Submitting a Room Request

From the Requestor Dashboard, select Room Booking.

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You will be directed to a Calendar showing all bookable rooms for today. Click the arrows in the top right corner to navigate to a different day or switch to the Month or Week view. You can also filter the calendar for just the rooms you want to see.

Tip: If you only ever book certain rooms, you can apply a Room Filter and TheWorxHub will remember that next time you book a room.

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  1. Click on the desired start time under the room you would like to book and drag down to the desired end time.
  2. A request form opens for the selected room, day, and time frame. Click Cancel to change rooms, date, or time.
  3. Enter the details for your event. *Note: The Organizer plays an important role as they will be the primary person to get email notifications for this event. An organizer can be a staff member or a resident.
  4. Click Save Room Booking.

Tip: If you click and drag to specify the start and end time and the time appearing in the form is incorrect or slightly off, don't worry. When you save the room booking request, you'll be able to manually edit to fine-tune your times.

5Request Details.png

Now you can add any Room Setup/Tear Down information and reserve equipment for the event. Click on the Room Setup/Tear Down tab.

Reserving Equipment

  1. Click Add New Equipment
  2. All available equipment will be listed. Select the item(s) needed and click Done*Note: Show Unavailable Equipment will display other items that are either booked on other events (indicated with a yellow dot) or out of service (indicated with a red dot). 

Tip: Just booking one piece of equipment? Try double-clicking on it to select it and close the window quickly.

  5Reserve Equipment.png

Adding Room Setup

  1. Click Add New Setup Task
  2. Select the Room Setup Task Template that applies to your event.
  3. Click Use Selected Template.
  4. After choosing the template, customize the description, details, or upload attachments if needed.
  5. Click Add Task to continue. This is will automatically add this task to the calendar before the event and the time needed to complete this task will also be reserved.
  6. If you need to add multiple setup tasks, determine where in the chain of events they should be done. If you indicate the task should be completed after the previous task is done, the Setup time will be pushed back to accommodate the time needed to complete both tasks. If you select that the task can be done at anytime prior to the event starting, then both tasks will be listed to occur at the same time and setup window will be booked for the longest setup task.

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Adding Room Tear Down

  1. Click Add New Tear Down Task
  2. Select the Room Tear Down Task Template that applies to your event.
  3. Click Use Selected Template.
  4. After choosing the template, customize the description, details, or upload attachments if needed.
  5. Click Add Task to continue.

The selected tasks and reserved equipment will show under the Room Setup/Tear Down tab.

5Equipment and Tasks2.png 

This booking is still listed as a request and will not be officially booked until it is approved and finalized by a manager.

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