FM Online Reservations user guide v1
Contents
1. Edit reservation Add Edit Car Parking Add Edit Hospitality OK Recurrence Cancel 17 You can add Hospitality to an existing Room Reservation by clicking on the d edit icon for the Reservation from the list on the My Reservations page My Reservations Click the g button to edit a Reservation and associated hospitalitwear parking requests Click the button to delete a Reservation and associated hospitalitycar parking requests Please note it is not possible to book a meeting room during the current working day Please contact the Facilities Helpdesk on 70087 so they can check availability and arrange room set up Start date amp time End date amp time Reference Number Description Reservation unit i 25 11 2009 9 00 25 11 2009 12 00 34152 00 Facilities Meeting Room 8 Meeting style R2 Reservation booked 8 x 25 11 2009 9 00 25 11 2009 12 00 34146 00 BESC Meeting Room 3 Meeting style R1 Reservation requested P x 25 11 2009 9 30 25 11 2009 10 30 34302 00 Facilities Management Review Room 2 Meeting style R1 Reservation requested 8 x AddEdit Hospitality This will display the Overview page Click on the button The Hospitality page will be shown as below Hospitality aA The denotes mandatore fields that must be completed All hospitality bookings requ2. You can view a photo of the room or the room layout if available by clicking on the following links oe 21200 a wo Mame Room 2 Meeting style Fhoto UO meeting room 2 JPG Floor plan Rim 2 Floor plan pdt WMasimum people amp o O0 4700 10 00 14 00 1200 13 00 sa EY 16 LTT O OAA O j ee ee a e S DE s VUN A al A prep et 7 L To select your room click on the unit that represents the start time of your meeting they are shown in 15 minute units To book a start time for 9 30 you would click on this unit a00 4 00 10 00 11 00 1200 13 00 The pop up screen will close and you will see the original Reservations page with the Start time and Reservation Unit fields populated 12 The denotes mandatory fields that must be completed Click the button to view available rooms in order of maximum occupancy Click the Ql button to view room bookings in a graphical format Click lt to Delete a field value 1 Click to view desk configuration options for Meeting Rooms Reservation data Job Number 151546 00 Meeting Name Veb Admin Rewiew Booked for annette Cunningham Start date og 03 2015 BEI dd MMAyyy Start time End date WUN 2015 i dd MAyyy End time Maximum number of people t Meeting Room Desk configuration 1 Additional requirements Extra facilities poo Laptop p Lecturn p Telephone Conferencing p V
3. Job Number 151900 00 Description Web Admin Review Start date amp time 23 03 2015 11 45 End date amp time 2803 2015 12 45 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum number of people g Extra facilities Hospitality Job Number Start date amp time Catering ordered No results found Car Parking Visiting date Expected time of arrival Expected time of departure Name ofvisitor Parking spaces No results found 29 The system will flag if there are any discrepancies with the meetings This symbol will be shown with an explanation in the Differences column to inform yOu Overview page Please contact the Facilities Helpdesk on 7008 if you need any assistance Recumng reservations 1 3 0f3 ta Start date amp time End date amp time Diferences 09032015 11 45 09032015 12 45 O 16 03 2015 11 45 16 03 2015 12 45 Differing number of catering orders C 283082015 11 45 23 03 2015 12 45 Differing number of visitors Job Number 151974 00 Description Web Admin Review olan date amp time 16 03 2015 11 45 End date amp time 16 03 2015 12 45 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum number of people ii Extra facilities
4. Hospitality Job Number Start date amp time Catering ordered 151914 01 16 03 2015 11 45 4x Coffee amp Tea Car Parking Visiting date Expected time of arrival Expected time of departure Name of visitor Parking spaces No results found Edit reservation Add Edit Car Parking Add Edit Hospitality OK Recurrence Cancel repeat 30 1 5 1 Editing recurrent reservations and linked Car parking and Hospitality If you wish to edit one of your recurrent reservations re Click next to the reservation you wish to change and then click Eit reservation This will take you back to the reservation form where you can change times dates and the number of attendance You can also edit the car parking and hospitality for individual recurrent meetings Please contact the Facilities Helpdesk on 7008 7 if you need any assistance Recunming reservations 1 3 0f3 Start date amp time End date amp time Differences Reason O 09 03 2015 11 45 OS9 03 2015 12 45 C 16 03 2015 11 45 16 03 2015 12 45 C 23032015 11 45 23032015 12 45 Reservation Job Number 151546 00 Description Web Admin Review start date amp time 09 03 2015 11 45 End date amp time 09 03 2015 12 45 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum number of people fii Extra facilities Hospitality Job Number Start date amp time Catering
