Submitting an Event Reservations ticket through Incident IQ’s Ticket Wizard is designed to be as quick and easy as possible while at the same time providing the event approver with the necessary information to approve the reservation request.
Submitting an Event Reservation Request
A new ticket can be created from the Incident IQ dashboard by clicking New Ticket. For Requestors, this is located at the top of the left-side navigation or in the “My Recent Tickets” section of the dashboard.
The requestor must now indicate what the ticket is about. The Event Reservations ticket type should be selected.
The ticket types displayed on this page will vary based on district.
The next steps can be branched into two paths:
Reserving an event with a date/time defined
Reserving an event without a date/time defined
First Path: Reserving an event with a date/time defined
After selecting the Event Reservations ticket type, the user will see the Event Details page and be prompted to fill out the following fields: Event Title, Event Type, Number of Attendees, Setup/Breakdown times, Organization, and Start/End dates.
Please note that the Organization field will only show if the user is tied to an Organization.
The path to reserve an event with a date/time defined, filters rooms by availability by the chosen date/times, attendees, and the user's location. The user can make changes to the date and duration of the event on the calendar page (in later steps) if desired.
Field Name | Required/ Optional | Description |
Event Title | Required | Freeform and should be descriptive. It is a primary identifier and should contain words that can be searched. This is the first column in the Events Listing page, and appears on the Calendar view. |
Event Type | Required | Select the event type from the drop down menu. Event Type is a way to group and categorize events to allow for easier search and filtering in the system. |
Number of Attendees | Optional | The approximate number of people expected to attend this event. |
Setup Time | Optional | This is the number of extra minutes it will take to set up the event, i.e. move tables, chairs. Setup time is included in the blocked time frame. The system will trigger an error message if a new event setup time overlaps an existing. |
Breakdown Time | Optional | This is the number of extra minutes it will take to break down the event, i.e. clean up, move tables back. Breakdown time is included in the blocked time frame. The system will trigger an error message if a new event breakdown time overlaps an existing. |
Start Date / Time | Optional | If the day/time is very important for the user and they prefer to first see all available rooms for a specific day/time/attendees/location, then they can select the day/time. If the day/time is not important for the user and they prefer to first see all available rooms with the specific attendee amount and location, then they can leave the day/time fields blank. When filling out the Start Date/Time three modals are progressively displayed to the user to help with selection: 1.) Date, 2.) Start Hour 3.) Start Minute. The start time must be before the end time.
The Clear Dates & Times button can be used to clear selected dates and start selecting again. |
End Date / Time | Optional | This is the end date and time for the event. The end time must be after the start time and cannot exceed the end of the start day. By default the end date and time will be one hour after the selected start time, but this can be modified by the requestor if needed. The selected start-end time frame will be blocked in the calendar and will not be available to select for another event. |
After clicking Continue, only the rooms that meet the previously entered criteria for day, time, and setup/breakdown are shown on the Select a Room page. At this point, the user can select a room out of the list of available rooms filtered to the user’s location that satisfies all the criteria previously entered.
Each room card displays attributes that can help in making a booking decision: room type, square footage, maximum occupancy, seating capacity, and description. If any of these fields are null, they will not show on the card view. The event location also defaults to the Requestor’s location but can be changed in the drop-down list if needed.
Requestors can filter the Rooms list by:
Location
Room Type
More
Max Occupancy
Seating Capacity
Square Footage.
Keyword search is also available to find a specific Room.
Clicking on the room card selects the room. The card for the selected room(s) will be outlined in blue and will also be visible in the Currently Selected section at the bottom of the page. A selected room can be removed by clicking on the room card again or by clicking the “x” by the room in the Currently Selected section.
The Requestor can select a single room or several rooms for multi-room reservations.
After selecting a room, clicking its card again will de-select it. It’s also possible to de-select a room by clicking on the 'X' in the room tile located in the Currently Selected section at the bottom of the page. If the user jumps ahead through pages looking for an additional room and the originally picked room card isn’t visible, it’s convenient to just de-select it in the Currently Selected section.
