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Room Configuration

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Use this screen to create a new room or copy, edit, and delete an existing room.  Rooms can be used with the Room Scheduling component.

To access this screen, sign in Service Configuration, open the WMS Circulation left navigation, select Holds and Schedules, and then select the Room Configuration link.

The Room Configuration screen allows you to create rooms that you can use with the Room Scheduling component in WorldShare Circulation. See Create a new room for more information. This screen also allows you to enable Next-Generation Notification Room Scheduling templates for use with a room. For more information, see Schedules.

If this is your first time using the Room Scheduling feature, see Set up room scheduling for instructions on how to set up room scheduling. 

Create a new room

On the Room Configuration screen, you can create rooms to use with the Room Scheduling component in WorldShare Circulation. You should create a room for every room at your institution that can be reserved.

  1. Sign in to Service Configuration.
  2. On the left navigation, click WMS Circulation > Holds and Schedules > Room Configuration.
  3. On the Room Configuration screen, click Create New.
  4. On the Create New Room screen, fill in the fields:
    1. Room Name: Name of the room (100 character limit)
    2. Branch: Branch location of the room
    3. Location: Location of the room in your institution (e.g., first floor, 2nd level) (100 character limit)
    4. Capacity: The number of people who can use the room at one time (5 character limit)
    5. Equipment: Any equipment that comes with the room (2500 character limit)
    6. Notes: Any additional notes (2500 character limit)
    7. Picture URL: A photo of the room. Enter the URL of the image. (2000 character limit)
    8. Pre-Schedule Setup Period: If you would like to have some time before all events created to set up the room, enter the time in minutes. During this time, the room cannot be reserved. For example, if you enter 30 minutes and create an event that starts at 10:00 am, any event created before this event could only be booked up until 9:30 am.
    9. Post-Schedule Inspection Period: If you would like to have some time after all events to inspect the room, enter the time in minutes. During this time, the room cannot be reserved. For example, if you enter 60 minutes, and you create an event that goes until 11:00 am, if you wanted to create another event directly after, it would have to begin at 12:00 pm.
  5. Enable Notifications. See Notifications below.
  6. Click Save.

Notifications

Room Schedule Confirmation

Once you have created a Room Schedule Confirmation in the Schedules section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons

Room Schedule Reminder

Once you have created a Room Schedule Reminder in the Schedules section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons
    • Series Schedule: Configure the schedule notifications will be sent out on. Options include:
      • Schedule before room schedule start: Enter the length of time before the room schedule starts that notifications should be sent out.  This can be set to minutes, hours, days, weeks, or months.
      • Time: Only editable if Schedules before expiration is set to Minutes or Hours. Select from At the scheduled time or At a specific time. If At a specific time is selected, the time will need to be entered in HH:mm:ss format.
      • Notification template: Use the drop-down to select the desired Template. 

Room Schedule Expiration Confirmation

Once you have created a Room Schedule Expiration Confirmation in the Schedules section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons
    • Template: Select the Template to use.
    • Schedule after schedule: Enter the length of time after the room schedule expires that notifications should be sent out.  This can be set to minutes or hours.

Room Schedule Deletion Confirmation

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons

Copy, edit, or delete a room

Once you have created rooms for the Room Scheduling feature, you can copy, edit, or delete them on the Room Configuration screen in Service Configuration.

Copy a room

If you want to use similar configurations to a room you have already created, you can copy it.

  1. Sign in to Service Configuration.
  2. On the left navigation, click WMS Circulation > Holds and Schedules > Room Configuration.
  3. On the Room Configuration screen, click the Room Name you want to copy.
  4. In the top right corner, click Copy. The copied configuration appears.
  5. Enter a Room Name and Branch, and edit any additional fields.
  6. Click Save.

Edit a room

You can edit your room configurations at any time.

  1. Sign in to Service Configuration.
  2. On the left navigation, click WMS Circulation > Holds and Schedules > Room Configuration.
  3. On the Room Configuration screen, click the Room Name you want to edit.
  4. Edit any fields.
  5. Click Save.

Delete a room

You can delete any rooms you have created.

  1. Sign in to Service Configuration.
  2. On the left navigation, click WMS Circulation > Holds and Schedules > Room Configuration.
  3. On the Room Configuration screen, click the Room Name you want to delete.
  4. In the top right corner, click Delete.
  5. On the Confirm window, click OK.