Basic Calendar Instructions for MMB

In the calendar system there are different kinds of calendars. When you first log in to the system, the default view is of your OWN calendar. The resources have their own calendar, which you need to look at to check for other people's bookings. If you do not check the resource's calendar, you will not see if it is available, and CONFLICTS (i.e. double bookings) will occur.

It is possible to "subscribe" to the MMB resource calendars so that you can quickly check their availability.

Subscribing to Resource Calendars

  1. Log in to calendar. The default mode is "View" mode. This is highlighted at the top of the window. Click on "Calendars" to go to that mode.



    (Click on the above to view the full image of the window)

  2. You should now have a list of all the calendars which you are currently subscribed to. In the majority of cases, this will be your own calendar only.
    Click on "Subscribe".



    (Click on the above to view the full image of the window)

  3. A new window will open up to allow you to search for the particular calendar you want to subscribe to. Type in "mmb" and click on "Search".



    (Click on the above to view the full image of the window)

  4. A list of the MMB resources should appear. Check the boxes of the resources you would like to use (If you don't subscribe now you can always follow these instructions again to subscribe at a later point). Then click "OK".



    (Click on the above to view the full image of the window)

  5. The pop-up window will close and your main calendar window will refresh with a list of all the calendars you have subscribed to.



    (Click on the above to view the full image of the window)

  6. Go back to "View" mode.



    (Click on the above to view the full image of the window)

  7. Now you can quickly and easily choose which calendar to view by selecting it from the pull down menu at the top right side of the screen.



    (Click on the above to view the full image of the window)

  8. Having subscribed to the resource calendars, you are now able to "Quick invite" those resources to your events in order to book them.

    Create the new event as usual. (see instructions for more details).

    Instead of searching for the resource to book, you can now choose it from the pull down "Quick Invite" menu and then continue as normal.



    (Click on the above to view the full image of the window)

How to Book a Resource

  1. First check the availabilty of the resource you want to book by clicking on the links in the table above.

  2. Log in to Calendar. It should open up with your personal calendar.

  3. Create a new event by clicking on "New Event" or the + symbol on the particular date or time. A new "Edit Event" window will appear.

  4. Enter the "Event Title", date and time that you want to book the resource. It would be useful if you could enter the contact name (probably your name) under "Location". Enter your reason or destination (in the case of the cars) in the "Description" field. Make sure you leave the event as a "Public Event" in the "Privacy" field otherwise the booking will not show up.

  5. To book the resource you need to "invite" it to your event. This can be done in one of two ways:
    Either:

    a) At the bottom of the window is the section to "Invite other users or resources".
    Type in the resource calendar ID if you know it (or cut and paste from the above table) and click "Invite" (and skip the next step in these instructions), or

    b) Click on "Search" to find the resources's exact name.



    (Click on the above to view the full image of the window)

    If you clicked on "Search", a new "User Search" window will appear. Enter "MMB" into the search field and press "Search".



    (Click on the above to view the full image of the window)
    A list of all the MMB resources will appear. Check the box of the resource(s) you want to book (it is possible to book multiple resources at once, e.g. a room and projector), then press "OK". The window will close.

  6. The resource will now appear in the "Invitees" section of the "Edit Event" window.



    (Click on the above to view the full image of the window)

  7. Press OK. The "Edit Event" window will close and the new event will appear in your personal calendar. You can check the booking by looking at the resource's calendar (by clicking on the link in the table above).