5. Desk configuration 1 OB people Room Meeting style 0S people Room 2 Meeting style 10 people Room Meeting style 10 people Room 6A TO BE BOOKED BY ee SUITE ONLY 10 people Room 6B WC Suite Hooking subjectto change ff 15 people Room Theatre style 15 people Room 2 Theatre style 0 Lecturm 18 people Room 12 Meeting style a om wv 20 people Room 6 Ta BE BOOKED _ Telephone Conferencir AY vit SUITE ONLY fo Video Conferencing 35 people Room 12 Theatre style Additional requirements Extra facilities Laptop OK Cancel lf you are checking availability you do not need to complete all the fields such as Meeting Name Start and End time but you should add the Start date and the Maximum number of people so the results are filtered according to your requirements when using the pop up Search function 1 2 1 How to use the pop up Search C function to view availability If you do not know the Meeting room number or if it is not available in the drop down list after you have entered your choice in the Meeting Room field or if you want to check on the availability of all the rooms you can view the availability of the meeting rooms by clicking on the Search function This will display the following pop up page select a meeting room Click Search to see the rooms that are available To view reserved rooms scroll to the bottom ofthe page and click on Show reserved elements Start date
6. Edit Car Parking at the bottom of the Overview page Click 4 Edit Car Parking Then click Add Car Parking Complete the fields as shown below Car Parking The denotes mandatory fields that must be completed Click 3X to delete the field value Notes as referenced below 1 Please reserve 2 spaces if you are booking anything larger than a car 2 If the message No results found is displayed then there are no car parking spaces available at the time specified You will need to cancel the Reservation 3 Please ask your visitor to leave their car keys atreception Car Parking Reservations Car Parking Details Parking booked by Charlene Birt Visiting date 02 2013 Hal adMMAyyy Expected time of arrival fis r foo h mm Expected time of departure fis oo hmm t Name loe Bloggs t Parking spaces 1 ooo Car park with available spaces 2 54 UNIVERSITY OFFICES 254 t Vehicle Registration 3 Property UNIVERSITY OFFICES 254 OK Cancel Please add the name of the visitor the car registration if Known otherwise write unknown Click 0 24 1 4 2 Book parking independently of a meeting room booking Click on the Car parking link on the FM Online home page for your building lf available FM Online Departments and Buildings Central Administration Wellington Square Helpdesk Log a maintenance request or fault with the Facilities Helpdesk Reprographics Orde
7. a meeting room during thacurrent working day Please contact the Facilities Helpdesk on 70087 so they can check availability and arrange room set up You can use any one or all of the Search fields below to filter YOUR list of Rese ssations You can use the wildcard key to search for a value eg to search for reservations booked for Martin Davies you can input Davies to the Booked for field Search my reservations Booked for Meeting Description Meeting date from EE up to incl al dd MMiyyyy Reference number Search My reservations 1 30f3 Start date amp time End date amp time Reference Number Description Booked for Number of people Status 09 03 2015 11 45 09 03 201512 45 151546 00 Web Admin Review Room 9 Meeting style Annette Cunningham 6 Reservation requested 16 03 2015 11 45 16 03 2015 12 45 151914 00 Web Admin Review Room 9 Meeting style Annette Cunningham 6 Reservation requested P a 23 03 2015 11 45 23 03 2015 12 45 151915 00 Web Admin Review Room 9 Meeting style Annette Cunningham 6 Reservation requested P x Add reservation check availability lf the cancellation is successful you will see the following page Reservation cancelled Reservation cancelled The reservation has been cancelled The reservation has been cancelled successfully OK Please note there are restrictions on the notice period for cancelling a meeting room and Hospitality You will receive a message with furthe
