HOWTO Reserve Time on Equipment
Members of i3Detroit can reserve time on certain resources and equipment in order to guarantee a block of time and (to an extent) let others know when the equipment will be occupied. We use Google Calendar and each resource has its own calendar (similar to conference rooms in many workplaces). Below is a list of reservable resources and instructions on how to reserve time. Additional reservation rules may be specified here or on the resource's own wiki page.
NOTE: HelloClub Reservations
Reservation functions are being moved from Google Calendar to HelloClub (HC). There is a single link that will bring you to the Bookings Calendar for all reservable equipment.
https://members.i3detroit.org/public/bookings/reservable-equipment
This link has been added to each equipment page in the same location as the former Google Calendar link or can be reached by selecting "Bookings" tab in HC. If HC Bookings has been implemented for that piece of equipment, it will take you to the HC Bookings Calendar.
Making a reservation is simple - select a date, click on a start time and an end time (6 hours maximum). In the popup window, select the equipment you want to reserve (yes, even though you entered that in the calendar) and follow the prompts. Upon making a reservation, you will receive a confirmation email with a link to add to your personal calendar as well as an iCal file to manually import to any calendar system you use.
IMPORTANT NOTE
Invite only the reservation address (and possibly other specific individuals) to the event. Do not invite lists to the event. This blows up hundreds of people's calendars, don't do that.
List of Reservable Equipment
List of Reservable Zones
Instructions
Initial Setup
For each resource you would like to create reservations for, you need to first add them to your address book. All you need to do is create a new contact entry and set its name and email address. For example, create a new contact named "Wolverine" with the email address show in the table above.
How To Make A Reservation
See the image below for reference.
- In your calendar app of choice (such as Google Calendar), begin creating an event on your own calendar.
- Include your name in the event title (1) so it's clear who is making the reservation.
- Set the date and time of your reservation (2). Make sure to account for time spent cleaning up when you're done.
- Most important: Invite the resource to your event (3). It will then show up on the guest list (4). The resource will automatically accept your invitation, and some resources have bots which automatically announce reservations in the relevant Slack channel.
- That's it. Just make sure to remember to show up on time!
Example Reservation
Notes for Admins
- create resources in gsuite admin
- change settings (like public visibility) for them your account calendar page
- Allow up to 24 hours between creating a resource calendar and adjusting the sharing settings or advertising the calendar. The new version of G Suite calendar has some extra propagation delay.