NHS Property Services. How to register & book rooms online. NHS Property Services Room Bookings

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1 NHS Property Services How to register & book rooms online October 2017

2 How to book rooms with NHS Property Services These simple instructions show you how to: 1. Login to the system 2. Confirm existing bookings 3. Check availability and make new bookings 4. Edit or cancel existing bookings 1. Login to the system Login via If you forget your password, simply use the reset function from this page. Once logged in, your dashboard will be visible. From here you ll be able to see any actions required. If you wish to change your password, please click on the blue button with your name (top right of your screen). You are required to accept the Terms and Conditions before using your account. If you wish to read a copy of the document, simply click to download. Once you re ready to sign, click to accept.

3

4 2. Confirm existing bookings For this stage of the pilot, your existing bookings have been uploaded to the system. These will be visible on your dashboard. We need you to confirm these bookings to do this, click View next to the booking. This will take you to the detail of the booking. Once you ve checked the dates/times/room which have been booked for you, click the green confirm button at the top of the screen. Please repeat this step for all provisional bookings which appear on the dashboard.

5 3. Check availability and make new bookings You re able to check room availability and make new bookings via the Calendar tab. If you manage multiple accounts, click the drop-down option at top right of screen to select the correct client. The calendar will show your bookings in green, as well as any unavailable time in pink. To view room information, click on the room name to the right of the calendar view.

6 To make a new booking, drag and drop the time required against the room. A pop-up box will allow you to confirm the requirements. Please note: any bookings for sessional hire (ie timeslots) are indicated with *. All other rooms can be booked by the half hour. For single bookings, enter a description (ie clinic name, meeting host), click to accept T&C s and click to save. For recurring bookings, click the hyperlink. The screen will be pre-filled with previous selections, simply select the dates required and click check availability. The full selection of dates will be shown, any dates in green are available, red indicates unavailable. If dates are unavailable, click refine search and select another space.

7 Once the booking has been made, you ll receive a confirmation . All your bookings can be viewed via the Bookings tab.

8 4. Edit or cancel existing bookings To edit a single booking, locate the booking from the calendar tab. From the pop-up, you will be able to amend the space and time. From the calendar page, you re also able to drag and drop your booking into another room and drag to change the times. Both of these actions will create the pop-up to confirm your changes.

9 To edit a recurring booking, click on the bookings tab and switch to the Summary View. From the booking form (shown below), you ll be able to edit each line item as required. Cancellations can be made from the same screen. Please note: you ll be unable to cancel if your booking is in the past or less than 48 hours away. We are working on a function to cancel multiple bookings at once. In the meantime, bookings must be cancelled individually from the bookings page. The bookings tab can also be used to filter your bookings by various criteria, including room, date and room category. This can also be exported to Excel via the orange Excel Export.

10 NHS Property Services 99 Gresham Street London EC2V 4NQ

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