Reserving private resources in IBM TRIRIGA

Private rooms can be reserved only by IBM® TRIRIGA® Request Central Concierge user types who own the rooms. Concierge users reserve private resources on the behalf of other employees.

Background

Kathy manages a group of private spaces in the North Carroll building of Company ABC. A company executive calls to request that Kathy book a private room with equipment and food services for a recurring meeting.

Step 1: Create the appointment

Kathy opens the Concierge form from her IBM TRIRIGA home page, and she specifies the caller's general information and the reservation details. She opens the Recurrence view, specifies the details for the recurring meeting, and saves the recurrence.

Step 2: Search for the room

Kathy specifies the North Carroll building and the meeting space criteria that is based on the caller's needs:
  • Number of attendees: 5
  • Room layout: Round table
  • Catering available: Yes
  • Network connection: Yes
  • Video conference: Yes

Step 3: Select the room

Kathy selects and books an available private room from the list view of the rooms that she is responsible for. The room is tentatively reserved while she completes the reservation.

Step 4: Add a food order

Kathy opens the food order view, selects the food service provider and menu items, and reviews the service times and costs. Kathy saves the food order and returns to the reservation summary.

Step 5: Submit the reservation

Kathy submits the reservation. If there are room, equipment, or food service charges, Kathy specifies the caller's account code, and submits the payment information. TRIRIGA Workplace Reservation Manager creates a reservation record, changes the resource status to accepted, and generates an email to the caller who requested the reservation. The email includes an iCalendar (iCal) event that contains the reservation information. When the user opens the .ics attachment in Microsoft Outlook, the reservation is placed on the user's Microsoft Outlook calendar.

Step 6: Modify the reservation

Kathy receives a request to ensure that a projector is available for the second meeting in the series. In the IBM TRIRIGA environment, Kathy opens the Concierge form, specifies the name of the person for whom the reservation was made, clicks the Calendar tab, and views a list of the requester's reservations. Kathy left-clicks the reservation record for the second occurrence of the series and opens that occurrence. In the room reservation record, Kathy selects the equipment order view, selects an available projector, and saves the equipment order. She provides the caller's payment information for the projector charges and saves the reservation. TRIRIGA Workplace Reservation Manager sends an email with an .ics event attachment to the caller who requested the reservation.