Room Reservation
This quick start guide will walk you through the process of reserving a room using Maptician's interactive floor plan system.
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Table of Contents
Creating a New Room Reservation
Step 1: Access the Floor Plan
From any map widget on your home dashboard, click into the floor plan to view available rooms.
Step 2: Select Your Room
Click on the room you wish to reserve, then click the Reservation Calendar button to open the calendar for that room.
Step 3: Choose Your Time
Weekly Calendar View
- Click and drag across the time frame you wish to reserve
- Double-click on a time slot to create a 1-hour reservation
- Manually enter your desired start and end times in the form on the right
Monthly Calendar View
- Click and drag to create a multi-day reservation
- Double-click on a date to create an all-day reservation
- Manually enter your desired start and end times in the form on the right
Agenda Calendar View
- Manually enter your desired start and end times in the form on the right
Step 4: Set Recurrence Rules (Optional)
If your reservation should repeat on a schedule, you can click the Make Recurring button to set recurrence rules before completing the reservation. The recurrence panel allows you to choose how often the reservation repeats and when the series should end.
Recurrence Rule: Once
Creates a single reservation with no repeating pattern.
Recurrence Rule: Daily
You can set the reservation to repeat every chosen number of days.
Available options:
- Repeat every X day(s)
- End after a specific number of occurrences
- End on a specific date
Example
If you repeat every two days and set the series to two occurrences, the first instance uses your selected start date, and the next instance occurs two days later.
For example, a reservation starting on November 28th repeats again on November 30th.
Recurrence Rule: Weekly
You can set the reservation to repeat every chosen number of weeks and choose which days of the week should be included.
Available options:
- Repeat every X week(s)
- Choose which days of the week apply
- End after a specific number of occurrences
- End on a specific date
Example
If your reservation starts on November 28th, repeats every two weeks, includes Monday and Friday, and is set for three occurrences, the series would produce these dates.
- November 28th
- December 8th, the Monday two weeks after the start date
- December 12th, the Friday of the same two-week cycle
Recurrence Rule: Monthly
You can set the reservation to repeat every chosen number of months and choose how the monthly pattern behaves.
Available options
- Repeat every X month(s)
- Repeat on the numeric date of the month
- Repeat on the weekday position of the month, for example, the fourth Friday
- End after a specific number of occurrences
- End on a specific date
Example
If your start date is November 28th, you can repeat every two months either on the twenty-eighth day or on the fourth Friday depending on the pattern you choose.
Step 5: Add Multiple Locations (Optional)
For meetings requiring multiple rooms, click the Add Locations button. In the new window, select additional rooms by clicking the green plus sign icons.
Step 6: Add Attendees (Optional)
Search for attendees using the Directory button or add them by email. Save frequently used contacts to Contacts for future reservations.
Step 7: Add Services (Optional)
Add any service lists configured for the room and complete the necessary fields shown. The services and the types of fields displayed will vary based on how your environment is configured.
Step 8: Finalize Your Reservation
Review your reservation details and click the Reserve Room button to complete your booking. You'll receive a confirmation, and calendar invitations will be sent to all attendees.
Editing a Room Reservation
You can open any room reservation from the floor plan or from your Finder/Calendar views and update details such as time, attendees, services, or any other fields available in the reservation form. Save your changes to apply the update.
Editing Recurring Reservations
Maptician supports editing both a single occurrence and the entire series of a recurring reservation. When you open any occurrence, the form defaults to editing just that single instance. To apply changes across all occurrences, use the dropdown in the recurring series banner below the Reservation Owner section to switch to the entire series.
For a full walkthrough of how series editing works, including what fields can be updated, how to review changes before saving, and the confirmation step, see How do I edit a recurring reservation series?
ℹ️ NOTE
If the reservation series was created in Maptician in a synced room and your organization has the Calendar Sync setting "Create User Calendar Reservations" enabled, or a user created the series from their Outlook calendar, the event organizer can also make edits to the series from Outlook. Those updates will sync into Maptician.
Canceling Recurring Reservations
How cancellation works depends on which mode you are in when you click the cancel button.
Canceling a single occurrence
If you are editing only a single occurrence inside a reservation series and click the Cancel Reservation button, a dialog will appear asking how much of the series you want to cancel. You can choose from:
- This occurrence
- This occurrence and all upcoming (future) occurrences
- All current and upcoming (future) occurrences
Canceling an entire series
If you have previously selected to edit the reservation under “the entire series”, if you click Cancel Series, it will immediately prompt a confirmation dialog asking if you want to cancel all occurrences in the series.
