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How to book a room


Resource Booker log in (bookmark link for future use)

Log in using your University user ID and password. This is a one-off requirement when accessing your log in from the same device.

User guides and quick user sheets

Resource Booker Quick User Sheet (Booking) (PDF)

Resource Booker User Guide (Make a booking) (PDF)

Resource Booker User Guide (Approve a booking) (PFD)

Resource Booker User Guide (Content support) (PDF)

Content support training

How to Add and Remove Department Resources (16.42min)

How to Edit Resources and Attributes (14.44min)

How to Manage Booking by Exception (3.21min)

How to Manage Resource Availability (4.39)

Tip about Editing Attributes (0.26min)

Content Support Overview (48.48min)

Room Booking Consolidation Project – Areas included

The below list shows the areas included as part of the Room Booking Consolidation Project.

  • Clocktower
  • Department of Women's and Children's Health
  • College of Education
  • eConferencing
  • Department of Anatomy
  • Faculty of Dentistry
  • Department of Botany
  • Faculty of Law
  • Department of Marine Science
  • Otago Medical School – Dean’s Office
  • Department of Mathematics and Statistics
  • School of Biomedical Sciences
  • Department of Microbiology and Immunology
  • School of Performing Arts
  • Department of Pathology
  • School of Pharmacy
  • Department of Physiology
  • Timetable Services Office
  • Department of Preventive and Social Medicine
  • University of Otago Library (Student Study Rooms)
  • Department of Psychology
  • University Union

Support and how to request Resource Booker post-project

See the below Service Support Model to know who to contact for support. If there is an area that may benefit from using Resource Booker, please email with details to add to the post-project closure list.

Resource Booker Service Support Model

Resource Booker Service Support Model, showing Tier 0: Departmental Administrators and Tier 1: AskOtago.

Resource Booker overview

Resource Booker will replace “Web Room Bookings” for staff and students wishing to make casual room bookings/requests, such as lecture theatres, meeting rooms, and some labs. The availability of some departmental rooms in Dunedin will be visible. Mike Harte, Director ITS and Project Sponsor provides a quick overview in this video.


Resource Booker FAQ

Why is Resource Booker being implemented?

Resource Booker will replace Web Room Booker and emails for casual room bookings. It will make locating and booking rooms (e.g. for meetings) faster by providing the sole portal to view availability of rooms. Resource Booker will enable requests for resources in addition to rooms.

The implementation will complement the University’s goal of centralised timetabling for casual room and resource booking, which will improve administrative efficiency and University space management.

Why use Resource Booker?

Resource Booker will save you time looking for meeting spaces on campus. By selecting your meeting requirements, suitable available rooms will be shown, and your request will be directed automatically to the correct person for processing.

What is the timeline for this project?

The project will configure the software and then work departments to transition them from their existing booking software to Resource Booker.

This transition activity is planned to take approximately 6 months and starts in October 2020.

Will I use this for booking semester teaching space?

No, Resource Booker cannot be used for bookings or changes to rooms for any teaching activities (e.g. lectures, labs, tutorials). These requests will continue to be made directly to This will ensure that a suitable room is booked and details are available on students’ timetables.

How do I access Resource Booker?

A link will be provided. To enter the system, use your UoO username and password.

Who can access Resource Booker?

All staff and students at the University can access Resource Booker. The resources you can view is based on your permissions.

Can I book lecture theatres or labs in Resource Booker?

Yes, where these are permitted. You can make casual booking requests for lecture theatres or labs in Resource Booker. Bookings for semester teaching must be booked through Timetables by email

Can I book a room on behalf of someone?

Yes. All notifications regarding the booking will be copied to the email address provided.

How can I see more information about a room?

In the ‘Make a Booking’ screen in Resource Booker—if you want further details about an available room, click on the information icon which appears after each room name.

How can I view my bookings?

Your bookings will appear in the My Bookings screen in a calendar view. This calendar view can also be viewed in day, week, month, or list view. Click on an event in the calendar to view the booking details. You can edit or cancel bookings using the buttons at the bottom of the booking details window.

How will room and resource charging be managed?

The implementation of Resource Booker will not change how areas currently charge for rooms or resources.

What training and support will I receive?

Training sessions will be run prior to the introduction of the new system and will be available as required following implementation. Training and support material will be available on a dedicated Resource Booker University website.