This manual contains information about you can make a reservation for different rooms, such as meeting rooms, via FACE Self-Service.
FACE Self-Service Manual: Reservations
Steps
Meeting rooms
Through FACE Self Service you can reserve meeting rooms of the Facility Services Department. These are located on the campus in Huize Heyendael and the 20th floor Erasmus Building. You can also book the side room of De Refter and the Brasserie on the ground floor Spinoza building. Outside Nijmegen, the meeting rooms in Soeterbeeck in Ravenstein can be booked via Self Service. You can link one or more catering orders to a reservation.
If you wish to make a reservation for a subroom, there are several options:
- You can make a separate reservation via FACE Self-Service
- You can make the basic reservation through FACE Self-Service and then use the comments field to further specify your needs. The subsequent processing of your reservation will be carried out by the front office.
- You can send your request by email to the front office; your catering form should be sent with your request. The subsequent processing of your reservation will be carried out by the front office.
Log in to FACE Self-Service
Log in with your personnel number and RU password. The home screen will appear. The title in the top left of the home screen will show you which screen you are in. This screen includes your FACE Self-Service orders for catering and coffee catering packs from the current date, and are sorted by date. This list does not include cancelled orders or orders for which the start date has passed.
- To view orders that have already been filled or reservations that have been made, or orders or reservations that were not created via FACE Self-Service, please go to the Overzicht reserveringen en opdrachten (Reservation and Order Overview). For further information, please refer to https://face.ru.nl/case/01/P_002 and the accompanying manual.
- Any catering order that has not been linked to the reservation for a meeting room (via FACE Self-Service) can be found under https://face.ru.nl/case/01/SR and the accompanying manual.
- Reservations for teaching rooms can be made via http://www.ru.nl/zaalaanvraag/
- After 30 minutes of inactivity, this screen will time out and you will need to log in again to continue.
Home screen features
- 'i’: click ‘here’ to open or close the search window. The various filter criteria can be entered here. If any of your orders are missing from the overview and the filter criteria window is collapsed, click ‘here’ to check your filter criteria.
- The order details for your FACE Self-Service reservation include the following:
- Nummer (Number): this is your unique FACE work order system number. This number will also be shown on your order confirmation.
- Omschrijving (Description): this is the description that you have given.
- Startdatum/-tijd (Start date and start time): this is the start date and start time that you have specified.
- Einddatum/-tijd (End date and end time): this is the end date and end time that you have specified.
- Gebouw (Building): this is the code and name of the building where the reserved meeting room is located.
- Reserveringseenheid (Reservation unit): this is the code and name of the reserved meeting room.
- Status (Status): this is the status of your reservation in the FACE work order system’s workflow. New FACE Self-Service requests are given the status ‘registered’. Once the front office has reviewed your order and accepted it, its status will be changed to ‘in progress’ and you will receive an email confirmation. This will normally happen within half a workday.
- ‘Toevoegen reservering’ (Add reservation): Click the ‘Toevoegen reservering’ button to start a new reservation request. This will then open the screen where you can fill in your details.
Step 1: Algemene informatie (General information)
You are now at the screen where you can fill in your general order details. If you wish to terminate the process without logging out, click on Annuleren (Cancel) at the bottom of the screen.
- Gegevens aanvrager (Requester’s details):
- Melder (Notifier): this is your employee number under which the order will be registered
- Klant (Customer): select your faculty or unit.
Tip: Try to remember your number. When it comes to Radboud University’s departments, the last digits of the customer number correspond to the first digits of the budget code.
- Budgetgegevens RU (Radboud University budget data): fill in your cost centre, specification or project code here.
- Budgetgegevens UMC (University medical center budget data): Radboudumc customers can fill in their cost center here.
This general information is followed by the section that contains the information about your reservation.
- Omschrijving (Description): this is the name of the event Tip: For technical reasons, ‘Room reserved by Self-Service’ will initially be filled in here. At Huize Heyendael and Soeterbeeck and on the 20th floor of the Erasmus building, the contents of this field are displayed on the information screen in the immediate vicinity of the meeting room. You are therefore advised to choose a description that is recognisable to the attendees but not objectionable to third parties who will read this description.
- Aantal personen (Number of persons): this is the number of persons who will be attending the event.