8. complete all the fields you can search using one or any number of the fields available If you have existing Reservations they will be listed in date order To add a new reservation or check availability click reservationicheck availability A page similar to the following will be displayed Help The denotes mandatory fields that must be completed Click the button to view available rooms in order of maximum occupancy Click the Ea button to view room bookings in a graphical format Click tne ed button ta Delete a field value Notes as referenced below 1 lf you know the number of the meeting room that you would like to book please enter the number in the field Ifthe meeting room is available the number will appear in the drop down listfor you to select Otherwise click onthe E button to check the availability of all the meeting rooms add in the maximum numberof peaple to narrow your search 2 Desk configuration options are available for Meeting Rooms If this field is left blank then your desk configuration will be setup as Boardroom style Please indicate if you require Classroom or U Shaped configuation for your Meeting style Ifyou require theatre style please ensure your Meeting Room selection is named Theatre stile Reservation Information on reservation Reservation made by Charlene Birt Start date E iadM Stat time 12 qa oe End date El dd MMAyyy 12 45 End time
9. laximum number of people Meeting Room 1 0O BK Reservation for Meeting Name P Cesk configuration 2 oo O Additional requirements WOT HOSPITALITY Extra facilities fo Laptop 0 Lecturn fo Telephone Conferencing f video Conferencing OK Complete the fields in order and please note comments written in the Help section at the top of the page lf you Know the Meeting Room number that you wish to book you can enter this to the Meeting Room field The results will be displayed in a drop down list beneath the field for your selection If the room that you require is not displayed then it is not available and you should either enter a new meeting room number or click on the drop down function and this will list all the available meeting rooms in order of maximum occupancy The denotes mandatory fields that must be completed Click the button to view available rooms in order of maximum occupancy Click the ta button to view room bookings in a graphical format Click lt to Delete a field value 1 Click to view desk configuration options for Meeting Rooms Reservation data Job Number 151546 00 Meeting Name Web Admin Review Booked for Annette Cunningham Start date OS 03 2015 BE d dihihi heyyy Start time a1 ae t End date os9 03 2015 BET dd MMivyyy t End time 12 ae Maximum number of people F Meeting Room 06 people Room 9 Meeting style
10. FACILITIES AND SERVICES UNIVERSITY OF OXFORD FM ONLINE Room booking Hospitality and Car parking Version 0 1 21 02 13 C Birt Contents 1 1 How to Request a Login to FM Online 3 1 1 2 FM Online portal Login 4 1 2 Reservations How to book a meeting room 7 1 2 1 How to use the pop up Search function 10 1 2 2 Editing a reservation 15 1 3 How to order hospitality 17 1 3 1 Order hospitality linked to a meeting room booking 17 1 3 2 Order hospitality independently of a meeting room booking 2l 1 3 3 How to cancel edit hospitality independently of meeting room cancellation 23 1 4 How to book a parking space 24 1 4 1 Book parking linked to a meeting room booking 24 1 4 2 Book parking independently of a meeting room booking 25 1 4 3 How to cancel edit car parking independently of meeting room cancellation 27 1 5 Recurring Reservations 28 1 5 1 Editing recurrent reservations and linked car parking and Hospitality 31 1 5 2 Editing car parking linked to a recurrent reservation 32 1 5 3 Editing Hospitality linked to a recurrent reservation 33 1 6 How to cancel a room booking and associated reservations 34 1 1 How to Request a Login to FM Online To access the FM Online portal you will need a user name and password Please refer to Estate Services website to complete the FM Online registration form to request your login details www admin ox ac uk estates tm fmonline registration The following page will be displayed Re
11. Start time End date End time Max number of people F Search Then Click the 82 button to show the available rooms Note you can amend the date time and click the Search button to view a different date 10 The results 25 11 2009 Day gt Week gt Mame Room 2 Meeting style Fhoto UO meeting room 2 JPG Floor plan Rim 2 Floor plan pdf Maximum people 8 a00 4 00 10 00 11 00 1200 1300 14 00 18 00 16 00 17 00 Marne Room 1 Meeting style Fhoto UO meeting room 1 JPG Floor plan Rim 1 Floor plan pdf Maximum people 10 a00 4 00 10 00 11 00 1200 1300 14 00 1800 16 00 17 00 CELIJ LELI CELLE CLLLI LELIJ CELIS CELL LLLILI LELLIJ CLLL J Mame Room 6B Meeting style The list of meeting rooms is shown in order of Maximum People with the lowest number to suit your requirements at the top To view rooms that are booked during your chosen time click on Show reserved elements You will find this at the bottom of the page 6 00 9 00 10 00 11 00 W200 1300 1400 15 00 16 00 17 00 18 00 19 00 LELE LELE LEE LELEL LLLP mh BLD LEED LEED A A LEE C Show reserved elements 1 30f3 yt a iii ks Existing bookings are shown with a red line If you move the cursor over the red line a pop up will be displayed showing who has booked the meeting room 1200 13 00 14 00 15 00 16 00 17 00 Hp Requestor Bert Heath 01865 270235 Description Weeting Room Booking options 1
