CELCAT Room Booking Training Workshop

Central Timetabling Support Unit 21 April 2023

CELCAT Room Booking Training Workshop


Agenda

• Setting up• Key concepts• Creating an event• BREAK• Adviser• Clash checking• Printing• Questions


Setting Up

• Connect to the server

• Log in / Change Password

• Set Options


Log on

• Celcat6_Training

• Username - trainXX

• Password - trainXX


Key Concepts - Resources

Seven components which, together with time and date, make an event

1. Modules

2. Rooms

3. Students

4. Groups

5. Equipment

6. Staff

7. Teams


Key Concepts - Classifications

Seven groupings used to categorise events and resources

1. Course2. Departments3. Event Categories4. Faculties5. Fixtures6. Layouts7. Sites


Key Concepts - Event

An Event is created when one or more resources are combined for a period.


EVENTSRooms

Students Groups Equipment

Teams

StaffModules

Departments

Departments

Departments Departments Departments

Departments

Departments

Departments

Courses

FixturesLayoutsSites

Faculties

Event Categories


Print / Print windowResourcesNavigationBrowse / Add / DeleteEdit / Accept / Cancel

Desktop

Tool bar

Status bar

Open


Filtering and Browsing


Records


Viewing Weeks

Save / Load Weeks


Calendar


Creating an event


Exercise 1

• Exercise 1.1 - creating an event

• Exercise 1.2 - modifying an event


Resource records

• CTSU create records for:– Rooms– Staff– Students

• Users create records for:– Modules– Groups– Teams– Equipment


Exercise 2 & 3

• Exercise 2.1 - adding resources

• Exercise 3.1 - adviser


Clash Checking

• Dynamic / retrospective

• Resource double bookings

• % over capacity

• Clashes with global events

• % under capacity

• Staff / student breaks


Clash advisor


Exercise 4

• Exercise 4.1 - clash checking


Usage chart


Exercise 5

• Exercise 5.1 - usage chart


Printing - setup

Select weeks, days, and times to printSelect the grid orientationCreate headers and footers Select font options Choose information to appear in the grid Set further options


Exercise 6

• Exercise 6.1 - grid print

• Exercise 6.2 - list print


Web Publishing

Web Publishing Example


Rooms and Catering Booking System

• Book Seminar and Learning Centre rooms online• Order delivered catering• Open to any member of College staff

Catering Website

https://www.imperial.ac.uk/roomsandcatering/MeetingRooms/MyBookings.aspx


Central Timetabling Support Unit

• Central point in College for timetabling matters• Training and documentation• First line support• Maintenance of back office data• Upgrade testing• Reporting• Access arrangements• Website - www.imperial.ac.uk/centraltimetabling

http://www.imperial.ac.uk/centraltimetabling



What to do if…• You require a new staff, room or student records• You have a general timetabling query• You experience a technical problem• You require CelCAT to be reinstalled


Cross Charging

• Room cross charging only applies for rooms at South Kensington.

• Charges are calculated monthly• The “department” and “module” field must be

populated when booking an event.

• Cross charging

http://www3.imperial.ac.uk/centraltimetabling/services/crosscharging


Any questions?


Email: [email protected]

Web: Centraltimetabling

Contacts

mailto:[email protected]


CELCAT Room Booking Training Workshop

Documents

Transcript of CELCAT Room Booking Training Workshop