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Administration

If you are in a group with the Application Administrator role assigned then you will see the Application Management menu item. All administrative tasks can be found here.

Setting up Schedules

When installing Booked Scheduler a default schedule will be created with out of the box settings. From the Schedules menu option you can view and edit attributes of the current schedules.

Schedules can be displayed starting on any day of the week and for any number of days. For a schedule to display starting on the current day, set the Starts On option to Today.

Each schedule must have a layout defined for it. This controls the availability of the resources on that schedule. Clicking the Change Layout link will bring up the layout editor. Here you can create and change the time slots that are available for reservation and blocked from reservation. There is no restriction on the slot times, but you must provide slot values for all 24 hours of the day, one per line. Also, the time format must be in 24 hour time. You can also provide a display label for any or all slots, if you wish.

A slot without a label should be formatted like this: 10:25 - 16:50

A slot with a label should be formatted like this: 10:25 - 16:50 Schedule Period 4

Below the slot configuration windows is a slot creation wizard. This will set up available slots at the given interval between the start and end times.

Schedule Administrators

A group of users may be set up with permission to manage resources. In order for a group to be set as the schedule administrator the group must first be granted the Schedule Administrator role. This is configured from the Groups admin tool. Once that role has been added, the group will be available in the Manage Schedules tool.

Schedule Administrators have the same capabilities as Application Administrators for any resource that is on a schedule which the group is assigned to. They can change schedule details, black out times, manage and approve reservations.

Setting up Resources

You can view and manage resources from the Resources menu option. Here you can change the attributes and usage configuration of a resource.

Resources in Booked Scheduler can be anything you want to make bookable, such as rooms or equipment. Every resource must be assigned to a schedule in order for it to be bookable. The resource will inherit whatever layout the schedule uses.

Setting a minimum reservation duration will prevent booking from lasting shorter than the set amount. The default is no minimum.

Setting a maximum reservation duration will prevent booking from lasting longer than the set amount. The default is no maximum.

Setting a resource to require approval will place all bookings for that resource into a pending state until approved. The default is no approval required.

Setting a resource to automatically grant permission to it will grant all new users permission to access the resource at registration time. The default is to automatically grant permissions.

You can require a booking lead time by setting a resource to require a certain number of days/hours/minutes notification. For example, if it is currently 10:30 AM on a Monday and the resource requires 1 days notification, the resource will not be able to be booked until 10:30 AM on Sunday. The default is that reservations can be made up until the current time.

You can prevent resources from being booked too far into the future by requiring a maximum notification of days/hours/minutes. For example, if it is currently 10:30 AM on a Monday and the resource cannot end more than 1 day in the future, the resource will not be able to be booked past 10:30 AM on Tuesday. The default is no maximum.

Certain resources can have a usage capacity. For example, some conference rooms may only hold up to 8 people. Setting the resource capacity will prevent any more than the configured number of participants at one time, excluding the organizer. The default is that resources have unlimited capacity.

Requiring check in/check out will give the reservation owner the opportunity to record when they actually begin and end a reservation. You can optionally automatically release a reserved time if a user does not check in within a given amount of time. To automatically release reservations you must configure the autorelease job.

Application Administrators and applicable Schedule and Resource Administrators are exempt from usage constraints.

Resource Administrators

A group of users may be set up with permission to manage resources. In order for a group to be set as the resource administrator the group must first be granted the Resource Administrator role. This is configured from the Groups admin tool. Once that role has been added, the group will be available in the Manage Resources tool.

Resource Administrators have the same capabilities as Application Administrators for any resource which the group is assigned to. They can change resource details, black out times, manage and approve reservations.

Resource Images

You can set a resource image which will be displayed when viewing resource details from the reservation page. This requires php_gd2 to be installed and enabled in your php.ini file. More Details

Resource Statuses

Setting a resource to the Available status will allow users with permission to book the reservation. The Unavailable status will show the resource on the schedule but will not allow it to be booked by anyone other than administrators. The Hidden status will remove the resource from the schedule and prevent bookings from all users.

Resource Groups

Resource Groups are a simple way to organize and filter resources. When a booking is being created, the user will have an option to book all resources in a group. If resources in a group are assigned to different schedules then only the resources which share a schedule will be booked together.

If using resource groups, each resource must be assigned to at least one group. Due to the group hierarchy, unassigned resources will not be able to be reserved.