12. ar parking requests Click the button to delete a Reservation and associated hospitality car parking requests Please note itis not possible to book a meeting room during the current working day Please contact the Facilities Helpdesk on 70087 so they can check availability and arrange room set up You can use any one or all of the Search fields below to filter YOUR list of Reservations You can use the wildcard key to search for a value eg to search for reservations booked for Martin Davies you can input Davies to the Booked for field Search my reservations Booked for Meeting Description Senne from EE up to incl EE dd MMfyyyy Reference number OO Search Start date amp time End date amp time Reference Number Booked for Number of people Staus tO 9 03 2015 11 45 09 03 201512 45 151546 00 Web Admin Review Room 9 Meeting style Annette Cunningham 6 Reservation requested oP x Add reservation check availability This will open the Overview page 15 Overview page Please contact the Facilities Helpdesk on 7008 7 if you need any assistance Reservation Job Number 151626 00 Description Web Admin Review Mart date amp time 2H02 2015 15 30 End date amp time 2 02 2015 16 30 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum numberofpeople Extra facilities Hospitality Job Number Start date amp time Catering ordered No results found Car Park
13. gainst the hospitality booking this will open Change hospitality to amend the booking or click on the X to delete it completely The denotes mandatory fields that must be completed Click lt to cancel your Hospitality order Hospitality Menu lf you require hospitality for different times during your meeting you need to submit a hospitality order for each delivery time All hospitality bookings require 2 working days notice Current hospitality order for this reservation 1 1o0f1 fo Delivery Time Collection time Reference Number E 16 03 2015 11 45 16032015 12 45 151914 02 Hospitality Request Add hospitality 1 10f1 Change hospitality Hospitality details Description Hospitality Request Reference Number 151914 02 Delivery time 16032015 BE u s ddi MMAyyy hmm Collection time vesi201s p20 e amm hmm Department Cost Centre Any dietary requirements Menu Continental Breakfast Healthy Breakfast The Hot Breakfast Coffee amp Tea Coffee Tea amp Biscuits 33 1 6 How to cancel a room booking and associated reservations To cancel a meeting room booking and linked Hospitality and Car Parking click on gt lt for the associated record My Reservatiot Click the button to view or edit a Reservatiomsad associated hospitality car parking requests Click the button to delete a Reservation and assotyated hospitality car parking requests Please note itis not possible to book
14. graphics Order printed stationery brochures business cards etc Reservations Book a meeting room order hospitality to be delivered to the meeting and book a parking space or view edit reservations Hospitality Order hospitality to be delivered use this option when you require hospitality that is not linked to a meeting roam booking Car parking Reserve a car parking space for your visitor use this option when you require a car parking space for your visitor but don t require a meeting room There are a number of options available to you depending on what your building has implemented For example Reservations book a meeting room equipment reserve car parking and order hospitality to be delivered to the meeting room Car parking reserve independent car parking for a visitor without a meeting room Hospitality request independent hospitality that is not linked to a meeting room Reprographics this is available to all FM Online users Your order will be processed by the Reprographics team based at Wellington Square Use this option when a parking space is required without the requirement for a room booking Use Option a if you are booking a meeting room and require car parking for one of the meeting attendees 1 2 Reservations How to book a meeting room Click on the Reservations Link The following page will be displayed My Reservations Click the button to view or edit a Reservation and assoc