- Toelichting (Comments): the comments field should be used for any information that could not be entered in any other fields. For example, you could give details here about the required AV resources. If you would like the order to be repeated, this may also be specified here. Once you have filled in the repeat pattern for your order, the front office will ensure that your order is repeated in accordance with your specifications. This will obviously be done insofar as this is possible.
Clicking on ‘Doorgaan’ (Continue) at the bottom right of the screen will take you to the next step.
- Gegevens aanvrager (Requester’s details):
Step 2: Tijd en plaats (Time and place)
In this step, you will specify the start date and end date and the start time and end time. If necessary, you can filter by your preferred building and/or the minimum standard capacity that you require for the meeting room. Clicking on ‘Zoeken’ (Search) will display the Facilities & Services meeting rooms that are both available in the given time period and also meet any other criteria that has been entered.
Tips:
- You can start your search by using a start date and end date and a start time and end time, but you could also search by building and/or capacity.
- If you only want to see the options for a specific building, select the building from the list and simply include it in your search.
- Filling in the start date and start time will not alter the end date and end time automatically. You can fill in these fields by typing in the information, by using the calendar, or by copying the information from another field.
- For reservations that are made less than two working days ahead of your event, please contact the front office. This will enable us to ensure that your reservation is given the proper attention.
- If you are unable to find a suitable room during the relevant period, please contact the front office. There may be other options that can be discussed.
There are 12 meeting rooms available. The given period is highlighted in pink; you may need to move the horizontal scrollbar to bring it into view.
Colour code:
- Dark grey: Taken or unavailable
- Light grey: Available
- Pink: Available in the requested period
- White: Transition period between reservations
If you wish to see all of the rooms, you will need to move the vertical scrollbar, even if your request only returns a few results.
- Click on ‘Meer info’ (More information) to see details about the room’s rental rates, set-up, AV resources and other facilities.
- Click on your preferred room and then click ‘Doorgaan’ (Continue).
Problems with displaying available rooms
Efforts are being made to improve the graphical display of available rooms. We aim to resolve this issue as soon as possible. This problem specifically involves the display of the available rooms, not the processing of data. Because this limits the clarity and usability of the program, we have provided some situations below, which include tips on how you can deal with each situation. Of course, if you are still having problems, you may also contact the front office.
You may be faced with one of the following situations:
- Your selection only contains one room. If only one room is available according to the specified criteria (period, building, capacity), this will not be displayed correctly. Tips:
- Broaden your search by filtering with a shorter period, or a lower number of people or by not including a particular building.
- Select the required meeting room from the longer list of options. Then adjust the start dates and end dates of the period if needed. If you now click on ‘Doorgaan’ (Continue), these times will normally be included. If the room is not available at these times, you will receive the following message: ‘The reservation unit is taken …’.
- This will not occur when you change an existing reservation. The meeting room that you have already reserved will always be shown, even if it does not meet the selection criteria.
- Not all of the rooms can be seen in the graphical display
- If you wish to see all of the rooms, you will need to move the vertical scrollbar, even if your request only returns a few results.
- In the image below, the selection contains two rooms. Because this number is so small, there is no vertical scrollbar; only the up and down arrows are shown. The easiest way around this is to move the cursor over the down arrow (or the up arrow) while keeping the left mouse button depressed.
- When there are at least three available rooms, there will always be a vertical scrollbar that can be used. You can achieve this by broadening your search.
- Your selection only contains one room. If only one room is available according to the specified criteria (period, building, capacity), this will not be displayed correctly. Tips:
Step 3: Catering
At the top of the screen, you will see the name of the room that you have reserved as well as the date and time of your reservation. In this step, you will be able to link a catering order to your reservation by selecting a type of catering order from the list and clicking ‘Catering toevoegen’ (Add catering). If you do not require any catering, or if you wish to add it to your reservation at a later date, click ‘Gereed, ga naar overzicht’ (Proceed to overview).
Adding a catering order
The reservation details have been incorporated into the order.
- Omschrijving (Description): this is the name of the event.
- Ruimte (Room): the room cannot be changed, because it has already been reserved.
- Plaatsaanduiding (Location specification): further specification of the location, if any.
- Start date and start time and end date and end time of your reservation. The dates and times of the catering must fall within this period.
Tip No. 1: Within the reserved period, it is possible, for example, to place a coffee order and then place a lunch order at a later date.
