Internal ad-hoc room bookings are made via web-based systems (currently different for staff and students); bookings from external sources should be made via Event Exeter.
I can't login to the room bookings system |
If you are off-campus, you will need to set up a secure VPN connection |
If you get a message that the system is temporarily unavailable, please try again later. |
If your normal IT userid and password (case-sensitive) do not allow you into the system, or if you get any error message, you should contact the Service Desk for assistance. |
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I represent more than one department. How do I show which one the booking should be charged to? |
Just enter the appropriate department code in the 'Other department code' box on the third screen (use one of the codes that are listed in the 'Charge to' box). Staff who do represent more than one department must indicate the department that the booking is to be charged to. If the department code is omitted, or if it is not valid, the booking cannot be immediately confirmed. |
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The department to which my booking is to be charged is not in my list of represented departments (shown in the 'Charge to' box). |
Just enter the appropriate department code in the 'Other department code' box on the third screen. See Timetable Unit Codes on the Timetable Office web site for details. Your booking cannot be confimed until we have verified that you are allowed to book for that department. |
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I can't select the date that I want. |
Each WRB system only allows bookings to be made in a single timetable year (which commences around the beginning of August) |
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around the time that we change over from one timetable to the next, logins may be available for two timetable years, please be sure to use the one that covers the date required. |
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available booking dates may be restricted if the forthcoming teaching timetable is still being built. If a single date is required, only the underlined dates on the displayed calendar are available to book; if multiple dates are required, the pick-list will only show the available weeks a message on the Timetable Office web site will indicate if restrictions are still in place, a message will also be displayed when an attempt is made to login to WRB. |
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I can't see the room that I want at the time that I want. |
One or more of the following may apply |
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the system currently only processes 'centrally-bookable' rooms |
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the room is already in use for all or part of the time you have requested |
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our data shows that the room doesn't meet one or more of the requirements* that you have specified |
* in order to minimise seriously inefficient use of rooms, only rooms that would result in a certain minimum level of occupancy are shown. On the first screen, under section 1 (Location), click on View filtered rooms, if the room doesn't appear in the resultant list, then it is either not centrally-bookable or it is not compatible with the criteria (including size) that have been specified. |
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The room that I want appears to be available on its timetable, but I can't see it to choose. |
A room may be made unavailable (see below), this will not show on its timetable |
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some rooms may not be used at the same time as others (eg a Peter Chalk single room may not be booked if it is already in use as part of a combined room) |
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at certain times (eg vacations) some rooms may be unavailable to directly book if they have been reserved for selling to external customers, in such cases we will normally make the room available for bookings up to one week ahead only. |
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also see the previous question |
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My booking has been classed as provisional, why has this happened and what does it mean? |
Why has this happened? |
One of the following may apply |
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you have specified a requirement that involves additional administrative work |
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you have multiple department codes listed in the 'Charge to' box and you have not entered one of them in the 'Other department code' box |
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you have entered something other than a valid department code in the 'Other department code' box |
What does it mean? |
All of the following |
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the room that you requested has been provisionally booked for you, and no-one else may book it |
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the Timetable and Room Bookings Office initiate any necessary actions |
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you must await a confirmation email before assuming that your request has been fully satisfied |
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My booking has been classed as a request, why? |
One of the following may apply |
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someone else completed a booking for the same room before you clicked the submit button |
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you clicked the submit button more than once, thus creating multiple bookings. As they appear to be identical, any after the first will become requests |
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(future facility) some rooms may only be requested, not directly booked |
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My booking doesn't appear in the 'My bookings' list |
You may only see bookings that you 'own', if someone else made the booking on your behalf, it will appear in their 'My bookings' list |
Expired bookings aren't shown |
Cancelled bookings aren't normally shown, but may optionally be included in the list |
The WRB system handles bookings for a single timetable year (August - July), two systems may be available for a short while before the start of a new year, each system can only show its own bookings |
Some bookings made prior to WRB (especially for meeting rooms or out of teaching hours/weeks) were processed in a different system and we are unable to show those |
It is still necessary to make some bookings outside of WRB (e.g. for non-centrally bookable rooms), they can't be shown in the 'My Bookings' list. |
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Why can't I make a booking for after the end of July? |
Ad-hoc room bookings are actually made in the timetable system, which covers the period from August to July the following year. The room booking system can't be made available until after the teaching timetable has been built (usually around the start of July). |
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How do I arrange catering for my booking? |
Just answer 'yes' to the catering question in the room booking system. When your booking becomes confirmed we will send you an email containing a link to the catering request web page. |
PLEASE NOTE that if catering was not originally requested when your booking was made, we cannot subsequently associate a catering request with it and it will then become your responsibility to cancel or change the catering booking if your meeting is cancelled or changed. |
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How do I arrange Video Conferencing for my booking? |
Just select the 'Video Conferencing' item from the 'Resources required in room' selection box in the room booking system. If we are able to confirm that your request can be accommodated, your room confirmation email will contain important instructions on the action that must be taken in order to confirm the necessary AV Support. If this additional action is not taken, your AV requirements WILL NOT BE SUPPORTED. |
PLEASE NOTE that if Video Conferencing was not originally requested when your booking was made, we cannot subsequently associate that requirement with it, and it will then become your responsibility to cancel or change the AV Support booking if your meeting is cancelled or changed. |
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Is the room that I have booked guaranteed? |
If your booking is provisional, it may be necessary under some circumstances to allocate a different room to that which is provisionally booked. Appropriate details will be given in the confirmation email. |
Occasionally, even for confirmed bookings, we may need to swap the allocated room in order to accommodate another booking. In such cases we will inform the user to whom the booking is registered. |
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I wish to make a change to my booking. |
At present, WRB does not allow changes to be made to bookings. A replacement booking should be made and the original cancelled. If the change is simply to extend the duration, then an additional booking could be made to cover the extra time. |
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I wish to cancel a booking. |
Simply login to WRB and go to your 'My Bookings' list, from here any future booking may be cancelled. Note that a charge may still be made for late cancellations. |
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How do I make a booking on the Penryn Campus? |
To book a room on the Penryn campus please go to the FXplus Room Bookings Page. |
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