can be registered for events that crosses over a day. Events with specified start and end times that crosses over a day cannot be registered.
Set how long a facility can be reserved.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Do Not Limit
  Events have no limit about usage duration.
- 1 Hour to 12 Hours
  Users are allowed to keep using a facility up to the specified hour(s) at a time.
Set whether to reserve a facility on holiday.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Allow
  Using facilities on holidays are available.
- Disallow
  Using facilities on holidays are not available.
Choose whether to limit reservation in future.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Do Not Limit
  Events have no limit about advance reservation.
- Limit by days
  Users are allowed to add an event the specified days in advance.
  Midnight until the time set in "Change Time Limit" is considered a day before.
- Limit by date
  Users are allowed to add an event before the specified coming date.
Set whether to limit to tentative reservation.
- (Use the setting of facility group)
  Use the setting of facility group you selected.
- Do Not Limit
- Limit
  Users cannot reserve facilities without the tentative option.
* Use this option, for example, an administrator lets users make a tentative reservation for a facility, and the administrator of the facility commit the reservation.

Click "Create" to save and create the data.

To Setup Access Rights to Facility

You can set access rights to facilities in Create Facility or Edit Facility screen.

Select users, groups, and/or roles that grant access rights.
Click "Select User/Group/Role" button to open the selection dialog.
(For more details, please refer to Common Functions for All Screens > User/Group/Role Selection in User's Manual.)
Change Rights opens Change Rights window to set the access rights on selected users, groups, and roles in the list below.
Click "Change Rights" from the list and access rights setting window will appear.
Unselect removes selected users, groups, and roles in the list below.
This is the list of users, groups, and roles you specify the access rights. It consists of User/Group/Role, Belonging Group, Conditions, and Right.
A user's row would show its Belonging Group. A group's row shows a Condition, "Include Subordinates," when the group contains its sub groups.

When the setup is complete, press "OK" button.

- About Change Rights

- There are four types of rights: "Read", "Add", "Update", and "Delete".

Read Right
Users who have the right can view reservations of the facility.
Add Right
Users who have the right can add reservations of the facility.
Update Right
Users who have the right can update reservations of the facility.
Delete Right
Users who have the right can delete reservations of the facility.

* If "Read" right is not set, you cannot set "Add", "Edit", and "Delete" right. If you remove "Read" right, the user/group/role is removed automatically from the list.
* The owner of a reservation can edit and delete the event regardless of the access rights settings.

Click "OK" button to complete the settings.

To Edit Facility

When you press a link of the facility name, Edit Facility screen is displayed.

Click "Update" button to save the changes.

To Delete Facilities

When you press "Delete" button on the list of facilities or Edit Facility screen, a confirmation window is displayed.
When you press "Yes" button, the facilities are deleted. The deleted facilities cannot be recovered. Please take note.

To Update Facilities in One Batch

When you press "Switch to Batch Setting" button in the list of facilities screen, Facility Batch Setting screen is displayed.

Select facilities to be updated.
When you press "Select" button, Select Facilities window is displayed.
* If a system administrator has set Details of Facility option to display, the facility name will be displayed in a link form.
Choose how to update.
There are two ways to update. The screen is switched according to the selection of how to update.
- Specify Individually
- Copy The Setting of Selected Facility

- Specify Individually

When you check the check box of each filed, setting items such as options are displayed.
* The setting values are the same as the corresponding values in the creation and edit screen.

- Copy The Setting of Selected Facility

Choose a facility to copy its settings.
When you press "Select Facility" button, Facility Selection window is displayed.
The settings of the facility you selected are displayed.

Click "Update" button to save the changes.

To Add Facilities from File (Import)

When you press the link of Import Facility Data in Settings menu, Import Facility Data screen is displayed.
You can add facilities from a file in one batch.

* Application administrators who manage only belonging group can add facilities that managed group is set to her/his belonging group.
* Application administrators who manage the selected groups can add facilities that managed group is set to the selected group.

The fields of a facility are displayed. You can change the order of the fields to match the file format.
* Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
Choose a file. If you would like to ignore the first line, select the check box.
Choose a character encoding and delimiter of the file.
Press Change Settings link to change the character encoding and delimiter options.
Choose a character encoding.
Choose a delimiter.

After all entries are completed, when you press "Import" button, importing facilities is started.

To Save Facilities to File (Export)

When you press the link of Export Facility Data in Settings menu, Export Facility Data screen is displayed.
You can save facilities to a file.

The fields of a facility to be saved are displayed. You can change the order of the fields.
* Press and hold down the mouse button over a field name and move the mouse up and down and release the mouse button on desired place to change the order.
Choose a value output to Management Group field.
Choose any one of "Group System ID (e.g.*246)", "Internal Organization Code (e.g. @NEO0001)", "Group Name (e.g. Information System)".
The group data is saved in the file as you selected.
Facilities managed by the group you selected are saved.
When you press "Select Group" button, Group Selection window is displayed.
* Application administrators who manage only belonging group can choose any one of her/his belonging groups.
Choose a character encoding and delimiter used in the file.
Press Change Settings link to change the character encoding and delimiter options.
Choose a character encoding.
Choose a delimiter.

After all entries are completed, when you press "Export" button, exporting facilities is started.

Facility Selection Window
When you press "Select Facility" button on the export to CSV file screen, a facility selection window will be displayed.

Select a facility group.
Check "Select All" checkbox to select all displayed facilities.
All facilities is displayed.

Press "OK" button to confirm the export target items.