1. Room Booking System guide Page 1
Room Booking System Guide
1. Logging on
2. Adding a booking
3. Recurrences
4. Booking options
5. Rectifying mistakes
1. Logging on
Type this URL to your web browser:
www.roombookingsystem.co.uk/surreyal
It will take you to here:
Click on administrator login:

2. Room Booking System guide Page 2
Once you have clicked Administrator login, you must then enter your
username and password, which will be your first name with the a
CAPITAL of first letter of your surname. Your password will be exactly
the same as your username, e.g. if your name were Mick Jagger then
your username would be MickJ etc.
After you have logged in, please change your username and password.
You can do this by clicking on Your Account in the top right hand corner
of the screen.
2. Adding a booking
Go to calendar at the top of the page, it will then take you to the section
where you make booking. You will see the option for Day View and
Week view, choose Day View.

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Then you will need to select the date from when the course is starting.
You select this by clicking the date you need from the small calendar on
the left of the screen.
Underneath the calendar you will a dropdown section with the option
Add Booking For, in this drop down you select your name. Underneath
that you will see all the centres, you then select the site which you are
the coordinator for and then select it.

4. Room Booking System guide Page 4
Find the room you want to add the booking for and match it up to the
time the class starts, select the end time for the class, then write name
of class in the course section:
Once this is done, DO NOT CLICK BOOK. Click more options…
3. Recurrences
Once you have clicked more options, click recurrence.
Start time
End time
Name of class
Name of
room

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Depending on how frequently the class runs, click the most valid option.
For example if a course runs once a week, you would click on weekly
recurrence and so on.
Once you have selected the type of recurrence, click on the date you
want the recurrence to stop – if the course take place in Autumn, Spring
and Summer – choose the last date of Summer term; this way you’ll only
have to do it once a year.

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After you have selected the date, click check recurrence and if there is
no issue the days selected will come up as green sections, if there is a
clash, they will appear as red sections.
4. Booking options
Some classes will finish at different times to others. For example one
class may finish at 3:30 and another may finish at 1:15. To make sure
you book correct times, before you create a booking you must click on
Home at the top of the screen then click onto Booking Options.
This will then take you to a page which gives you options as to how to
edit times of when bookings start and finish. If a class you want to book
finishes at 1:45 then you would open up the drop down section labelled
minimum booking interval and select 5 minutes.
There is no issue
with this booking
There is a clash
with this booking

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5. Rectifying mistakes
If a mistake has been made, for example. If you have inserted a class
into the wrong room or started/ finished the course at the wrong time
Only click edit booking if you want to change that particular
booking i.e. if a French class in 5 weeks’ time wants to be in a different
room, and then you would click edit booking on the date they want to be
moved.

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It will then take you to a page which gives you the option to edit that one
particular booking, it will not edit the entire recurrence.
If the entire booking is incorrect, for example if the course finishes at the
incorrect time for the entire term or entirety of the booking. DO NOT
CLICK EDIT BOOKING, you must delete the entire recurrence. So you
would click delete booking and then click on delete entire recurrence,
there is no way around this.
If you need to change a room at very short notice to cater for someone
with mobility difficulties. It will be more or less the same process as
changing a booking to correct the date. You will need to delete the entire
recurrence as previously explained but when changing the booking,
book a room which is more appropriate for the learner.