Conference Room Booking System

R&R Education
Reserving a Conference room using Notes calendar
(Rooms and Resources)

3/18/2008 Prepare By Aaron Yu © 2007 IBM Corporation

 Business Unit
Conference Room
or Product
BookingName
System

1.What is Rooms and Resources (R&R)?

2.Configuring your client

3.Finding a Room

4.Reserving a Specific Room

5.Adding a preferred site and room for calendar invitations

3/17/2008 Prepare By Aaron Yu © 2007 IBM Corporation

 R&R Education

What is Rooms and Resources (R&R)?

 Use Notes calendaring (Rooms and Resources) when making

public conference room reservations for meetings.
 Rooms and Resources (R&R) functionality is integrated with
Notes Calendaring and Scheduling (C&S).
 Conference rooms are defined as "Rooms" in the IBM TW
Address book, so there's no need to switch between Notes C&S
and CRBS or other dedicated calendars when scheduling or
rescheduling a meeting.

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What is Rooms and Resources (R&R)?

 Changes to meetings are more quickly and automatically reflected in the
Resource Reservation database(R&R).
 Use the 'Rooms' field in the 'Where' section of the meeting invitation to select a
room from the IBMTW Address book, or search for an available room.
 If you have been using Reserve for conference room scheduling, one of the
noteworthy advantages is the ability to do a Free Time Search which includes
both the people invited to your meeting and the room; no more switching
between Notes Calendar and CRBS to find the best time for both the room and
the people.
 If you need to cancel a meeting for any reason, the R&R manager makes sure
that resources are made available to other IBM employees. As soon as you
delete your meeting entry in your Notes calendar, reservation of resources is
released in the Resource Reservations database and can be booked again. The
noteworthy advantage of R&R compared to CRBS is that you do not need to
remember any more to cancel separately your resource in the Reservations
database.
Important hint!
For repeating meetings, choose the one in your 
calendar view you would like to remove and press 
the Delete key. You will be asked if you only want 
to delete the selected one or all meetings. 

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What is Rooms and Resources (R&R)?

CRBS R&R

Verify the availability of rooms and equipment  

Calendar / Diary view  

Create, delete, update or postpone reservations  

Create recurring reservations  

Detailed information about availability of resources  

Changes to meetings are automatically reflected in the database  

Reservations can be made directly in the Reservations database

 *
* The Reservations database has no write permission: You only have read permission!

Using of ‚Free Time Search‘ for participants and resources:

 
No more switching between Notes Calendar and Reservation database

Group Calendar is now integrated within Notes Calendaring & Scheduling  

Provides an opportunity to create a list of preferred site, rooms or resources  

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Rooms and resources - Configuring your client

 Rooms and resources are defined in the server address book on your
mail server. To use Rooms or Resources in your calendar invitation, you
must be connected to the IBM network, and use your mail server for
addressing. If not, you'll receive errors when trying to book a room.

6 © 2007 IBM Corporation

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Rooms and resources - Configuring your client

 Go to the Mail tab. If you are

using a Local replica of your
mail, check the Mail
addressing field. Change the
field to use Local then server
addressing.

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Finding a Room

 Use Rooms and Resources to find an available conference room

for your meeting. Open your Notes calendar, fill out the subject,
and add your invitees. Use the Find Room button to search for
an available conference room.

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Finding a Room

Make sure you enter the site and

number of attendees for your
meeting. Click on the Search button
to list the available rooms (for the
time and date of your meeting).

9 © 2007 IBM Corporation

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Finding a Room

 Select the conference room. In your calendar invite, the Rooms

field will display the room you selected. Save and Send your
invite.

Important Hint!
Make sure your network connection is working properly should you receive the
warning message box ‚Type mismatch’. Otherwise Rooms and Resources will
not be able to access the IBMTW Directory where all resources are listed.

10 © 2007 IBM Corporation

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Finding a Room
 It is important to look for the Meeting Acceptance in your Notes
mail Calendar Events. An acceptance indicates you have
successfully reserved your room. If you do not get an acceptance
from the room then you have NOT reserved the room.

Useful tip:
Leave Invitees empty if you only want to make a reservation of resources.
In this case, no invitation will be sent to participants.

