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This structure allows us to organize our spaces into a structure based upon how we use the space so we can apply limits, terms, etc. accordingly.

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• A space can be bookable as a whole or as part of a larger space (think Willamette classrooms), or a container for seats.
• At this level we can include a lot of specific information about the space such as directions, description, an image, terms and conditions, etc.

Seat

• The most granular level
• Again we can include a lot of specific information about the seat.

Setting up Locations

Link: Setting up Locations Tutorial 

Locations are created based upon how a space fundamentally operates. At the location level, you customize functions that will impact all spaces within this location such as:

• Authentication requirements
• Hours (and date ranges for hours)
• Automated email templates
• Check in/check out requirements (including auto-cancellation)

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Current Active Locations within LibCal

• Valley Library: This location is for spaces owned and operated by Valley Library. This includes:
  LINC: This location is for seats in LINC.
  • Group Study Rooms
  • Our Little Village
  • Classrooms
  • Covid-19 Seats such as open study, computers, scanners, etc.
• SMS: This location is for spaces operated by Student Multimedia Services such as their equipment pickup and drop off, consultation appointments and studios.
• • (but we don't use LibCal for classrooms right now)
• Library Staff Spaces
  • Hourly Rooms

Even though some of the locations within LibCal are not Valley Library spaces, Valley Library manages all aspects of LibCal. This means that we work with LINC and SMS to make sure the set-up within LibCal meets their needs.

Setting up Zones

Link: Add and Manage a Location's Zones

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Current Categories with the Valley Library Location

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• Group Study Rooms
• Our Little Village
• Classrooms

Note
Even though classrooms are set up in LibCal, they are not currently booked through LibCal. We still use Microsoft Outlook to manage classroom reservations. Whether or not classroom reservations are managed through LibCal has not been decided yet.

Current Categories within the SMS Location

• Equipment pickup
• Consultations
• Open Studio Computers
• Studios

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• (note: we don't use LibCal for classrooms right now)

Current Booking Limit Settings for Valley Library

Adding Spaces

Link: Adding Spaces to Categories

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Spaces can be bookable as a whole, part of a larger space, or containers for seats. We are no longer using the Seats module. Outlined below is how our current spaces are set up in Valley Library.

These are the functions you can customize at the Spaces level:

• General information such as accessibility, capacity, and directions to the space
• Detailed information including images, space description, terms and conditions
• Set the status of a space as Active or Inactive

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Setting up and

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Link: Managing Seat Bookings

Seats can only be added to Spaces that have been set up as a container for seats. Seats is a tab in the Space level settings. When adding a seat, the information you add is similar to creating a Space. Fields include:

• Accessibility and power
• Image and description
• Status (Active or Inactive)

Setting up and Managing Hours

Link: Setting up Hours and Exceptions

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When you are moving reservations, patrons will get notified that their original reservation has been cancelled. This is why it is important to let them know that you have moved their reservation to a different room. There are two different ways you can notify patrons. If you send an email through LibCal, it is faster but you won't have a record of sending the email like you will with Microsoft Outlook.

Sending an email through LibCal

• Locate the patron booking details in the Booking Explorer tab and click on the patron's email address which should be a hyperlink.
• In the Email Patron pop up window, change the reply to address to the appropriate email (Valley Cir, Library Spaces, etc.)
• Type your message and hit send.

Sending an email through Microsoft Outlook

• Refer to the notes you took when moving reservations.
• Open Alma and go to "Manage Patron Services" under the Fullfillment menu.
• Enter the patron's name in patron search bar and pull up the patron's account.
• Click on the patron's id number. The should bring up the Identifiers tab as the default. If it doesn't, click on the Identifiers tab.
• The patron's email should be at the bottom of the list.
  • *Pro tip* If you want to verify the email address is the preferred contact email, you can click on the "Contact Information" tab.
• Right click the email address and select "copy cell value"
• Start a new email in Outlook and paste the email address in.
  • It may be tempting to send one bulk email to everyone you have moved. Don't do this. You risk giving out personal information to the wrong people.
• Make sure you are sending the email from Valley Circulation. That way other staff can respond to patrons if you are not available.
• Subject should be "Study room reservation change". 
• Below is an example of an email template you can use. It doesn't include the specific room switch but you may include that if you wish. It depends on how many people you are contacting and how much time you want to spend on this.

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