Tririga Workplace Reservation Manager

About the Space 

Starting on September 6, 2021, the new Tririga Workplace Reservation Manager System will be used to reserve hoteling spaces as well as Zoom and Mersive huddle rooms in the newly-reconfigured 6th floor of the Science Library. At some point in the future, more spaces on campus will utilize this system, but at this time it is limited to the sixth floor of the Science Library and should be used by OIT staff members only.

The space is divided into two wings, North, and East:

• 16 Dedicated Workspaces in the North Section (Capacity is 1 person)
• 16 Dedicated Workspaces in the East Section (Capacity is 1 person)

There are also 8 Meeting Spaces on the sixth floor. Each meeting space is equipped with a Display, Camera, and Microphone:

• 4 Zoom Rooms (Capacity varies from 4-7 people)
  
  • Each Zoom Room is equipped with a Logitech TAP control module, zoom enabled, to wirelessly control Zoom meetings on Display. HDMI connections on the TAP module may also be used to further share content. 
• 4 Mersive Rooms (Capacity varies from 4-7 people)
  
  • Each Mersive room is equipped with a Solstice-enabled Display. More info on how to use Mersive Solstice can be found under "How do I use a Mersive room?"

Cleaning Protocols

Each workspace and huddle room will have cleaning supplies. It is up to the person using the space to ensure that all surfaces are wiped down at the end of their reservation. Neither Facilities nor OIT staff will be available to clean the space after your reservation is over.

How to Access the Tririga Workplace Reservation Manager System

1. Navigate to https://service-test.fac.uci.edu/roomReservation
   
   • NOTE: You must be connected to the VPN on either split or full tunnel configurations. To install and configure the VPN for your device, please visit the VPN Support Page.
2. Sign in with your UCInetID and password, approve the Duo MFA Challenge.
3. At any time, you may click the home icon on the top left of the page to return to the 'My Reservations' Landing Page.

How to View an Available Hotel Space in Reservation Manager (Same Day or Next)

1. Click on the blue action button 'New Reservation'.
2. The page will load to display the 'New Reservation' Module. Select either 'Meeting Space' or 'Workspace' from the drop-down menu.
3. Click on the search icon and type in the words “Science Library”, select 'Science Library' on the search results.
4. Pick either 'Today' or 'Tomorrow'.
5. Select one of the three options:
   
   • 'Morning' - 8 am - 1 pm
   • 'Afternoon' - 1 pm - 6 pm
   • 'All Day' - 8 am - 6 pm
6. Leave 'Layout' blank.
7. Leave 'Amenities' as is.
8. Click on the blue 'Search' button.
9. A list of available rooms will populate, you may view it in list view. Alternatively select 'Floor Plan' from the tab above the listing of rooms.
   
   •  All available rooms that meet your criteria will be in green. Rooms in red are not available on the date and times you have selected.

How to View an Available Hotel Space in Reservation Manager (Up to 1 Month in Advance)

1. Click on the blue action button 'New Reservation' as shown in screen above on the home screen.
2. The page will load to display the 'New Reservation Module'. Select either 'Meeting Space' or 'Workspace' from the drop-down menu.
3. Click on the search icon and type in the words “Science Library”, select 'Science Library' on the search results.
4. Select 'Advanced'.
5. Select the Calendar icon to enter your Start and End Dates.
   
   • The Time option displays the hour and minute in military time, so anything past noon is (12+ number of hour, e.g 4 PM is hour 16)
6. Click 'Done' for both Start and End Dialog boxes.
7. You can setup a daily or weekly recurrence to book this space as often as you like (up to one month in advance).
   
   • To book a recurring reservation, click 'This reservation does not repeat'.
   • A window appears where you can input the date of fist meeting, recurrence type (daily,weekly), interval, and end date.
   • Click 'Save' to save your recurring reservation preference. 
8. Leave 'Layout' blank.
9. Leave 'Amenities' as is.
10. Click on the blue 'Search' button.
11. A list of available rooms will populate, you may view it in list view. Alternatively select 'Floor Plan' from the tab above the listing of rooms.
    
    •  In floor plan view, All available rooms that meet your criteria will be in green. Rooms in red are not available on the date and times you have selected.

How to Book a Room in Reservation Manager 

1. Follow the steps above to find an available reservation.
2. To book a room a list view, simply click 'Book' if in list-view.
3. To book a room from the floor plan view click on the tab 'Floor Plan'.
   
   • In floor plan view, All available rooms that meet your criteria will be in green. Rooms in red are not available on the date and times you have selected.
   • To book a room from the floor plan select your desired space on the map, and click on 'Book' in the module that appears.
4. A new  screen will appear, showing the room and time of your desired Reservation.
   
