Curtin University is Western Australia’s largest and multicultural university with locations in Perth, Malaysia and Singapore. It supports a rich diversity of cultures in both its students and staff. It offers some of its 36,000 students a range of industry-aligned courses preparing them with business and industry knowledge, skills and experience post-graduation.
When Curtin purchased Enterprise Foundation they had the foresight to purchase Web Room Booking (WRB) – a system that allows institutions to book rooms. Fast forward 10 years and the demand of managing room bookings is all still very present but the legacy software struggles to keep up with the 17,000 ad-hoc bookings. The internal pressure to do more has slowly been simmering away: Pressure to integrate with staff Outlook calendars, pressure to use online booking forms, license documentation and risk assessments mean that WRB no longer offers the flexibility to ease the workload of booking rooms.
After attending ASPRG conference and seeing all that Resource Booker the cloud-based bookable resource product from Scientia had to offer including: allowing bookings to be made on any device, flexibility to permit both staff members and students to make bookings whilst administrators have full control, as well as allowing anything and anyone to be a bookable resource, Curtin University knew that Resource Booker could be the answer to their problem.
Switching systems would allow the University to have a one-stop shop booking process and looking further ahead not just utilise rooms/venues but also other resources. The main driver was the product roadmap and the integration with Outlook.
Install and roll out
Configuration of booking rules and the set-up of authorisation being managed within Resource Booker itself ensures that the scheduling team at Curtin University have full control. There is no longer a reliance on the IT department. This allows both academic and professional staff across the institution to have access to Resource Booker empowering the staff to make ad-hoc bookings.
Caryn Bate, Manager, Scheduling, Student Services said “We process approximately 17,000 ad-hoc bookings a year and Resource booker has stopped a lot of back and forth emails to collect extra information or related documents. As I only have one staff member who is responsible for ad-hoc room bookings this has been a huge help. Staff using Resource Booker to submit their bookings really like the look and feel and ease of use. It is great that it can be used on any device too. We have received lots of positive feedback from our users. They like that they can modify their bookings, make recurring bookings and that they no longer need to fill in a manual paper form if other documentation is required”.
The university anticipate that with the future changes to the permission structure they will be able to utilise Resource Booker for all spaces on campus and potentially other resources such as AV equipment and technicians.
The integration with Outlook will be a huge game changer allowing for both meetings (currently only setup in Outlook) and bookings to be in one system so that utilisation can be monitored. Kerry Hunt, Product Manager said: “We’re at an exciting time with Resource Booker development. Based on customer feedback we are introducing an enhanced permissions model to allow the product to be adopted more widely with institutions like Curtin.
Meanwhile, the “Scientia Exchange Locations” integration will allow for rooms to be booked in either Outlook or Resource Booker, with the availability synchronised between the two systems. An Outlook user will be able to a staff member for a meeting using their Outlook calendar availability, in a room which is truly available.
A future development will see dedicated appointment making functionality added to Resource Booker.”