Clicking Continue will open the Room Calendar and show the Event block automatically added in the selected date/time slot.
The Requestor can click Continue or if needed can adjust the start/end times by dragging the borders of the event block up or down. The Requestor can also select a different day/time entirely by clicking on a different time slot or clicking on the existing event block and dragging it to the different day/time slot.
Clicking on Continue will open the Event Details Summary page where the selected room(s) as well as previously filled-out fields will be populated but disabled. The Requestor cannot edit the disabled fields on the current page but can click on Go Back if needed to make a change.
On this page, the Requester will need to fill out the Description, Attachments, and additional custom fields if necessary.
Field Name | Required/ Optional | Description |
Selected room for this event | Required | This is the room/location of the event. The field is disabled on this page. To change the selected room(s), the Requestor can click Go Back which will return them to the previous step. |
Description | Optional | This is a detailed description of the event and should not exceed 500 characters. It will show in the Event Details right hand section of the Ticket Details page. |
Attachments (such as preferred room layout) | Optional | The Attachment section allows the user to attach (drag and drop or browse) any document pertaining to this event, i.e. a preferred room layout, a seating chart, an attendee list, etc. The supported file formats are JPG, PNG, DOC(X), and PDF. Max file size is 30 MB. Actions for the uploaded Attachment to Download, Preview or Delete are available via the ellipsis. |
Custom fields | Required/ Optional | The fields listed under Additional Details are custom fields. The Event Details Summary page may contain different custom fields depending on the previous setup. Each of them can be either required or optional. Administrators create custom fields and determine the filters that should be used to attach to a ticket. |
Once all the fields are selected and the requestor clicks Submit, the Event Ticket is created.
The Requestor will see the newly created Event Ticket in the My Tickets section. It will show in the following format: Event Reservation Request: month, date, year - time - Event Name. This will not impact the default sort order of the list of tickets.
After submitting a ticket, the Requestor cannot Edit, Cancel or Delete it. Admins/Agents can do that on their end by going into the ticket.
Second Path: Reserving an event without a date/time defined
After selecting the Event Reservations ticket type, the user will see the Event Details page and will be prompted to fill out the following fields: Event Title, Event Type, Number of Attendees, Setup/Breakdown times, and Start/End dates.
The path to submit an event reservation request without a date/time defined, filters rooms by attendees and the user's location, then the user can choose a date and time while viewing a calendar page (in a later step).
Field Name | Required/ Optional | Description |
Event Title | Required | Freeform and should be descriptive. It is a primary identifier and should contain words that can be searched. This is the first column in the Events Listing page, and appears on the Calendar view. |
Event Type | Required | Select the event type from the drop down menu. Event Type is a way to group and categorize events to allow for easier search and filtering in the system. |
Number of Attendees | Optional | The approximate number of people expected to attend this event. |
Setup Time | Optional | This is the number of extra minutes it will take to set up the event, i.e. move tables, chairs. Setup time is included in the blocked time frame. The system will trigger an error message if a new event setup time overlaps an existing. |
Breakdown Time | Optional | This is the number of extra minutes it will take to break down the event, i.e. clean up, move tables back. Breakdown time is included in the blocked time frame. The system will trigger an error message if a new event breakdown time overlaps an existing. |
Start Date / Time | Optional | If the day/time is very important for the user and they prefer to first see all available rooms for a specific day/time/attendees/location, then they can select the day/time. If the day/time is not important for the user and they prefer to first see all available rooms with the specific attendee amount and location, then they can leave the day/time fields blank. When filling out the Start Date/Time three modals are progressively displayed to the user to help with selection: 1.) Date, 2.) Start Hour 3.) Start Minute. The start time must be before the end time.  The Clear Dates & Times button can be used to clear selected dates and start selecting again. |
End Date / Time | Optional | This is the end date and time for the event. The end time must be after the start time and cannot exceed the end of the start day. By default the end date and time will be one hour after the selected start time, but this can be modified by the requestor if needed. The selected start-end time frame will be blocked in the calendar and will not be available to select for another event. |
After clicking Continue, only the rooms that meet the previously entered criteria for day, time, and setup/breakdown are shown on the Select a Room page. At this point, the user can select a room out of the list of available rooms filtered to the user’s location that satisfies all the criteria previously entered.
