Room Reservations

The user can access the room reservation application via:

The Information System Calendar Room Reservations

or

Information System [selected course] Teacher (Examination) Room Reservations

Here, the user will find a list of rooms they are authorized to reserve. These are rooms where the user is listed in the Contact Information or which are marked with one of the attributes 'Smí rezervovat' ('reservations allowed for'), 'Smí rezerv. učo' ('reservation allowed for the personal identification number'), 'Smí sprav. učo' ('can be administered by (PIN (učo))', 'Smí rezerv. sk.' and the user meets the attribute’s values. The value of the 'Smí rezervovat' ('reservation allowed for') attribute is the ID of department(s). A user can reserve such a room if they work (as an employee, teacher, PhD student, or have the s_rezerv_mist right) at the same workplace or one of its sub-units.

1 List of rooms the user has the right to reserve.

2 Selected room the user wants to reserve.

3 Proceed to select the time slot for the chosen room(s).

4 Information about the time period in which the selected room can currently be reserved.

To make a reservation, the user selects the desired room(s), day, and time.

1 Selecting reservation hours.

2 Description of the event.

3 Option to allow other people to use the reserved time slots.

4 Saving the reservation for the selected room and time.

5 Information on other people’s reservations or schedule-based reservations.

An overview of the reserved rooms can be found on the application’s homepage under the “My Reservations” link.

2.Until when can I reserve a room?

The date until which rooms can be reserved is displayed in the top right corner of the Room Reservations application:

Information System Calendar Room Reservations

This limitation does not apply to users who have the higher-level permission s_rezerv_mist for the selected faculty, as they can make reservations beyond this date. In such cases, it is necessary to adjust the displayed date range and locate the required date manually. The restriction also does not apply to rooms marked with the attribute “Non-teaching room”. Such rooms can be reserved at any time from the current day, for the period specified in the attribute value (months or years).

1 The date until which rooms can be reserved.

2 Information about the start times of classes; lists of people who is authorized to change the room reservation deadline.

3 Indication of a person who holds the s_rezerv_mist right and can therefore make reservations beyond the stated date.

The application also checks for potential conflicts with unpublished timetables. Reservations cannot be made if the “When can be reserved” date falls within a period where the timetable has not yet been published. Users with higher-level permission can make reservations during this time, ideally in consultation with the faculty scheduler.

Tip: I need to reserve a room outside the allowed period

If you need to reserve a room outside the set period, please contact a person with higher-level permission. A list of these people can be found in the menu in the top right corner of the application (three dots) under the link “Who at the faculty is authorized to change the room reservation deadline?”.

3.Where can I find my room reservations?

The user can find an overview of their reserved rooms on the main page of the application under the link “My Reservations”.

Information System Calendar Room Reservations My Reservations

or directly via a shortcut on the Information System homepage:

Information System My Reservations

1 Details about the reservation created by the user.

2 Option to display the user's reservations graphically in the timetable.

Tip: I can see my reservations in the list, but not in the timetable. Why?

Users can view their reservations in a list and also graphically in the timetable. However, the timetable view depends on the semester selected (in the top-right corner of the Information System page). If the user cannot see their reservation in the timetable, they should check whether they have selected the correct semester.

1 Preview of the user's reservations displayed graphically in the timetable.

4.How do I edit or cancel a room reservation?

In the “My Reservations” application, users can modify the event description, select a different room, change the time, or adjust whether the reserved slot can be shared:

Information System My Reservations

1 Edit the user's reservation.

2 Delete the user's reservation.

Users can edit or cancel their own reservations, or reservations for rooms where they are listed under the "Smí sprav. učo“ ('administration possible for the personal identification number')" attribute, or where they hold the s_rezerv_mist right for the workplace listed in the the 'Smí rezervovat' ('reservation possible for')" attribute. If a person has the right for the entire faculty but not for the specific workplace, they cannot cancel the reservation.

5.How do I find an available room?

To search for a available room that meets specific criteria, the user can use the application:

Information System Calendar Room Reservations Find Available Room

For example, teachers can easily find rooms of a certain capacity for holding exams.

Tip

Pressing the “Shift” key on the keyboard makes it easier to select multiple days when choosing dates in the search tool.

1 Select days for searching for available rooms.

2 Parameters that the room must meet.

6.Room Attributes

Attributes are used to describe room properties such as equipment, usage purpose, etc. The attributes assigned to each room are listed in its record in the Registr budov a místností (Building and Room Registry).

The following attributes may be used to label a room:

Length of reservation: Defines the minimum reservable time block for the room.
The value is given in minutes and may be 5, 10, 15, or 30 minutes.
Only one value of this attribute may be assigned to a room.
Capacity: Number of seats in the room, typically in a classroom. Must contain only a number.
Note on capacity: Text note on capacity, e.g. “exam 56”, meaning 56 seats for an exam with spacing (one free seat between students).
Capacity with 2m spacing: Number of seats allowing a 2-meter distance between seated persons.
Do not report clashes: Scheduling conflicts for this room are not reported to timetablers. Useful for virtual rooms used for online teaching.
Invalid room: Cancelled room; it will not appear in room lists and cannot be scheduled or reserved.
A room not designed for teaching: Room not primarily intended for teaching. Users with the appropriate right may reserve it regardless of published schedule.
Examples of values:
“No limit 3 months” – limit based on months
“No limit 1 year” – limit based on years
Only one value of this attribute may be assigned to a room.
Notification: If a room reservation falls within a specified (non-standard) time period, an email is sent to the specified address (and a confirmation to the reserving user).
Example:
20–6 weekend holiday someone@somewhere.school.cz
20–6: monitored time range (email sent for reservations between 20:00 and 06:59 next day)
weekend: email sent for weekend reservations
holiday: email sent for holiday reservations
someone@somewhere.school.cz: email address (mandatory)
If only an email is provided, emails are sent for all reservations.
To notify multiple addresses or different time periods, enter the attribute more than once.
Reservation info: Information displayed to users making a reservation for this room.
Reservation at all hours: Allows room reservations on whole hours regardless of teaching start times.
Example value: 10–15 (allowed reservation window)
The final reservable block ends at the “to” hour.
Only one value of this attribute may be assigned to a room.
Reservations allowed for (Group): Same use as „Smí rezervovat“, but applies to specific user groups – either a group ID or format workplace:code.
Reservations allowed for (Učo): Same function as “Smí rezervovat”, but entered per individual user (UČO).
Reservations allowed for: Workplace ID whose members may reserve the room. Multiple workplaces may be assigned. This restriction does not apply to timetablers, who may schedule any room. Users listed under Contacts for the room may also reserve it (e.g., for exams).
Can be administered by (PIN(učo)): Same use as “Smí rezerv. Učo”, but the user may also edit and cancel other users’ reservations for this room.
Room specification: Text description, e.g. classroom, laboratory, storage. Do not enter names or phone numbers; those belong in Contacts.
URL: Web address, e.g. room plan.
In use by: Workplace ID that uses the room.
Equipment: Room equipment, typically for classrooms. Recommended abbreviations: ZP overhead projector, DP data projector, VIZ visualizer, POČ computer, KŘÍD chalkboard, FIX whiteboard. Separate multiple values with commas.
Equipment info: Additional information about room equipment.