Record and decide room requests
Open Building, then Room and service requests. This is for coordinators recording requests received by phone or in person. Kadim does not send a message when you record or decide a request.
Record a request
Choose Add a request, enter a title and select a room, a service, or both. Enter the start and end in UK local time. A request can cover up to 366 days. If a time repeats when the clocks go back, choose its first or second occurrence under Repeated clock hours. A time skipped when the clocks go forward must be changed to a real time.
Choose Record request. The request holds no room until it is accepted. A service booking does not confirm a particular member of staff.
Use Preview to compare the proposed room and time before recording anything. Changing the form clears the old preview. Preview again to check the revised details.
With JavaScript disabled, previews and confirmations open as complete pages. You can record the request from its preview and confirm an edit or deactivation there. The same conflict and access checks apply.
Keep booking details private
Choose Named coordinators only, then select yourself and at least one backup coordinator. Those coordinators can read the details and decide the request. Other coordinators see the room and interval as Also asked, or Busy after acceptance. A private request or booking without a room is visible only to its named coordinators. A cancelled private booking disappears from other coordinators' busy view.
New requests can inherit the room calendar's default visibility. To hand over an existing item, open Edit access and choose its coordinator group. Keep at least two active coordinators. You can remove yourself when handing over; removed members lose access on their next read. Changing a calendar default does not change existing items.
Check before deciding
- Already booked identifies an accepted booking in the same room.
- Also asked identifies another request. It has not reserved the room.
- Outside your hours means the requested interval does not fit the declared hours.
- Ask means hours have not been declared for part of the interval.
Choose Accept or Decline. Accepting over a booking or outside declared hours requires a second confirmation naming the conflicts. If the situation changes before you confirm, review it again. Accepting one request does not decide any other request.
An accepted booking occupies its room. Open it and choose Cancel booking to release that time. Tell the requester yourself; these actions do not send notifications.
If an undecided request is no longer needed, open it and choose Withdraw request. It holds no room and no longer appears as Also asked in the Planner. The inspector shows who can see the item's details alongside its state.
Move or correct a booking
Open the item and choose Edit booking. Change its details, room, service or interval, then preview the new situation. Review and confirm the change. An accepted booking keeps its identity and must pass fresh conflict checks before the move is saved. Editing a programme does not move its linked room booking automatically.
For a move or cancellation you can choose an internal reason: Room or time conflict, Other reason, or Not specified. It is optional and sends no message. Title-only corrections do not count as booking reversals. A decline never carries a reason.
Review what changed
Open History below the item's decision controls. It shows the recorded actions, before/after room and time, visibility, private-group size and any acknowledged checks. Room and service labels use their current names; earlier titles are not copied into the history. A coordinator no longer in the current directory is labelled accordingly.
Private history follows the item's current access group. A removed group member cannot read it, even through an old link. People outside the group see only the permitted busy or requested interval, not its history or internal reason.