When logged into the Room Reservations platform, you can browse and request spaces using the interactive dashboard. This guide walks you through how to find a space, enter details, and submit a reservation request.
Step 1: Select a Space
From the Room Reservations dashboard, use the sidebar on the left to view all available spaces. You can:
Browse the list of spaces
Use filters at the top (e.g., Space Type, Date & Time, Guest Count)
Click any space to open its details page
Step 2: Choose Date & Number of Guests
On the space details page, you’ll see a Request Space box.
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Click into the "Date & Times" area
se the calendar to pick a reservation date
Set start and end times
Enter the number of guests
Click Apply
If the space has a defined capacity, your guest count must fall within the allowed range or you won’t be able to proceed.
After completing the Request Space fields and clicking Reserve Space, you'll be taken to an additional menu to add more details to your request.
Step 3: Add Event Information (Optional – Localist Integration)
If using in tandem with a Localist Events calendar, you'll have the option to Create a New Event or Link to an Existing Event. When creating a new event, new fields will appear to add existing Localist Event Types, Groups, Departments, add an Event Name*, Event Description, Event Date & Time*, or click Use Reservation Date & Time to use the data you've already entered. (* indicates Required field)
You will have the option to Reserve a Space, Create a New Localist Event, or Link to an existing Localist Event. Clicking each tab will open the forms and fields to create or search for Localist events.
If linking to an existing Event, you'll be able to search by Event Name to add to the reservation request. The event must have been previously created in Localist before it will appear in this search field.
Step 4: Answer Custom Questions
If you've added Custom Questions to your Reservations platform, this is where the requester will provide their responses. Are you an admin looking to add Custom Questions? Check out this help article for more information.
If the question has a space type defined, it'll only show for those space types. If not, that question will appear for all reservation requests.
Step 5: Add Notes & Submit Your Request
Once all the required fields are filled in, you'll be able to add any additional notes in the Additional Notes field and submit your request. There is a disclaimer at the bottom of the form letting the submitter know IF the request requires approval and is being submit for review.
What Happens Next?
After submitting your request:
You’ll receive a confirmation email
You’ll get a second email when the reservation is approved or rejected
If rejected, you’ll need to submit a new request