iBooking2
User Manual
For General Users
Version:
1.1
Prepared By:
Student Administration Team
Information Systems Office
HKIEd
Classification: Internal
Date:
June, 2011
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
_____________________________________________________________--_____________________
Table of Contents
1
INTRODUCTION TO IBOOKING2 .......................................................................................................... 1
2
LOGIN AND ACCESS TO IBOOKING2 ................................................................................................... 1
3
OVERVIEW OF IBOOKING2 .................................................................................................................... 3
4
5
3.1
MY BOOKINGS ........................................................................................................................................ 3
3.2
SELF SERVICE ......................................................................................................................................... 3
MAKING A ROOM BOOKING REQUEST .............................................................................................. 5
4.1
BOOKING VIA “BOOK A ROOM” ............................................................................................................... 5
4.2
BOOKING VIA “BOOK A SPECIFIC ROOM”. ............................................................................................. 18
AMENDING A BOOKING ........................................................................................................................ 29
5.1
BOOKING CANCELLATION ..................................................................................................................... 29
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
_____________________________________________________________--_____________________
Amendment History
Version
Date
Project ID
Project Name or Brief Description
By
V1.0
02-Jun-11
First version
Sanna So
V1.1
26-Jul-11
Screen caps updated
Sanna So
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 1
_____________________________________________________________--_______________________
1
Introduction to iBooking2
iBooking2 – Infosilem EnCampus Portal – promotes the efficiency of self-service by bringing
booking requests, master calendaring and real-time schedule to the Web. Users can check availability,
book a room and cancel a booking on the same webpage.
Phase I of iBooking2 covers all sports facilities at both the Tai Po campus and Sports Centre at Pak
Shek Kok.
2
Login and access to iBooking2
iBooking2 is accessible via the Institute Portal – MyIEd. Go to iServices and click iBooking2.
The iBooking2 system will pop up on another window.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 2
_____________________________________________________________--_______________________
Users can login with their network accounts and passwords.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 3
_____________________________________________________________--_______________________
3
Overview of iBooking2
3.1 My Bookings
My Booking displays the booking records (both confirmed and cancelled bookings) of the user.
Confirmed bookings
Booking reference number
Cancelled bookings
3.2 Self Service
Users can make a booking request from Self Service by choosing either “Find a room” or “Book a
specific room”. Users can also view or cancel the room booking in “My Self Service” in Self Service.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 4
_____________________________________________________________--_______________________
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 5
_____________________________________________________________--_______________________
4
Making a room booking request
4.1 Booking via “Book a room”
Since only booking of sports facilities is currently available, only SF – Sports Facilities in Booking
Type is shown. Users can choose from facilities at the Sports Centre (SC), Tai Po campus (TP) or all
locations.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 6
_____________________________________________________________--_______________________
Users can choose the date, duration (by one-hourly for most facilities except the Artificial Turf Soccer
Pitch and Grass Soccer Pitch at the Sports Centre that require minimum bookings of 2 hours <See Note
1below>) and timeslot under “Book a specific date”, and click “Verify Availability” to find available
facilities. Note 2: Bookings can only be made for the coming 7 days.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 7
_____________________________________________________________--_______________________
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 8
_____________________________________________________________--_______________________
Click on the
in front of the time to see details of rooms available.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 9
_____________________________________________________________--_______________________
Click the “Book” button of the room.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 10
_____________________________________________________________--_______________________
On the Booking Confirmation page, fill in the number of people attending.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 11
_____________________________________________________________--_______________________
Users are required to select the “Room Configuration” for rooms that can be used for different
purposes eg. Basketball/volleyball court. Otherwise, “Room Configuration” will not be shown.
Choose from the pull-down menu if it appears on location information. Then, click “Confirm”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 12
_____________________________________________________________--_______________________
Click “OK” to confirm the booking.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 13
_____________________________________________________________--_______________________
A message pops up to indicate the booking has been saved successfully. A booking reference number is
also shown.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 14
_____________________________________________________________--_______________________
A confirmation email will also be sent to the user.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 15
_____________________________________________________________--_______________________
The confirmed booking will be shown on “My Bookings” and “My Self Service”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 16
_____________________________________________________________--_______________________
Note 2: For bookings of Artificial Turf Soccer Pitch and Grass Soccer Pitch, choose 2 hours duration.
Then, click “Verify Availability”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 17
_____________________________________________________________--_______________________
Both pitches will be shown. Click “Book” and follow the procedures above.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 18
_____________________________________________________________--_______________________
4.2 Booking via “Book a Specific Room”.
Users can choose the booking type and location to display the list of rooms. Then, select the room to
book.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 19
_____________________________________________________________--_______________________
Then, choose the date, duration (by one-hourly for most facilities except the Artificial Turf Soccer
Pitch and Grass Soccer Pitch at the Sports Centre that require minimum bookings of 2 hours <See Note
3 below>) and time, and click “Verify Availability” to check availability of the room during the
selected time slot.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 20
_____________________________________________________________--_______________________
The list of time slot available for booking will be displayed. Click on the “Book” button to make a
booking request.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 21
_____________________________________________________________--_______________________
On the Booking Confirmation page, fill in the number of people attending. Select “Room
Configuration” from the pull-down menu for rooms that can be used for different purposes. Then, click
“Confirm”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 22
_____________________________________________________________--_______________________
Click “OK” to confirm the booking.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 23
_____________________________________________________________--_______________________
A message will pop up to indicate the booking has been saved successfully. A booking reference
number will also be shown.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 24
_____________________________________________________________--_______________________
A confirmation email will also be sent to the user.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 25
_____________________________________________________________--_______________________
The confirmed booking will be shown on “My Bookings” and “My Self Service”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 26
_____________________________________________________________--_______________________
Note 3: Since bookings of Artificial Turf Soccer Pitch and Grass Soccer Pitch must be at least 2 hours,
users must choose 2 hours in the duration. Otherwise, no available room will be shown.
Choose 2 hours duration and click “Verify Availability”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 27
_____________________________________________________________--_______________________
Available time will be shown. Click “Book” and follow the procedures above.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 28
_____________________________________________________________--_______________________
Note 4: Users cannot book the same facility at two different timeslots on the same day. The second
booking will appear to be successfully first and the system will automatically cancel the booking at
once. Users will find the second booking cancelled immediately without clicking the “Cancel” button.
They will also receive two emails – one “reservation approval” and one “reservation cancelled by
scheduling administrator as below.
Confirmation email:
Email on reservation cancelled by the scheduling administrator:
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 29
_____________________________________________________________--_______________________
5
Amending a booking
5.1 Booking cancellation
To cancel a booking, simply click “Cancel” on “My Bookings” or “My Self Service”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 30
_____________________________________________________________--_______________________
Insert a remark as needed, but it is not mandatory. The remark can be viewed by the admin user. Then,
click “OK” to confirm the cancellation request.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 31
_____________________________________________________________--_______________________
The booking will be cancelled and a record of cancellation will be shown on “My Bookings”.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 32
_____________________________________________________________--_______________________
An email confirming the cancellation will also be sent to the user.
Document ID
iBooking2 User Manual for General Users
Date: 02-Jun-11
Page: 33
_____________________________________________________________--_______________________
***** END *****