   • Note: Your reservation slot will be held for 10 minutes, there is a countdown above the room name and number. 
5. In the 'Subject' field, please enter your full name and purpose of using the space (e.g Peter Anteater's IT Project Meeting)
6. In the instructions field, you may enter additional details about the meeting, such as a Zoom meeting ID or dial-in number.
7. In the top right of the screen, click the blue button 'Create Reservation'.
8. You will return to the 'My Reservations' page, where you will see your reservation and others sorted by Date and Time.
9. You will receive an email confirming your reservation and an ICS file to add to your calendar.

Important Note: You MUST Check into your reservation within 15 minutes of its start time, or your reservation will be forfeited. See "How to Check-In Before a Reservation" for more detail.

How to Check-In Before a Reservation

Note: 5 minutes before your reservation time, you will see a blue 'Check in' button on the 'My Reservations' landing page. You are required to check-in before your meeting. Failure to check in 15 minutes after the reservation start time will forfeit your reservation. You will receive an email reminder before your reservation reminding you to check in!

1. 5 minutes before your reservation start time, navigate to the Tririga Reservation Workplace Manager System and select the blue 'Check-In' button next to your upcoming reservation

I finished using my reserved space early, is there any way to check out?

Yes, if you have completed using the space before the end time specified, you may check out of the space early so it can open up for other's benefit.

1. Navigate to the Tririga Reservation Workplace Manager System and select the blue 'Check Out' button next to your ongoing reservation.
2. The reservation will disappear and the room will now be available to book for the remaining time, up to the next reservation.

How to Modify an Existing Reservation

Note:  Reservations can only be modified in the Tririga Reservation Workplace Manager System. 

1. Navigate to https://service-test.fac.uci.edu/roomReservation
2. On the main landing page, under 'My Reservations', simply click the existing Reservation that you wish to change.
3. A new  screen will appear, showing the room and time of your existing Reservation.
4. You may edit the date and time fields to your liking.
   
   • If you are selecting a same or next day reservation but want to modify to an advanced date (1 month or less), simply select the 'Advanced' text in blue.
   • You can setup a daily or weekly recurrence to book this space as often as you like. 
5. If your desired updated time conflicts with an existing reservation, an error will appear, "Some Rooms are not available for the new time."
   
   • Note: We recommend canceling your reservation in this case, and creating a new reservation based off of your new availability
6. In the top right of the screen, click the blue button 'Update Reservation'.
7. You will return to the 'My Reservations' page, where your updated reservation will display along with any other existing reservations.
8. If your desired updated time conflicts with an existing reservation, an error will appear, "Some Rooms are not available for the new time."
9. You will receive an email with an updated ICS file reflecting the changes you made to the reservation.

How to Cancel an Existing Reservation

Note:  Reservations can only be canceled in the Tririga Reservation Workplace Manager System. 

1. Navigate to https://service-test.fac.uci.edu/roomReservation
2. On the main landing page, simply click the 'Cancel' button next to the reservation listing you wish to cancel.
3. You will be prompted, "Are you sure you wish to cancel this reservation?". Select 'Yes' if you wish to continue.
4. Your reservation will be canceled and disappear from the list of 'My Reservations' on the home page.

Can I add my reservation to my calendar?

The Tririga Workplace Reservation Manager System automatically sends an email when you Create or Modify a Reservation.  In this email you will find an attachment, labelled with a string of numbers and appended with the file type ,'ICS'.
Simply open this file on the device of your choosing to add it seamlessly to your preferred calendar (Outlook, Google, etc).

I received an email with the subject line: 'TRIRIGA RESERVATION...ROOM DECLINED'.

This means that you attempted to either submit or modify a reservation that conflicts with an existing reservation. Please proceed to search for a new reservation that is available within your time constraints by following the steps above.

How do I use a Mersive Room?

Solstice offers multiple ways to collaborate in meeting and learning spaces, from simply mirroring your device screen on the room display to hosting hybrid meetings with local and remote participants.

https://documentation.mersive.com/content/pages/using-solstice.htm (incorporating this into the document)

How To Host a Meeting with Mersive Solstice

1. Make sure that you have installed the Solstice App. You can find it for your specific OS here: Solstice App Download
2. To launch your conference and connect your laptop to the room, click the Solstice icon in your system tray and enter the room display’s screen key or URL.
3. Select the room audio/video devices and share ‘Screen 2’ so remote participants can see the room display

How to Join a Meeting with Mersive Solstice (Remotely)

It appears I need to see this in person, one needs to start the conference in the mersive room, and then share a URL. Only people on network would be able to connect to the mersive room. I cant seem to see any on VPN either, so we will need to check in on that.

Also Microsoft calendaring options available, will need to explore that linkage.

Basing this section off of https://www.mersive.com/go/

Is there a way to save my favorite rooms ?

1. Follow the steps above to find an available reservation.
2. If not in list view, select 'List' from the view options tab.
3. Next to your desired room, click the star '☆' icon.
4. To view your 'favorite' rooms, select the '☆' icon to the right of the search bar when browsing available rooms.