Introduction

A shared resource is a meeting room or a piece of equipment that is not attached to one person’s mailbox, but has a designated owner and can be booked using the shared resource calendar. Share resources, like rooms and desks, can be integrated into Bookings so they can be booked and used. 

Instructions

1. Follow steps 1 to 9 as outlined in Configure Bookings for Room/Desk Reservations.
2. Instead of entering a phony email address for each “staff member”, enter the email address of the corresponding shared resource. To find the email address of a shared resource:
   
   1. Open your Outlook calendar.
   2. Click on New event.
   3. Click on the Invite attendees field and start typing the name of your shared resource.
   4. When you locate the shared resource, click on it to add it to the event invitation. Once the resource has been added to your attendee list, click on it again to see more information.
   5. You should see an email address for the shared resource under Contact information.
      

       
   6. Copy the email address.
   7. Paste the email address into the email field of the corresponding room/desk in the Add new staff option under the Staff tab in Bookings.
      

       

       
3. Click Save changes.
4. Repeat steps 2 to 3 for all rooms/desks you would like to match with a corresponding shared resource.
5. Go back to the Services tab and click on a room/desk. Click on Edit service. In the new Edit service window, go to the Assign staff tab. 
6. You will see a list of all of the rooms/desks you have added to the Staff tab. Click on the “staff member” that matches the room or desk. For example, if you have selected Lab 3 (Service) click on Lab 3 (Staff). You should see a checkmark next to your selection.
   

    

    
7. At the bottom of the page, click Save changes.
8. Repeat steps 6-7 for all applicable rooms/desks.
9. Now all new reservations made for rooms/desks that are linked to a shared resource will be reflected in that shared resource’s calendar.