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Reserving a Specific Room

 To book a particular conference room, use the icon next to the

room field in your calendar entry. You may use your preferred
rooms or you may use the Taiwan Address book.

If you use the Taiwan Address book you will be presented with a
number of conference rooms. Select the room you wish to book using
the Add button. Select OK to populate the rooms field.

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Reserving a Specific Room

• Note that you may use the Scheduler to view the availability of the
room as well as your invitees.
Useful tip:
You can use group
calendar to see whether
members of a group are
free or busy at certain
times. Detailed
information on how to
create one can be found
in the Notes Help
section.

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Reserving a Specific Room

 Once you have found an available time, Save and Send your
invite. Be sure to look for the room acceptance in your Calendar
Events to ensure you have successfully reserved your room.

14 Presentation Title | Presentation Subtitle | Confidential © 2007 IBM Corporation

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Adding a preferred site and room for calendar invitations

1.Click the Mail icon on the Bookmark bar to open the mail
database.
2.On the Tools action button menu, click Preferences.
3.Click the Calendar & To Do tab.
4.Click the Rooms and Resources tab.
5.In the Default Meeting Settings For Choosing Site area,
click the book icon for Preferred Site.
6.Choose the Site to be defined as the Preferred site and
click OK.
7.In the Default Meeting Settings for Rooms and Resources
area, click Manage Rooms List.
8.Select a specific Address Book as the Directory to be
used.
9.Highlight the Room you wish to use as your Preferred
Room and click Add.
10.If required, select additional rooms to be added to the
Preferred Room list.
11.Click OK to close the dialog box.
12.Click OK to save the Preferences.

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Adding a preferred site and room for calendar invitations

16 © 2007 IBM Corporation

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The principle of the Rooms & Resources functionality

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Problem solving tips(Q&A)

 I can't find the rooms, or see freetime for the conference

rooms. When I search for Rooms, I get an error message: No
name and address books found.
 The rooms are defined in the IBMTW Directory on your mail
server. You must be connected on the IBM network and use your
mail server to pick a room from the IBMTW directory, or to find
available times for the conference rooms. If you're using a local
replica of your mail, check your current location document. On
the Mail tab, change the field "Mail addressing" to 'Local then
server'.

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Problem solving tips

I selected an available room, and received a rejection?

 The names of some rooms end in "Private". Those rooms may show as
available, but have an icon indicating they're restricted. Check 'Details' when
browsing for a room. Watch for the red circle with a slash next to the room
name.
 In most cases only owner can book resource.

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Problem solving tips

 There are several ways a private room can be

configured.
– In some cases it can't be booked unless you are in the list of
permitted users.
– In other cases the room's owner wants to review and approve
or decline each invitation. If your reservation is rejected, you'll
get meeting decline response from that room.
 For public rooms, reservations are processed in the
order they're received. If two people are trying to
reserve a room at the same time, one will receive a
decline.

20 © 2007 IBM Corporation

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Problem solving tips

Was my reservation correctly booked? Do I have the room
reserved?
 We've provided Notes DB
view of the current
conference room bookings
by date and by room. You'll
be able to see the time,
room and name of the
person who made the
reservation.

21 Presentation Title | Presentation Subtitle | Confidential © 2007 IBM Corporation

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Problem solving tips

How to access the R&R DB?

Server address:d23ml051/23/M/IBM
File Name:TW Reservation/TWRnR.nsf

22 © 2007 IBM Corporation

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Problem solving tips

R&R DB
Important hint!
You only have read and no write permission on the Resource
Reservations database. This means that you are not able to book
rooms in the database itself. Resource bookings can only be made
with the integrated R&R functionality in Notes calendar.

However, you can monitor your bookings in different views such as

Waiting for approval, Declined or My Reservations.

Additionally, the owner of a resource may give approval (accept  
    ) or decline      bookings right away in the Reservations 
database.

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R&R Plan and Schedule

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Help Desk/Userful Info.

IT Related
IT Help Center EXT:3399

R&R Database/Conference Room Related

Aaron Yu/Taiwan/IBM EXT:3566

R&R Introduce/Q&A
http://w3.ibm.com/ibm/resource/tw_hr_sos_conference_rnr.html

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Thank You!

26 © 2007 IBM Corporation