Using the booking system

Booking system limitations

Please be aware that to make a booking, you will need to either be on a UCL network (via a wired connection or Eduroam), or use a VPN connected to UCL. If you are not connected via a UCL network or VPN, the booking system will not load. This is due to UCL Single Sign-On limitations.

Remember the fair use policy: try not to use more than 16 hours per week, and please delete unused bookings 24 hours in advance.

Induction

Before making any bookings, you will need an induction by the lab manager. For students, the PI should contact the lab manager, but you can also liaise with them directly by emailing g.maegherman@ucl.ac.uk. Bookings made by unauthorised users will be summarily deleted.

Logging on

Logging on to the booking page uses UCL Single Sign-on. Navigate to roombookings.pals.ucl.ac.uk and click 'UCL Single Sign-On'.

If it is your first time logging on, you will need to authorise the UCL Single Sign-On API to use some of your credentials to allow you to book rooms. Enter your credentials as you normally would.

Once you are logged in, you should see the booking page with your username and email address at the top. Note also the 'Log Out' link in the top navigation bar, just below the UCL logo.

Booking a lab booth or room

To book a lab booth or room, scroll down to the desired booth and click 'View Diary and Make Booking'.

Click the time slot of your desired start time, e.g., if you want time slot from 10:00 - 11:00, click the 'Book' button between 10:00 and 11:00. 

Now add some basic information so the lab is aware of the kind of experiment you will be doing. You can also change the length of your slot here. Note that the project account code is compulsory only when booking EEG in Booth C as this is a shared facility- for all other booths you can add a project code if you know the funding arrangements. When you are done, click 'Book' to make your booking. 

Your booking info appears once more - please check this information carefully before confirming the booking. If you want to change anything about your booking, use the back button to go back to the input screen. If you are happy with your booking, please click the confirmation link at the bottom. Your booking will be confirmed and you can return to the booking calendar by clicking the appropriate link. Note that you will not receive an authorisation email, which was the case with the previous system.

Single/double bookings

A single room booking slot is shown as green (see below), but note that it is technically possible to double-book a room as well - this is shown in purple or red. If your booking is shown in purple, you have booked the room twice, e.g., through accidentally overbooking two slots. Please change or remove one of your bookings.

If your booking is shown in red and shows 'CONFLICTS WITH', then someone else has booked over your slot, or you over theirs. Please make sure you clear up any conflicts with the person who has overbooked your booking, or vice versa, by asking them to move their booking, or by moving yours. 

Changing/deleting a booking

You can change your booking by clicking your booking and making the necessary changes. To change your booking, click 'Update', check the booking details and then press the confirmation link. To delete a booking, click 'Delete'. If you are cancelling a booking less than 24 hours in advance, a red notice will appear at the top to make you aware. Click the confirmation link to delete your booking.

Note that you cannot update or delete a booking made by someone else.

All Booths Diary View

To show the availability of all booths, you can click the 'today' or 'tomorrow' links, or input a date of your choosing. This will you an overview of the booth usage on that date.