15. hanges click OK this will take you back to the Car parking overview page 27 1 5 Recurring Reservations If your meeting is recurring click on the Recurrence button at the bottom of the Overview page and complete the relevant fields as shown below according to your meeting schedule Recurrence details Recurrence details Daily Every f weekiweeks on Weekly M Monday Tuesday Wednesday D Thursday 0 Friday 0 Saturday 0 Sunday ic Monthly i Calendar Recurrence limit stop after E recurrences C starl E enal E aamniyyy Predefined period Recurrence On completion click on the Recurrence button to return to the Overview page Note please ensure there is a value in the Every box for Daily Weekly or Monthly recurrence You can also use the Predefined period drop down to select a Term 28 Your recurring reservations will be listed in date order If you wish to cancel the Recurring Reservations you will be given the option to Cancel repeat 2t the bottom of the Overview page Please contact the Facilities Helpdesk on 70087 if you need any assistance Recunming reservations 1 3 0f3 Start date amp time End date amp time Differences Reason Cc 09 03 2015 11 45 09 03 2015 12 45 16 03 2015 11 45 16 03 2015 12 45 23 03 2015 11 45 23 03 2015 12 45 Reservation
16. iated hospitality car parking requests Click the button to delete a Reservation and associated hospitality car parking requests Please note it is not possible to book a meeting room during the current working day Please contact the Facilities Helpdesk on 70087 so they can check availability and arrange room set up You can use any one or all of the Search fields below to filter YOUR list of Reservations You can use the wildcard key to search for a value eg to search for reservations booked for Martin Davies you can input Davies to the Booked for field Search my reservations Booked for Meeting Description Meeting date from FE up to incl EE dd MMsyyyy Reference number Search Start date amp time End date amp time Reference Number Booked for Number of people Status 11 45 09 03 2015 12 45 151546 00 Neb Admin Review Room 9 Meeting style Annette Cunningham 6 Reservation requested PX Add reservation check availability lf you have many existing reservations which you wish to edit view or delete use the Search my reservations option There are 4 search options available to you a Booked for this is the name of person holding the meeting b Meeting Description type of reservation i e Interview c Meeting date if you know the reservation date or the approximate date d Reference number each reservation has a unique reference number assigned to it on creation Note you do not need to
17. ideo Conferencing You can also book equipment by adding the number required from the Extra facilities options if available Please note the system will check the availability of the equipment and advise if there is no availability for the meeting time slot 13 Click OK to submit your Room reservation You will be shown the Overview page with details of your Reservation Overview page Please contact the Facilities Helpdesk on T0087 if you need any assistance Reservation Job Number 151626 00 Description Web Admin Review tart date amp time 2022015 15 30 End date amp time 2 02 2015 16 30 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum numberofpecple Extra facilities Hospitality Job Number Start date amp time Catering ordered No results found Car Parking Visiting date Expected time of arrival Expected time of departure Name of visitor Parking spaces No results found Edit reservation Add Edit Car Parking Add Edit Hospitality OK Recurrence Cancel Click OK this will take you to My Reservations page 14 1 2 2 Editing a reservation Edit your reservations by clicking on d edit icon next to the reservation you wish to amend on My Reservations home page My Reservations Click the button to view or edit a Reservation and associated hospitality c
18. ing Visiting date Expected time of arrival Expected time of departure Name ofvisitor Parking spaces No results found Edit reservation Add Edit Car Parking Add Edit Hospitality OK Recurrence Cancel Click Edit reservation this will open the reservation form for you to amend times dates and number of meeting attendants 16 1 3 How to order hospitality 1 3 1 Order hospitality linked to a meeting room booking You can order hospitality to be delivered to your meeting room Click on the Add Edit Hospitality l LSE Hospital button at the bottom of the Overview page immediately after submitting your Room Reservation Overview page Please contact the Facilities Helpdesk on 70087 if you need any assistance Reservation Job Number 151626 00 Description Web Admin Review Start date amp time 23 02 2015 15 30 End date amp time 23 02 2015 16 30 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum numberofpecple Extra facilities Hospitality Job Number Start date amp time Catering ordered No results found Car Parking Visiting date Expected time of arrival Expected time of departure Name of visitor Parking spaces No results found
