In order to get the most out of Classroombookings, some time needed at the beginning to set it up to work the way that your school works.
Once you’ve got it installed, the recommended order for configuring it are as follows:
- School Details
- The School Day
- Week Cycle (Academic Year first, followed by Weeks)
- Recurring bookings
Use the school details page to set your school’s information, including name, website address and logo.
Use the Booking in advance option to limit the number of days ahead that teachers can make bookings. For example, booking in advance is set to 3 days. If today
is Monday - teachers can book rooms between now and Thursday. On Tuesday, they can book up to Friday’s date.
It is also possible to set how the booking page looks and behaves using the Display type and Columns options in the settings section. The most typical setting for this is One day at a time with Periods as the booking table columns.
The School Day
Use the school day section to set up how your day operates - primarily, the lesson/period times. You do not need to enter breaks - just the periods that you want rooms to be able to be booked on.
Some people may find it useful to add “Before school” and “After school” periods, if rooms are sometimes used “out of hours”.
Academic Year & Week Cycle
Classroombookings needs to know about the Academic Year before the timetable weeks can be configured. Use the Academic Year link to set the start and end date for the academic year, typically from September to July.
Use the Week Cycle to configure the timetable weeks. These are essential for making recurring bookings, mainly used for the traditional timetabled lessons. The flexibility in defining the weeks allows multi-week timetables to run throughout the academic year; but instead of alternating in a week one/week two fashion, you define each week in the year to a specific timetable week.
When you create a recurring booking, it is assigned to a room and period for the given day on the timetable week that the date falls on. For example, creating a booking for Period 1 in Room 1 on a Monday in “Week 1” will ensure that every Monday in Week 1, that booking occurs.
Tip: If you only operate a simple one-week timetable, a week still needs to be added. Give it a name like “Timetable”, and tick all of the weeks in the year (excluding holidays).
It is possible to prevent bookings from being made on certain fixed dates throughout the academic year using the Holidays feature. Make sure to enter just the dates that fall within the actual holiday - do not include the “break up” or “returning” date.
Holidays affect bookings for all rooms and all periods on the holiday’s dates.
Configure which rooms can be booked using the Rooms page.
If you wish to highlight certain features of the rooms, you can do this with custom fields. Common uses for these are things like room capacity, number of computers, and whether certain features are available (like printers and projectors).
You can save time by creating the fields first, and then adding the rooms.
When adding a room, some of the information you enter (e.g. owner, location and photo) will be visible on the bookings page to other users in order to help them select the correct room.
The Room owner setting allows you to designate a Classroombookings user as the owner of that room. This gives the user the special privilege of being able to delete other user’s bookings in their room. If you use this feature, be aware of this power.
Users are central to accessing Classroombookings. There are currently only two types of users: Administrator, and Teacher. The roles are fairly self-explanatory - Administrator users can do anything within the system. Teacher users can only create bookings for bookable rooms, up to number of days ahead as configured in the Booking in advance setting. Teacher users to not have access to any of the management features.
It is also possible to bulk import users from a CSV file using the Import users page.
The CSV file needs to be formatted with the following columns:
username, firstname, lastname, email, password
If you choose to set a password for the imported users on the Upload page, the field in the CSV file will be ignored.