Each room card displays attributes that can help in making a booking decision: room type, square footage, maximum occupancy, seating capacity, and description. If any of these fields are null, they will not show on the card view. The event location also defaults to the Requestor’s location but can be changed in the drop-down list if needed.
Requestors can filter the Rooms list by:
Location
Room Type
More
Max Occupancy
Seating Capacity
Square Footage.
Keyword search is also available to find a specific Room.
Clicking on the room card selects the room. The card for the selected room(s) will be outlined in blue and will also be visible in the Currently Selected section at the bottom of the page. A selected room can be removed by clicking on the room card again or by clicking the “x” by the room in the Currently Selected section.
The Requestor can select a single room or several rooms for multi-room reservations.
After selecting a room, clicking its card again will deselect it. It’s also possible to deselect a room by clicking on the 'X' in the room tile located in the Currently Selected section at the bottom of the page. If the user jumps ahead through pages looking for an additional room, and the originally picked room card isn’t visible, it’s convenient to just deselect it in the Currently Selected section.
Clicking on Continue will open the availability Calendar that defaults to a Week view and the current date. Days that are unavailable, including days in the past, will be greyed out. If the selected room requires advanced notice to book (booking threshold), this time will also be taken into consideration by the system and will grey out the days/time when it would be too soon to book. The white space will indicate available time slots for a selected room(s).
If two rooms are selected, the Calendar will combine the availability and show the overlapping times available for both rooms at the same time, as well as the overlapping threshold, open and closed hours for both rooms. The Calendar will also show the events scheduled in both rooms.
If two rooms are selected and the availability of one is in conflict with the other, for example, one is open on Mon-Wed and the other on Thur-Fri, the Calendar page will show the message saying ‘Sorry, but the rooms you have selected have no overlapping availability’. The user can go back and select different rooms.
To select a date and time for the event, the user will click on the calendar at an available time. The block of time added to the calendar defaults to a 1-hour duration plus any setup and breakdown time previously specified. The 1-hour default will shorten automatically if the availability at the time clicked by the user is less than (Setup + 1 hr + Breakdown).
If needed, the Requestor can adjust the start/end times by dragging the borders of the event block up or down. The smallest time increment that can be adjusted is 5 minutes. The shortest time duration for an event is 15 minutes.
The user can also select a different day/time by clicking on a different time slot in the white space or clicking and dragging the event block onto another day/time.
When the final day/time is selected, clicking on Continue will bring the user to the Event Details Summary page.
On the Event Details Summary page the selected room(s) as well as previously filled-out fields will be populated but disabled. The Requestor cannot edit the disabled fields on the current page but can click on Go Back if needed to make a change.
On this page, the Requester will need to fill out the Description, Attachments, and additional custom fields if necessary.
Once all the fields are selected and the requestor clicks Submit, the Event Ticket is created.
Tracking Reservations
To access and track event reservation tickets, select My Tickets on the left-side navigation.
The View Tickets overview page will be displayed. Sort options in the columns can be used to find the Event Reservation Ticket submitted in Incident IQ.
The Open Tickets tab will show the list of all open tickets awaiting approval.
The All Tickets tab will show the list of all tickets submitted by the requestor for themselves (all ticket states), submitted by the requestor on behalf of another user (Owner is another user), and tickets where the requestor is the follower.
Clicking on the ticket will open the ticket’s detail page. The event details are visible on the right-hand side of this page.
My Events Tab
Clicking on My Events in the left navigation will show the list of events submitted by the Requestor. This list shows top-level details for easy reviewing and has the same format and columns as the All Events page for Admins.
Clicking on the Event will open the Event Details for that Event.
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Hannah Bailey - Director, Customer Engagement