Drag and drop resource groups to reorganize.

Right click a resource group name for additional actions.

Drag and drop resources to add them to groups.

Resource Types

Resource types allow resources that share a common set of attributes to be managed together. Custom attributes for a resource type will apply to all resources of that type

Setting up Accessories

Accessories can be thought of as ancillary resources used during a reservation. Examples may be projectors or chairs in a conference room.

Accessories can be viewed and managed from the Accessories menu item, under the Resources menu item. Setting a accessory quantity will prevent more than that number of accessories from being booked at a time.

Setting up Quotas

Quotas restrict reservations from being booked based on a configurable limit. The quota system in Booked Scheduler is very flexible, allowing you to build limits based on reservation length and number reservations.

Quota limits "stack". For example, if a quota exists limiting a resource to 5 hours per day and another quota exists limiting to 4 reservations per day, a user would be able to make 4 one-hour-long reservations but would be restricted from making 3 two-hour-long reservations. This allows powerful quota combinations to be built.

Quotas applied to a group are enforced for each user in the group individually. It does not apply to the group's aggregated reservations.

It is important to remember that quota limits are enforced based on the schedule's timezone. For example, a daily limit would begin and end at midnight of the schedule's timezone; not the user's timezone.

Application Administrators are exempt from quota limits.

Setting up Announcements

Announcements are a very simple way to display notifications to Booked Scheduler users.

From the Announcements menu item you can view and manage the announcements that are displayed on users dashboards. An announcement can be configured with an optional start and end date. An optional priority level is also available, which sorts announcements from 1 to 10.

HTML is allowed within the announcement text. This allows you to embed links or images from anywhere on the web.

Setting up Groups

Groups in Booked Scheduler organize users, control resource access permissions and define roles within the application. Setting resource permissions for a group will grant access to all members of that group. Users can individually be granted additional resource permission.

Roles

Roles give a group of users the authorization to perform certain actions.

Application Administrator: Users that belong to a group that is given the Application Administrator role are open to full administrative privileges. This role has nearly zero restrictions on what resources can be booked. It can manage all aspects of the application.

Group Administrator: Users that belong to a group that is given the Group Administrator role are able to manage their groups and reserve on behalf of and manage users within that group. A group administrator must first be assigned the Group Administrator role. This group will then be available in the Group Administrators list.

Resource Administrator: Users that belong to a group that is given the Resource Administrators role have the same capabilities as Application Administrators for any resource which the group is assigned to. They can change resource details, black out times, manage and approve reservations.

Schedule Administrator: Users that belong to a group that is given the Schedule Administrators role have the same capabilities as Application Administrators for any resource that is on a schedule which the group is assigned to. They can change schedule details, black out times, manage and approve reservations.

Viewing and Managing Reservations

You can view and manage reservations from the Reservations menu item. By default you will see the last 14 days and the next 14 days worth of reservations. This can be filtered more or less granular depending on what you are looking for. This tool allows you to quickly find an act on a reservation. You can also export the list of filtered reservations to CSV format for further reporting.

Reservation Approval

Setting $conf['settings']['reservation']['updates.require.approval'] to true will put all reservation requests into a pending state. The reservation becomes active only after an administrator approves it. From the Reservations admin tool an administrator will be able to view and approve pending reservations. Pending reservations will be highlighted.

Viewing and Managing Users

You can add, view, and manage all registered users from the Users menu item. This tool allows you to change resource access permissions of individual users, assign users to groups, deactivate or delete accounts, reset user passwords, and edit user details. You can also add new users to Booked Scheduler, which is especially useful if self-registration is turned off.

Reservation Colors

Reservation colors can be set for individual users, resources, or dynamically based on a custom attribute value. The slot background color of a reservation on the Schedule and Calendar views will be displayed in this color.

Custom Attributes

Custom Attributes are a powerful extension point in Booked. You can add additional attributes to Reservations, Resources, Resource Types and Users.

Attributes can be configured as single line text box, a multi-line text box, a select list (drop down), or a checkbox. All attributes can be configured to be required. Textbox attributes allow an optional validation expression to be set. This value must be a valid regular expression. For example, to require a digit to be entered the validation expression would be /\d+/

User, Resource, and Resource Type attributes can be limited to a single entity. These attributes will have an Applies To property. If an attribute is configured to apply to a single entity then it will only be collected for that entity.

