LibCal is the online software Valley Library uses to manage reservations for our classrooms and study rooms. The creators of LibCal, Springshare, have detailed tutorials available online for learning how to use LibCal. While these pages will include a brief overview of LibCals structure and links to Springshare's tutorials, the primary will be on processes and procedures specific to Valley Library's use of LibCal.
Table of Contents
...
...
Table of Contents
...
exclude Table of Contents
Setting up and Customizing Space Bookings
...
| Panel | ||||||||
|---|---|---|---|---|---|---|---|---|
| ||||||||
Location (Valley Library) Zone Category (2nd floor) (Group Study Rooms) Space (Learning Commons, Room 1812) Seat (Table, Cozy Chair) |
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.
...
- A space can be bookable as a whole or as part of a larger space (think Willamette classrooms), or a container for seats.
- The most granular level
- 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
- 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)
| Highlight |
|---|
| Locations are created based upon how a space fundamentally operates. |
...
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
- 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.
- Grad Student Commons
- Our Little Village
- CAPS (coming Fall, 2022)
- Classrooms (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
...
Current Categories with the Valley Library Location
- Open Study (using Seats)
- Computers (using Seats)
- Public Computers (using Seats)
- Express Print (using Seats)
- Scanners (using Seats)
- Microform Reader (using Seats)
- SCARC (using Seats)
- 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
...
- (note: we don't use LibCal for classrooms right now)
Current Booking Limit Settings for Valley Library
Category |
|---|
| Group Study Rooms |
|---|
| Student Parent Study Lounge | Grad Student Commons | ||
|---|---|---|---|
| General Tab | |||
| Booking Form | No | No |
Yes | ||
| Mediated | No | No |
| Yes |
| Booking Limits | |||
|---|---|---|---|
| Start Time | every |
| 10 min | every |
| 15 min | every |
| 10 min |
| Max Duration | 4 hrs. |
| 3 hrs. | 4 |
| hours |
| Min Duration |
| 10 min. | 30 min. |
| 10 min. |
| Default Duration | 60 |
| min. | 30 min. |
| 60 min. |
| Lead Time | Before end | Before end |
| 24 hours | ||
| Padding | 5 min. | 15 min. |
| none | |||
| Cancel by | Start time | Start time | Start time |
| Window limit |
| 30 days |
| 14 days |
| 30 days |
Adding Spaces
Link: Adding Spaces to Categories
...
Spaces can be bookable as a whole, part of a larger space, or containers for seats. Outlined below is how our current spaces are set up in Valley Library.
...
. We are no longer using the Seats module and we don't have any child spaces in LibCal. All of our spaces are bookable as a whole only.
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
Adding Seats
Link: Setting up and customizing seat bookings
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)
| Excerpt |
|---|
Setting up and Managing HoursLink: Setting up Hours and Exceptions Link: Manage hours for a location and its categories, spaces, & items Managing Hours can be a little confusing in LibCal because there are different types of hours. |
...
For detailed instructions about setting up hours in LibCal, please see the links above. Below is a brief overview as well as information specific to The Valley Library.
|
...
|
...
|
...
|
...
|
...
|
...
Hours Templates in use for Valley Library Categories & LocationsHours Templates |
...
are located in the "Hours Templates" tab of the Admin Space Module interface |
...
- Covid-19 Public Hours: M-F 10am - 5pm
- Covid-19 Staff Hours: M-F 7am - 7pm
- SMS Regular Hours (Covid): M-F 10am - 5pm
- SMS Studio Hours: M-F 11am - 4pm
...
. There are weekly templates and daily templates.
LEAD has created a document that gives guidelines for determining building hours. If you have questions about upcoming hours, you can always contact LEAD. |
Managing Availability of Spaces
...
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.
...
| Panel | ||
|---|---|---|
| ||
Hello, I am scheduling necessary maintenance in some of our study rooms this academic term. Unfortunately, this means I need to move one of your reservations. I have tried to move you to a room that is comparable. I have moved your Your study room reservation on May 20 to a different room (xxxx). I am sorry for any inconvenience this may cause. Kind Regards, Lucinda Lucinda Amerman l Library Technician Her/she/them The Valley Library | Oregon State University l Corvallis, OR 97331 541-737-7324 |
Booking Forms & Mediation
Email Customization
Troubleshooting and quirks
...