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Resource Bookings - Initial Setup

School resources can be organised into categories and made available for electronic booking online within Ultranet.  Once set up, the bookings are accessed via the top navigation bar.

Bookings

The Bookings Configuration panel (within the Administration section) is used to set up categories and resources, and includes options for modifying the access and moderation rights for items, as well as setting up customised timetable structures for the booking blocks.

Bookings config

Setting up a custom timetable structure

Other than the default hourly blocks provided in the bookings system, custom timetable blocks (e.g. your school periods) can also be specified via an imported CSV file.

Custom timtimetable

This function is located within the Bookings Config area, by clicking on the Timetables tab. Under the ‘Add New Timetable’ section, click on [Create a new Timetable].

As with most import applications, the CSV file must follow a certain sequence and formatting so that the values can be read and processed.

The columns required (in sequence) are:

A. Day of the week. These are entered in full chronological sequence down the column from row 1 to row 7 (e.g. “Monday” - “Sunday”).

B. (and onwards) Block Duration and Label.  This parameter specifies the start and end time of the booking block, and includes the option to label each block.

The format for entering this is: Start Time|End Time|Label ( H:MM|H:MM|Text).

Tip: The pipe symbol ( | ) is usually located above the Enter key on your keyboard.

A sample CSV file is provided as a guide. Click on the download link to obtain a copy of this as a reference/starting template.

Once the CSV file is prepared, you will need to specify a title and description for the new timetable on the ‘Create a new timetable’ pop-up window.

Creating a new timetable

Next, click on the ‘Choose File’ button to locate the CSV file on your computer file system to upload. Click [Create this new Timetable] to proceed with the import.

The file will be validated and processed. If successfully imported, you will now notice the new timetable appearing in the list on the Timetables tab.

An error message will be displayed across the top of the pop-up window if there are any structural problems in your CSV file. If the upload fails, check the notes to the right.

Note: Some common mistakes to check if an error is encountered:
  • There must be no overlaps in the timing blocks (i.e. the starting time of a block cannot be the end time of the preceding block).
  • Blocks should fill the time span of the whole day from midnight (0:00) to 11:59 p.m. (23:59).
  • Time separators must be colons ( : ) not periods ( . ).
  • Trailing commas must be cleared out—in some CSV editing programs, empty blocks are created (i.e. two commas with no data in-between). These should be deleted in a plain-text editor (e.g. Notepad or TextEdit) before importing.
Tip: If you are using MS Excel to create your CSV file, there is a good chance it will not validate. Guidance here will explain why, and how to proceed.

Custom timetables can be deleted by hovering over the timetable title and clicking the Trash icon to the right. This will permanently delete the timetable and all categories/resources attached to it.

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