Reservation attributes will be collected during the reservation process. To collect an attribute value only for specific users or resources, check the 'Collect In Specific Cases' option and pick the cases when the attribute should be shown.

User attributes are collected when registering and updating a user's profile.

Resources attributes are entered when managing resources and will be displayed when viewing resource details.

Resource Type attributes are entered when managing resource types and will be displayed when viewing resource details.

Admin only attributes are only shown to users who have administrative privileges over that reservation.

Private attributes are only shown to the reservation owner and those users who have administrative privileges over that reservation.

Custom attributes are available to plugins and can be used to extend the functionality of Booked.

Blackout Times

Blackout Times can be used to prevent reservations from being booked at certain times. This feature is helpful when a resource is temporarily unavailable or unavailable at a scheduled recurring interval. Blacked out times are not bookable by anyone, including administrators.

Reporting

Reports are accessible to all application, group, resource and schedule administrators. When the currently logged in user has access to reporting features, they will see a Reports navigation item. Booked Scheduler comes with a set of Common Reports which can be viewed as a list of results, a chart, exported to CSV and printed. In addition, ad-hoc reports can be created from the Create New Report menu item. This also allows listing, charting, exporting and printing. In addition, custom reports can be saved and accessed again at a later time from the My Saved Reports menu item. Saved reports also have the ability to be emailed.

Credits

Credits allow control over a user's usage. Credits must first be enabled in the application configuration before they can be managed. Once enabled, administrators will have the ability to set the credit redemption rates for peak and off peak times. Peak times are defined per schedule.

If a reservation would bring a user over their credit limit, the reservation will be rejected. Administrators can manage user credits when managing user details.

Reservation Reminders

Users can request that reminder emails are send prior to the beginning or end of a reservation. In order for this feature to function, $conf['settings']['enable.email'] and $conf['settings']['reservation']['enable.reminders'] must both be set to true. Also, a scheduled task must be configured on your server to execute /Booked Scheduler/Jobs/sendreminders.php

On Linux, a cron job can be used. The command to run is php followed by the full path to Booked Scheduler/Jobs/sendreminders.php. The full path to sendreminders.php on this server is {$RemindersPath}

An example cron configuration might look like: * * * * * php -f {$RemindersPath}

If you have access to cPanel through a hosting provider, setting up a cron job in cPanel is straightforward. Either select the Every Minute option from the Common Settings menu, or enter * for minute, hour, day, month and weekday.

On Windows, a scheduled task can be used. The task must be configured to run at a frequent interval - at least every 5 minutes. The task to execute is php followed by the full path to Booked Scheduler\Jobs\sendreminders.php. For example, c:\PHP\php.exe -f c:\inetpub\wwwroot\Booked\Jobs\sendreminders.php

Configuring Autorelease Job

On Linux, a cron job can be used. The command to run is php followed by the full path to Booked Scheduler/Jobs/autorelease.php. The full path to autorelease.php on this server is {$AutoReleasePath}

An example cron configuration might look like: * * * * * php -f {$AutoReleasePath}

If you have access to cPanel through a hosting provider, setting up a cron job in cPanel is straightforward. Either select the Every Minute option from the Common Settings menu, or enter * for minute, hour, day, month and weekday.

On Windows, a scheduled task can be used. The task must be configured to run at a frequent interval - at least every 5 minutes. The task to execute is php followed by the full path to Booked Scheduler\Jobs\autorelease.php. For example, c:\PHP\php.exe -f c:\inetpub\wwwroot\Booked\Jobs\autorelease.php

Configuring Waitlist Notification Job

On Linux, a cron job can be used. The command to run is php followed by the full path to Booked Scheduler/Jobs/sendwaitlist.php. The full path to autorelease.php on this server is {$WaitListPath}

An example cron configuration might look like: * * * * * php -f {$WaitListPath}

If you have access to cPanel through a hosting provider, setting up a cron job in cPanel is straightforward. Either select the Every Minute option from the Common Settings menu, or enter * for minute, hour, day, month and weekday.

On Windows, a scheduled task can be used. The task must be configured to run at a frequent interval - at least every 5 minutes. The task to execute is php followed by the full path to Booked Scheduler\Jobs\sendwaitlist.php. For example, c:\PHP\php.exe -f c:\inetpub\wwwroot\Booked\Jobs\sendwaitlist.php

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