19. ire 2 working days notice Current hospitality order for this reservation Ej Start date amp time End date amp time fete e Wumber Mo results found Add hospitality 60 to overview Click Add hospitality Note in some cases there is more than one option for hospitality this could be a choice of menu or location You can check this by clicking on the drop down icon 18 The hospitality booking form with menu will be shown The denotes mandatory fields that must be completed Click X to cancel your Hospitality order Hospitality Menu If you require hospitality for different times during your meeting you need to submit a hospitality order for each delivery time All hospitality bookings require 2 working days notice Current hospitality order for this reservation oa Delivery Time Collection ime Reference Number a No results found Hospitality Request Add hospitality Add hospitality Hospitality details Description Hospitality Request Requester Charlene Birt Booked for Annette Cunningham Delivery time O9032015 a ai 25 dd MMAyy h mm Collection time paos201s 72 pe 45 aammyyy hmm t Deparment Cost Centre Any dietary requirements or special requests 7 Quantity Menu Cost per head Continental Breakfast Healthy Breakfast The Hot Breakfast Coffee amp Tea Complete the fields and add the number required against your selection The total value of your o
20. iting date 1 02 2013 a dd MMAWyy Expected time of arrival Jie gt o i hmm Expected time of departure jie gt oo E himm Name Andrew Smith ss s sOY Parking spaces 1 i Car park with available spaces 2 234 UNIVERSITY OFFICES 254 Vehicle Registration 3 fozoz LK Property UNIVERSITY OFFICES 254 Please add the name of the visitor the car registration if Known otherwise write unknown Click to submit 26 1 4 3 How to cancel edit Car parking independently of meeting room cancellation lf you need to amend an independent Car parking booking click Car parking link on the FM Online home page for your building This will open the following page Car Parking Click the F button to view or edit your car parking reservation Click lt to cancel your car parking reservation My car parking reservations 1 10f1 Visiting date Expected time of arrival Expected time of departure Parking spaces 27102 2015 10 00 Joe Bloggs 1 Add Car Parking Parking page or click on X to delete the request completely Amend Car Parking Car Parking Reservation Car Parking Details Booked by Charlene Birt Visiting date 27 02 2015 ial dd MMiAvyyy Expected time of arrival 10 x oo ay hmm Expected time of departure um 0 E h mm Name Car park with available spaces 54 UNIVERSITY OFFICES 254 OK Cancel After making necessary c
21. l Administration Wellington Square Helpdesk Log a maintenance request or fault with the Facilities Helpdesk Reprographics Order printed stationery brochures business cards etc Reservations Book a meeting room order hospitality to be delivered to the meeting and book a parking space or wiew edit reservations Hospitality Order hospitality to be delivered use this option when you require hospitality that is not linked to a meeting room booking Car parking Reserve a car parking space for your visitor use this option when you require a car parking space for your visitor but don t require a meeting room The following page will be displayed My Hospitality requests Click the button to view or edit a Hospitality request Click the button to delete a Hospitality requeset Please note Hospitality orders require 2 days notice Please contact the Facilities Helpdesk on F008 if you require Hospitality with less than 2 days notice Hospitality ordered Delivery time Collection time Reference Number No results found Hospitality Order independent Add Hospitality 21 If you have existing Hospitality orders they will be listed in date order These can be edited by clicking on the P edit icon Note there may be a restriction on the notice that you have to provide depending on the catering unit who provides your service To add a new Hospitality order click 400 Hospitality The hospitality booking form with
