How to use the booking system

Introduction

The ReservationManager is designed to allocate timeslots on cleanroom equipment to a particular user. Authorised users are able to view and reserve timeslots on the equipment.

Contents
Starting the ReservationManager
Making reservations
Selecting/unselecting equipment
Confirmation of reservations
Status refreshing

Equipment managers

Balance Enquiry and Reports

Troubleshooting

Starting the ReservationManager

You can access the ReservationManager by navigating here. Please note that you need to have a Java runtime installed and enabled in your browser to access the site.

On this page the Request Access link allows new users to start the process for registration as a user.

Enter your username and password.  After a few seconds you will be taken directly to the main page. Navigate to  “Labs/Reservations” to go to the ReservationManager application.

Figure 1: User Interface components of the ReservationManager

1. The list of equipment on which reservations can be either be made or viewed is displayed in the left-hand bar. This list is shows only equipment you are able to book. If you wish to use equipment not listed, then you must contact the cleanroom team to arrange training for the equipment.

  • All elements of the screen display pop up windows displaying further information when the pointer is placed over it
  • Equipment is grouped in various ways, use the top left drop down boxes to change to your preferences.
  • Hovering the pointer over the equipment name provides more information about the piece of quipment, and who manages it.
  • The coloured box after the name indicates equipment status: Hovering the pointer over the box gives a fuller explanation of the status
  • Hovering the pointer over a booking shows details of who has made the booking
UUp: equipment available and operating normally.
CCaution: equipment has a small problem that may affect your work. This is described in right click menu, and you will have been sent an email about the change of status.
DDown: equipment is down & non-functional due to an unplanned fault.
MMaintenance: equipment is undergoing a planned maintenance routine and can be expected to be operational after requalification.
RRequalification: in progress, before being released to use.

The timescale and timescale navigator / alteration buttons appear at the top for navigation to future or past dates

Making reservations

To make a reservation in ReservationManager, you should click on the Green cross next to the equipment you wish to use. A submenu appears enabling you to make a reservation.

Figure 2: Select equipment to add a reservation

You must ensure that the coloured boxes are completed, and you can change all of them using the drop down boxes. If you have the correct priveledges you can also change the equipment, person booking.

The white boxes are optional, but the Remarks box is useful to provide information about this booking. This is visible in reports and is very helpful to those who have a lot of booking on the same equipment. The project box may be enabled in future.

Ensure the booking is saved.

Changing a Reservation

Changing a reservation can be done by clicking on a reservation. The details of the reservation will now appear in a pop up window. This also has extra features allowing you to email the reservation owner, send a Calender entry to the reservation owner, and read documnets relevant to the equipment.
Click Save & Close when changes are complete.

Confirming a reservation

When a reservation is made, it is initially unconfirmed. There is a confirmation window ahead of the booking (eg 10 days prior to the reserved date), when the the confirmation Button will be enabled. When you confirm a booking, it cannot be changed by anyone except an equipment manager.

If the reservation is not confirmed and the confirmation period expires (eg 3 days prior to the reserved date), any other user with access to the equipment will have the right to remove your booking and over write it with their own reservation.

Confirming a reservation is taken as a commitment to use and pay for the equipment for the reserved timeframe.  The confirmation period may vary for different items of equipment; all queries relating to equipment confirmation periods should be directed to the equipment manager.

Equipment managers

Equipment managers have elevated rights on reservations on the equipment they manage. This means that an equipment manager can edit and delete reservations even if they are not the owner of the reservation.
Equipment managers also control who can reserve their equipment, and will ensure that a person is suitably trained for equipment before allowing them reservation access.  Users must contact the managers directly to arrange this.

Balance Enquiry and Reports

Users can find these by navigating to System > My Details

The balance is shown (hilighted), and needs to be positive and larger than the cost of an equipment booking to allow the booking to succeed.  Contact your supervisor to arrange a funds transfer if necessary.

Users can generate two types of reports of their activity, either 'Equipment usage' or 'Bookings'. 

The "Equipment Usage" report provides a list of equipment used, the date and length of use. It will not show future equipment bookings.

The "Bookings" report provides a list of all transactions including top ups, debits, credits and equipment bookings showing the dates, durations and costs of each transaction.  This will also include future bookings made but not yet used.

Hover over the icon to see which report will be generated, then select icon to initiate. You must supply start and end dates, and locations shown to limit your report. Leaving everything unselected will generate a full report.  Finish by clicking the relevant icon to display a pdf, csv or Excel version of the report.

 

Troubleshooting
 

SymptomSolution
I’m unable to log in

Check your username and password; please note that your password for the Living Database is different to your password for London-nano.com. If you are sure your credentials are correct, please contact LDB support.

Another reason is that your validity period has expired. Contact LDB support to get this extended.

I haven’t received my username and/or passwordContact LDB support to check that the correct email address is associated with your account.
I can't change my password

You can change your password on the initial log in page. > Request new password. Then enter your login name, ans and email will be sent to your registered address, with a link for changing it.

The password security requirements on ReservationManager require passwords to meet the following criteria:

at least 6 characters long

contain a mixture of upper and lower case characters

contain at least one numerical character

contain at least one non-alphanumeric character eg ?

I cannot see the ReservationManagerCheck that you have a current Java Runtime installed and enabled in your browser. You can download java runtimes at java.oracle.com.
I cannot see the equipment to make a reservationYou may not have permission to make reservations on the equipment as these are granted only after you have had training on them, contact the equipment manager to check.
I can see the equipment and have confirmed I have permission to reserve it, but I still cannot make a reservationCheck your balance by going to System > My Details. Your balance is listed at the bottom of the page and must be greater than the cost of the booking your trying to make. If you do not have sufficient balance to make equipment reservations, you will need to contact your PI and arrange for funds to be added to your balance.
The ReservationManager is slow to loadIf your network connectivity is patchy, the ReservationManager can take a few seconds to load. If you experience this issue repeatedly within the LCN or at times when you know your connection is working correctly, please contact LDB support.

If you are still unable to access the booking system, you should contact the LDB support team at ldb(a)lcn.ucl.ac.uk.

If you are experiencing difficulties making reservations, you should contact the equipment manager for the equipment you wish to reserve.