Booked Scheduler Help


Registration is required in order to use Booked Scheduler if you administrator has enabled it. After your account has been registered you will be able to log in and access any resources that you have permission to.


Under the Schedule menu item you will find the Booking item. This will show you the available, reserved and blocked slots on the schedule and allow you to book resources that you have permission to.


You must make a booking at least 30 minutes in advance.

The maximum time that can be booked is one hour per group. You may only book one room at a time. You must leave at least 30 minutes in between bookings. Back-to-back bookings will be deleted by the Administrator.

The Library prioritises student access to Bookable Rooms in term time. We ask members of staff to find other locations. The Library will not accept bookings by staff in term time unless by prior arrangement. If you need a room please contact a member of Library Staff


On the Bookings page, find the resource, date and time you'd like to book. Clicking on the time slot will allow you change the details of the reservation. Clicking the Create button will check availability, book the reservation and send out any emails. You will be given a reference number to use for reservation follow-up.

Any changes made to a reservation will not take effect until you save the reservation.

Only Application Administrators can create reservations in the past.

Multiple Resources

You can book all resources that you have permission as part of a single reservation. To add more resources to your reservation, click the More Resources link, displayed next to the name of the primary resource you are reserving. You will then able to add more resources by selecting them and clicking the Done button.

To remove additional resources from your reservation, click the More Resources link, deselect the resources you want to remove, and click the Done button.

Additional resources will be subject to the same rules as primary resources. For example, this means that if you attempt to create a 2 hour reservation with Resource 1, which has a maximum length of 3 hours and with Resource 2, which has a maximum length of 1 hour, your reservation will be denied.

You can view the configuration details of a resource by hovering over the resource name.

Recurring Dates

A reservation can be configured to recur a number of different ways. For all repeat options the Until date is inclusive.

The repeat options allow for flexible recurrence possibilities. For example: Repeat Daily every 2 days will create a reservation every other day for your specified time. Repeat Weekly, every 1 week on Monday, Wednesday, Friday will create a reservation on each of those days every week at your specified time. If you were creating a reservation on 2011-01-15, repeating Monthly, every 3 months on the day of month would create a reservation every third month on the 15th. Since 2011-01-15 is the third Saturday of January, the same example with the day of week selected would repeat every third month on the third Saturday of that month.

Booking on behalf of others

Application Administrators and Group Administrators can book reservations on behalf of other users by clicking the Change link to the right of the user's name.

Application Administrators and Group Administrators can also modify and delete reservations owned by other users.

Updating a Reservation

You can update any reservation that you have created or that was created on your behalf.

Updating Specific Instances From a Series

If a reservation is set up to repeat, then a series is created. After you make changes and Update the reservation, you will be asked which instances of the series you want to apply the changes to. You can apply your changes to the instance that you are viewing (Only This Instance) and no other instances will be changed. You can update All Instances to apply the change to every reservation instance that has not yet occurred. You can also apply the change only to Future Instances, which will update all reservation instances including and after the instance you are currently viewing.

Only Application Administrators can update reservations in the past.

Deleting a Reservation

Deleting a reservation completely removes it from the schedule. It will no longer be visible anywhere in Booked Scheduler

Deleting Specific Instances From a Series

Similar to updating a reservation, when deleting you can select which instances you want to delete.

Only Application Administrators can delete reservations in the past.

Adding a Reservation to Calendar (Outlook®, iCal, Mozilla Lightning, Evolution)

When viewing or updating a reservation you will see a button to Add to Outlook. If Outlook is installed on your computer then you should be asked to add the meeting. If it is not installed you will be prompted to download an .ics file. This is a standard calendar format. You can use this file to add the reservation to any application that supports the iCalendar file format.

Subscribing to Calendars

Calendars can be published for Schedules, Resources and Users. For this feature to work, the administrator must have configured a subscription key in the config file. To enable Scheudle and Resource level calendar subscriptions, simply turn subscriptions on when managing the Schedule or Resource. To turn on personal calendar subcriptions, open Schedule -> My Calendar. On the right side of the page you will find a link to Allow or Turn Off calendar subscriptions.

To subscribe to a Schedule calendar, open Schedule -> Resource Calendar and select the schedule you want. On the right side of the page, you will find a link to subscribe to the current calendar. Subscribing the a Resource calendar follows the same steps. To subscribe to your personal calendar, open Scheudle -> My Calendar. On the right side of the page, you will find a link to subscribe to the current calendar.

Calendar client (Outlook®, iCal, Mozilla Lightning, Evolution)

In most cases, simply clicking the Subscribe to this Calendar link will automatically set up the subscription in your calendar Client. For Outlook, if it does not automatically add, open the Calendar view, then right click My Calendars and choose Add Calendar -> From Internet. Paste in the URL printed under the Subscribe to this Calendar link in Booked Scheduler.

Google® Calendar

Open Google Calendar settings. Click the Calendars tab. Click Browse interesting calendars. Click add by URL. Paste in the URL printed under the Subscribe to this Calendar link in Booked Scheduler.


Administrators have the ability to configure quota rules based on a variety of criteria. If your reservation would violate any quota, you will be notified and the reservation will be denied.