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New room reservations come into the aafrontdesk@uw.edu email from this Google Form: https://forms.gle/zgZPPhPk3GMHsTLT8
All responses to the form are automatically imported to the UW A&A Online Reservation spreadsheet.
When a request comes in:
Verify that the requested room, day, and time are available on the Google Calendar.
Create an event. Enter and double check the following:
Meeting Title
Date and Time
Correct Room is selected
Put the requestor’s name and email in the meeting notes.
‘Invite’ the requestor as a guest to the calendar event.
Send a confirmation to the requestor as written below. If this is a student request, copy the faculty/staff sponsor.
Add the meeting information to the Online Room Reservations spreadsheet. Once the information is recorded on the spreadsheet, it can be deleted from the Google Form.
SUBJECT: A&A Meeting Space CONFIRMATION
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**If they decide to move forward with the recurring reservation without the dates that are unavailable, please note this in the reservation and attach a copy of the approval email to the reservation.
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