A reservation group allows you to book the same space for multiple dates or create a recurring schedule—all in a single request. Instead of submitting separate reservations for each date, you can manage them together as one group.
Common uses for reservation groups:
- Weekly club meetings throughout the semester
- Multi-day conferences or events
- Recurring training sessions
- Recurring speaker series
- Daily activities during a specific period
When Should I Use a Reservation Group?
Use a reservation group when you need to reserve the same space:
- Multiple specific dates (e.g., March 15, March 22, and March 29)
- Recurring schedule (e.g., every Tuesday from 2-4pm for 10 weeks)
- Multi-day events (e.g., a 3-day conference)
Tip: If you only need a space once, create a single reservation instead.
How to Create a Recurring Reservation
- Find a space
- Start a new reservation request
- Fill in your expected guest count
- In the Request Space section, select Recurring
- Choose your recurrence pattern, such as daily, weekly, or monthly
- Choose when your recurring reservation should end
- Review the generated dates in the preview
- Complete the rest of your reservation details
- Submit your request
Example: To reserve a room every Tuesday from 3-5pm for 8 weeks:
- Pattern: Weekly
- Repeat every: 1 week
- On: Tuesday
- Ends: After 8 occurrences
- Time: 3:00pm - 5:00pm
How to Create a Multi-Day Reservation
- Find a space
- Start a new reservation request
- Fill in your expected guest count
- In the Request Space section, select Specific Dates
- Click "Add Date and Time"
- Select one of the dates within your multi-day reservation
- Select a start and end time
- Click Apply
- Repeat for all dates within your multi-day reservation
- Review all dates in the preview
- Complete the rest of your reservation details
- Submit your request
What Happens After I Submit?
Once you submit your reservation group:
- You'll receive a confirmation email with all your reservation dates
- Your reservation group enters "Pending" status while it awaits approval
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Admins review your request and can:
- Approve all reservations at once
- Approve or reject individual dates
- Request changes if needed
- You'll be notified via email when your reservations are approved, rejected, or if changes are needed
- You can view your request anytime in My Reservations
Understanding Your Reservation Group Status
After submission, your reservation group will have one of several statuses that show where it is in the approval process.
Common statuses you'll see:
- Pending - Your request is awaiting review
- Approved - All your reservations are confirmed
- Under Review - Some dates are still being processed
- Partially Approved - Some dates are approved, others were not
For complete details about what each status means, see Understanding Reservation Group Statuses.
Need to Make Changes?
After your reservation group is created, you can:
- Cancel specific dates if plans change (like skipping a holiday)
- Cancel the entire group if you no longer need any of the reservations
- Contact your institution's admin if you need to modify dates or times
Common Questions
Q: Can I create a reservation group across different spaces?
A: Currently, reservation groups work for a single space. If you need multiple spaces, you'll need to create separate reservation groups for each space.
Q: Can I have different setup requirements for different dates?
A: Reservation groups use the same setup requirements for all dates. If specific dates need different setups, note this in your request's notes or contact your institution's admin after approval.
Q: What if one date in my reservation group has a conflict?
A: Admins can approve the available dates and work with you to find an alternative for any conflicting dates. Your group status will show "Under Review" or "Partially Approved" in this case. Additionally, you won't be able to submit your request if there are already approved reservations on one of the dates within your group.
Q: Can I edit dates after I submit?
A: You cannot edit dates yourself after submission, but your institution's admins can make changes. Contact them if you need adjustments before approval.