22. menu will be shown Complete all the fields add the number required against your selection and details of the delivery location Delivery details must include the location Add Hospitality The denotes mandatory fields that must be completed Hospitality Menu Please note Hospitality orders require 2 days notice Please contact the Facilities Helpdesk on fOOS if you require Hospitality with less than days notice Hospitality Hospitality details Building UNIVERSITY OFFICES 254 Description Hospitality Order independent Requester Charlene Birt Booked for Delivery time ooz201s E po 0 E aammyyy h mm Collection time 21 02 2013 HE 12 gt oO gt ddMMiyyyy h mm Deparment Cost Centre a5 1000 Delivery Location l l Please let us know where you would like your hospitality Dietary Requirements delivered eg your office number and Floor Quantity Menu Cost per head Continental Breakfast Healthy Breakfast The Hot Breakfast Coffee amp Tea Coffee Tea amp Biscuits Apple Juice Orange Juice Water Still Water Sparkling 22 1 3 3 How to cancel edit Hospitality independently of meeting room cancellation lf you need to amend an existing independent hospitality booking click Hospitality link on FM Online home page for your building FM Online Departments and Buildings Central Administration Wellington Square Helpdesk Log a maintenance request or fault with the Facilitie
23. ordered No results found Car Parking Visiting date Expected time of arrival Expected time of departure Name of visitor Parking spaces No results found Edit reservation Add Edit Car Parking AddiEdit Hospitality OK Recurrence 31 1 5 2 Editing Car parking linked to a recurrent reservation Click next to the meeting you wish to amend and then click Sav 5t Gar Parking this will take you to Car parking reservations where you can click against the booking this will open Amend Reservation to amend or click on the to delete it completely Car Parking Reservations 1 1o0f1 i Visiting date Name ofvisitor Expected time of arrival Expected time of departure Parking spaces 1 Car park f 23 03 2015 MrX i 254 UNIVERSITY OFFICES 254 Add Parking Amend Reservaton Car Parking details Visiting date 2032015 Expected time of arrival E 5 E h mm Expected time of departure 12 5 hmm Car park 54 UNNERSITY OFFICES 254 x Parking spaces 1 fi Name of Visitor Contractor requiring car parking MrX Vehicle Registration 2 KY S tfo Submit Cancel Edit y 60 to overview 32 1 5 3 Editing Hospitality linked to a recurrent Reservation Click next to the meeting you want to amend and then click Addiedit Hospitality this will take you to Current hospitality orders for this reservation where you can click a
24. quest a login for FM Online indicates mandatory field First Name Last Name Department Telephone Building where you are located Building s where bookings are required if different from above Name of Line Manager ooo Do you already have an account FM Online Are you replacing an existing user If so has this person left the University Are you applying for a Reprographics account only 1 1 2 FM Online portal Login Click on the following link to access the log in page htto www admin ox ac uk estates fm fmonline The following page will be displayed gt Facilities Management gt FM Online gt FM Online Logout Contact us Can t find what you are locking for or need advice Welcome to the new FM Online portal where customers within managed buildings can access some or all of the online resources available This includes the Facilities Mainten Helpdesk Hospitality Reservations and Rep hics acilities Maintenance Helpdesk Hospitality Reservations and Reprographics FM HELPDESK If you were a previous user of the Facilities Reservations system you Tel 01865 270087 Facilities Management can use your existing user name and password to login If you are new facilities admin ox ac uk FM Online 5 sea to this service and you are aware that your building has signed up for these services you can request a login by completing this online form Documents Please note
25. r instructions if the notice period is not sufficient 34
26. r printed stationery brochures business cards etc Reservations Book a meeting room order hospitality to be delivered to the meeting and book a parking space or wiew edit reservations Hospitality Order hospitality to be delrvered use this option when you require hospitality that is not linked to a meeting room booking Car parking Reserve a car parking space for your visitor use this option when you require a car parking space for your visitor but don t require a meeting room The Car Parking page will list any other independent car parking reservations Car Parking Click the P button to view or edit your car parking reservation Click lt to cancel your car parking reservation My car parking reservations 1 10f1 Visiting date Expected time of arrival Expected time of departure arkir 27 02 2015 10 00 11 00 Joe Bloggs 1 Add Car Parking Click 40a Car Parking and complete fields 25 Car Parking The denotes mandatory fields that must be completed Click XX to delete the field value Notes as referenced below 1 Please reserve 2 spaces if you are booking anything larger than a car 2 Ifthe message No results found is displayed then there are no car parking spaces available at the time specified You will need to cancel the Reservation 3 Please ask your visitor to leave their car keys at reception Car Parking Reservations Car Parking Details Parking booked by Charlene Birt Vis
