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 here

• Overview
• Setting up Location
• Setting up Zones
• Setting Up Categories
• Adding Spaces
• Adding Seats
• Setting up and Managing Hours
• Managing Availability of Spaces

Get Help with LibCal

Setting up and Customizing Space Bookings

Overview

LibCal breaks large spaces down into smaller spaces through a hierarchy. 

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.

Location

• Allows you to have multiple branches of one library. We could add Guin or Cascades. 
• This is where you enable authentication requirements
• Set hours for the entire location.

Category

• Categories define HOW a space is used. 
• There can be multiple spaces within a single category, but they all have essentially the same purpose/use.
• Hours can be set at the category level that are different from location hours if needed.

Zone

• Zones define WHERE a space is within the building for the purpose of monitoring usage and occupancy.
• A single category may have spaces within multiple zones.

Space

• 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 

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)

Current Locations within LibCal

• Valley Library: This location is for spaces owned and operated by Valley Library. This includes:
  
  • 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.
• LINC: This location is for seats in LINC.

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

By adding zones to your location, you can better track the utilization of your spaces and monitor occupancy.

Setting Up Categories

Link: Setting up Categories

Link: Add and manage space booking categories

Categories are determined by how a space is used. At the category level, you customize reservation features specific to how the space is used.

• Custom hours that are different from location hours
• How reservations are made (mediated or unmediated, booking forms)
• Booking limits such as how often and how long reservations can be.
• Description, images, terms & conditions
• Partial email templates for category specific information.

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
• Classrooms

Current Categories within the SMS Location

• Equipment pickup
• Consultations
• Open Studio Computers
• Studios

Adding Spaces

Adding Seats

Setting up and Managing Hours

Managing Availability of Spaces