Tip No. 2: If you still require catering outside of the reserved times, contact the front office. - Aantal personen (Number of persons): this is the number of persons who will be attending the event.
- Toelichting (Comments): the comments field should be used for any information that could not be entered in any other fields. Dietary requirements and other details may be specified here.
Lastly, fill in the required quantities of the items that you wish to order. You must select at least one item. Any delivery costs will be automatically generated.
- Aantal (Quantity): this is the required quantity of the item that you wish to order.
- Producteenheid (Product unit): this refers to your items and whether they are to be ordered on a per head or per item basis. Tips:
- A number must be entered for at least one item
- Only positive numbers and zero are permitted
- A negative number will automatically be converted to a positive number
- An initial value of 0 will not be automatically overwritten, so be sure to check the number that you have entered.
- Omschrijving (Description): this is the name of the item.
- Artikelprijs (Item price): this is the price per unit.
- Kosten excl. BTW (Costs excluding VAT): this is the total amount for this item (quantity x price). VAT does not apply to in-house orders and orders placed by Radboudumc.
The total amount of your order will be shown below the list of items.
- Click ‘Verzenden’ (Send) to add this catering order to your reservation. You will now return to the screen where you can either choose to add another catering order or select a catering order that is already linked to your reservation.
- Click ‘Annuleren’ (Cancel) to return to the previous screen; you can either add another catering order or select a catering order that is already linked to your reservation.
- If you do not wish to add, view or change any details, click ‘Gereed, ga naar overzicht’ (Proceed to overview). You will now be taken to the screen that contains the details of your reservation.
Catering orders that have been created for a reservation
For catering orders that have already been created, the order number, description, start date and start time and end date and end time are displayed. Click on a catering order to view, change or cancel it; you will then see a screen that contains information about the catering order. At the bottom of the screen, you can select the required action.
- Terug (Go back): this will take you back to the previous screen, where you can either choose to add a catering order or select a catering order that is already linked to your reservation.
- Wijzigen (Change): click here to make changes.
- Verwijderen opdracht (Delete order): clicking on this option will cancel this catering order Tip: If you wish to delete (cancel) an existing reservation, you will first need to cancel any catering orders that are linked to your reservation.
- Gereed, ga naar overzicht (Proceed to overview): you will now be taken to the screen that contains the details of your reservation.
Step 4: Overzicht (Overview)
This screen contains an overview of the most important details of your reservation.
- You can change the reservation by clicking on ‘Wijzig reservering’ (Change reservation); for this purpose, please follow the procedure described above.
- This screen also shows a brief description of your catering order. If you wish to see the details of your catering order, or make changes to your order, click on ‘Wijzig catering’. (Change catering order); for this purpose, please follow the procedure described above.
- Click on ‘Deze meeting verwijderen’ (Delete this meeting) to cancel your reservation. Tip: Any catering orders that are linked to your reservation will need to be cancelled first
- Click ‘OK, sluit de wizard’ (OK, close the wizard) to return to the home screen.
Your reservation and the accompanying catering order will then be submitted to the front office for review. The number and ‘registered’ status will subsequently be displayed on the home screen. Once the front office has reviewed your order and accepted it, its status will be changed to ‘in progress’ and you will receive an email confirmation. This will normally happen within half a workday. It is possible that you will be consulted about being allocated a different meeting room than you initially requested.
Checking, changing or cancelling a reservation
If you wish to check, change or cancel a reservation, select your reservation from the list on the home screen by clicking on it. The information that you have filled in will then be displayed.
- You can change the reservation by clicking on ‘Wijzig reservering’ (Change reservation); for this purpose, please follow the procedure described above
- This screen also shows a brief description of your catering order. If you wish to see the details of your catering order, or make changes to your order, click on ‘Wijzig catering’. (Change catering order); for this purpose, please follow the procedure described above.
- Click on ‘Deze meeting verwijderen’ (Delete this meeting) to cancel your reservation. TIP: Any catering orders that are linked to your reservation will need to be cancelled first
- Click ‘OK, sluit de wizard’ (OK, close the wizard) to return to the home screen.
If you cancel a reservation, you will receive a cancellation confirmation from the front office. This will normally happen within half a workday. If you have cancelled your reservation by accident, please contact the front office to undo the cancellation.
To view the ordering and cancellation policy, please visit the catering guide web page.