27. rder will be shown at the bottom of the screen Click Submit hospitality to take you to the Hospitality confirmation page Click Seto ovemiew to return to the Overview page 19 Overview page Please contact the Facilities Helpdesk on T0087 if you need any assistance Reservation Job Number 151626 00 Description Web Admin Review Start date amp time 25 02 2015 15 30 End date amp time 23 02 2015 16 30 Reservation unit Room 9 Meeting style Requester Charlene Birt Booked for Annette Cunningham Maximum number of people E Extra facilities Hospitality Job Number Start date amp time Catering ordered 151626 02 2302 2015 15 30 e dx Coffee amp Tea Car Parking Visiting date Expected time of arrival Expected time of departure Name of visitor Parking spaces No results found Edit reservation Add Edit Car Parking Add Edit Hospitality OK Recurrence Cancel Your Hospitality request has been booked Click OK to return to the My Reservations page or click on 9 E tCar Parking if you need to book a parking space for your visitor See Section 1 4 20 1 3 2 Order hospitality independently of a meeting room booking Click on Hospitality from the FM Online home page for your building FM Online Departments and Buildings Centra
28. s Helpdesk Reprographics Order printed stationery brochures business cards etc Reservations Book a meeting room order hospitality to be delivered to the meeting and book a parking space or view edit reservations Hospitality Order hospitality to be delrvered use this option when you require hospitality that is not linked to a meeting room booking Car parking Reserve a car parking space for your visitor use this option when you require a car parking space for your visitor but don t require a meeting room This will open the following page My Hospitality requests Click the button to view or edit a Hospitality request Click the amp button to delete a Hospitality requeset Please note Hospitality orders require 2 days notice Please contact the Facilities Helpdesk on fOOS if you require Hospitality with less than 2 days notice Hospitality ordered 1 10f1 Delivery time Collection time Reference Number a 29 02 2014 14 30 28 02 2014 16 00 152002 00 P x Hospitality Order independent Add Hospitality Change hospitality page or click on X to delete the request completely 23 1 4 How to book a parking space There are 2 options available for booking a parking space e Book parking linked to a meeting room booking e Book parking independently of a meeting room booking 1 4 1 Book parking linked to a meeting room booking You can add a parking request to your Reservation booking by clicking on Add
29. the Reprographics service is available to all FM Online Kisaran ieor giid hze users regardless of the building that you are registered to 272kb Tools and Guides Buildings we manage Login Our team EM forum FM Online works better usigG Internet Explorer Some functionality will i be lost if other browse such as Firefox are used Your feed FacilityNet EJ Recommend this page Click Login Login page Add your user name format ASMITH and password all upper case Username Password After successfully logging in you will be directed to the FM Online Departments and Buildings page Click on the link of the department building relevant to you FM Online Departments and Buildings Central Administration Wellington Square English and Law 5t Cross Examination Schools Finance Division Hythe Bridge Street Humanities Ertegun House t Giles Humanities and Philosophy Radcliffe Humanities Building Maths Institute St Giles Gibson amp Dartington House Medical Sciences Old Road Campus Primary Care Health Sciences New Radcliffe House and Hythe Bridge Street Sheldonian Theatre Social Sciences Manor Road Building SP Back to top This will open as follows Note you may have more or less options than that shown in the example below FM Online Departments and Buildings Central Administration Wellington Square Helpdesk Log a maintenance request or fault with the Facilities Helpdesk Repro
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