This article provides guidance on Bookings.soton, the university booking system designed to improve equipment reservations.
Table of Contents
Overview
Bookings.soton is a flexible booking system that allows departments to take a data-driven approach to managing their resources, ensuring the best possible availability for their users.
This is a brief, user-focused guide on how to make your first booking and utilise the system's various components. If you require more detailed information, please see the full LibreBooking user documentation.
Requesting Booking.soton for your department
If you have university resources for booking and feel you would benefit from your own booking site, please email ServiceLine adding "New Bookings instance FAO ResApps" as subject.
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Sign into Bookings.soton
Bookings.soton uses "Single Sign On" (SSO) so you can sign in using your university email and password. In the event you cannot sign in, please contact Serviceline or visit a Tech Hub.
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How to use Booking.soton
Make your first booking
To make a booking, select:
- Schedule
- Bookings:
Booking.soton will show a calendar of available times for the rooms and resources you can reserve:
Selecting an open space will allow you to create a booking.
Once you have filled in the form, select the Create button. This will check the slot is still available, and if so, send a confirmation email to you and invitations to any participants you have invited.
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Book multiple resources
You can add or remove multiple resources to your booking by using the Change button.
For example, you can book both equipment and a workspace simultaneously (subject to availability):
Please be careful to ensure that booked resources are compatible.
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Add participants and invitees
When booking, you can add other users to your reservation.
Adding someone as a participant will add that user to your reservation without asking them if they would like to accept or decline the offer. Adding someone as an invitee will send an Invitation email for them to accept or decline the offer. If the user declines the offer, then they will be removed from the list.
Some resources may not be able to accept additional participants due to capacity limitations. If in doubt about capacity limits or if they do not seem right, please contact your bookings admin.
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Create repeat reservations
If you would like your reservation to be repeated, you can choose from the following to fit your needs.
Daily
This will repeat your reservation at a chosen interval of days:
Weekly
This will repeat your reservation on your chosen days each week:
Monthly
If, for example, Monday 8th is the second Monday of the month, repeating monthly can either:
- By selecting the option Day of the week, the system will repeat the booking on the second Monday of the next month
or - By selecting the option Day of the month, the system will repeat the booking on the 8th day of the next month
Yearly
This will repeat every year on the same date and time.
Custom
This will allow you to set a list of dates you would like your reservation to repeat on.
Please note! Repeat reservations may be disabled at your faculty’s discretion depending on the type of resources a faculty provides or because of demand for those resources.
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Update or delete a reservation
You can update or delete your reservation by locating it on the calendar and opening it. Please note:
- You may only do this on reservations you have made yourself
- You cannot update past reservations
If you have been asked to cancel a reservation on behalf of someone who cannot do so themselves, please contact the administrator for your faculty.
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Update or delete repeat reservations
When repeat reservations are made, the series is created all at once. As they do not rely on a rule to create the series, you may alter one, some or all of the reservations that are not in the past.
Only this instance will change the reservation you are currently editing.
All instances will change every reservation in the series that is not in the past.
Future instances will alter all instances from that reservation onward, for example you may select the middle reservation and make the second half of the series different from the first.
The process for deleting and updating your reservations is identical, except you will be asked for a reason. This is optional, however feedback may help your administrator improve services.
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Booking limits
When making lots of bookings your request may be rejected if you exceed your booking limit.
Booking limits are set by the administrator either for time allowed or access to a specific resource based on demand for them.
Administrators may also require a minimum or maximum booking time to ensure resources are used efficiently.
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Getting IT help
If you need help, please contact ServiceLine or visit one of our Tech Hubs.
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Related content
How to book a Hybrid Meeting room
How to book standard meeting rooms or shared desks using Room Finder
Digital Learning - Media Request Form
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