1. Open Corporate Time.
2. Under File, OPEN
AGENDA, go to AN AGENDA. Click on the magnifying glass.
A window titled DIRECTORY SEARCH will open. Click on RESOURCE.
In the window, under RESOURCES NAME, type gnva,
click on SEARCH and the entire resource list will come
up under FOUND.
3. Highlight the room or
resource desired, double click, or click on OK.
4. A calendar window now
opens and you can view the entire schedule for that room. Check
if the room is available. If it is, highlight the day and hours
you want to reserve, double click. A NEW MEETING window
opens.
5. Add the TITLE
of meeting. START TIME, DURATION and END TIME.
At this point you have the option of simply reserving the room
or adding participants to the meeting and sending them an email.
For simplicity's sake, we are just going to reserve a room and/or
equipment here, and notify the room designee.
6. If equipment is needed,
click on the magnifying glass, click on RESOURCES. Then
type in gnva, click on SEARCH, then under FOUND,
scroll down to the piece of equipment you want. Click on OK.
Multiple pieces of equipment can be reserved at once by licking
ADD or ADD ALL. Click on CHECK CONFLICTS
to see if the equipment is already booked.
7. On the left menu, click
DETAILS.
8. In the new DESCRIPTION
window, details are to be filled in for room arrangement for the
custodial staff who will be setting up the room, or it will be
assumed that you will set the room up yourself. This includes:
contact person, phone number, room arrangement (seminar style—rows
of chairs with head table; meeting style—table with chairs
around it; other—please specify), number attending.
9. In the DESCRIPTION
window, also specify your audio/visual needs. If you put nothing
down, it will be assumed no equipment is needed.
10. When you are finished,
click OK.
11. The calendar window
should come up again with your meeting highlighted in yellow with
an overlaying box asking: "The attendees' agendas have been
updated. Do you wish to send an email message?" Click OK.
Then click ADD OWNER, so the room designee receives an
email informing them of the proposed room reservation. When the
room designee accepts your proposal, the highlighted entry on
the calendar turns green. Room designees check calendar requests
frequently and will only inform you if there are problems, conflicts,
or changes.
