Configuring Reservation Availability

The SignUp system offers a number of ways of restricting how computers are available for user reservations.

Availability and Permissions

Computer availability can be configured by specifying the times when computers can and cannot be reserved. Outside of the specified times, computers will not accept reservations or allow users to log on. You can also restrict access on a per-User Group basis by configuring which groups have permissions to use certain types of computers

Access Times

Access Times schedules specify the hours of the day when computers are available for reservation. You can specify a different schedule for each Computer Group.

Holidays

Holiday schedules list specific days when computers are not available at all (usually due to the location being closed for a public holiday). You can specify a different schedule for each Computer Group.

Permissions

You can configure permissions for Computer Groups and Computer Types. Normally all users are permitted to use any group or type; by configuring permissions, you can restrict access to computers on a per-User Group basis.

Reservation Quotas

Users can also be restricted in how many reservations they can make and how long they can use computers for. The following reservation quotas and limitations can be configured and enforced:

Normal Reservation Durations
Standby Reservation Durations
Maximum Reservation Period
Maximum number of Scheduled Reservations per Patron
Maximum number of Reservations per day
Maximum Use Time per day

Normal Reservation Durations

The Maximum Normal Reservation Duration is the longest time for which a computer can be used during a reservation. When requesting a reservation, users are not allowed to select a duration longer than this value. The Minimum Normal Reservation Duration (if one is set) applies only to Queued reservations, and specifies the shortest time that can be assigned for a Queued reservation. Setting a maximum and minimum value offers more flexibility when assigning Queued reservations, meaning that they are likely to come due sooner, increasing PC utilization and user throughput.

For example: on a site offering Scheduled and Queued reservations of 60 minutes, user A makes a Scheduled reservation for 11:00 and user B is assigned a Scheduled reservation on the same PC at the next available time of 12:00. User A fails to show up for their reservation, and at 11:05, after the Unclaimed Session timeout expires, the PC becomes free for use. However, because there is now only 55 minutes until the next Scheduled reservation, there is not enough time to insert a full 60-minute Queued reservation into the gap. If the Minimum Normal Reservation Duration were set to 50 minutes, a Queued reservation could be placed here, ensuring that the PC is always in use, and that users move through the queue faster.

When making a Scheduled reservation, users can choose to place their reservation in a gap that is smaller than the maximum duration. There is no need for a minimum duration in this situation, as the user is informed at the time exactly how long their reservation will be.

The Maximum and Minimum Reservation Durations are configured for each Computer Type at SignUp > Computer Types.

The Maximum Reservation Duration can be exceeded in an extended session, if this is allowed. The ability to extend sessions in low use conditions is configured for each Computer Group.

Standby Reservation Durations

Where Queued and Scheduled reservations are offered in the same group, Standby reservations allow a second type of Queued reservation to be offered - one with a shorter duration, which can more easily be fitted into the gaps between Scheduled reservations. When making a Queued reservation, users can be given the choice of making a reservation for the normal Queued reservation duration, or making a shorter Standby reservation, which is more likely to be available sooner.

For example: A site offers Scheduled and Queued reservations of 60 minutes, and Standby reservations of 30 minutes. User A makes a Scheduled reservation for 11:00 and user B is assigned a Scheduled reservation on the same PC at the next available time of 12:00. User A logs on and uses the PC for 20 minutes, and at 11:20 the PC becomes free for use. However, because there is now only 40 minutes until the next Scheduled reservation, there is not enough time to insert a full 60-minute Queued reservation into the gap. A Standby reservation will fit in this gap, however, so the next Standby user waiting in the queue will be assigned to the PC, ahead of any users who have requested a full Queued reservation.

As with normal reservations, a maximum and minimum duration can be specified for standby reservations for increased flexibility.

To enable standby reservations, set the Standby Reservation Duration properties at SignUp > Computer Types to values greater than zero.

Setting a Scheduled Reservation Lockout period for Pharos Stations where Scheduled reservations are made can also cut down on the number of problematic gaps between reservations.

Maximum Reservation Period

The maximum reservation period, measured in days, determines how far in advance users may reserve computers. This period limits the number of reservation schedules the system has to maintain at any time. Users with Proctor or higher role can make reservations that override this restriction.

The Maximum Reservation Period is configured at SignUp > SignUp Global Settings > Reservations.

Maximum number of Scheduled Reservations

The maximum number of Scheduled Reservations allowed to be outstanding at any time must be defined for any user (only one Queued Reservation may be outstanding at any time). Setting this value limits the number of reservation schedules the system has to maintain at any time, and reduces potential abuse of the reservation system. Users may otherwise make multiple reservations for computers to cover their possible future requirements, with no intention of using all reservations.

Users with Proctor level access or higher may override this restriction by scheduling reservations through the SignUp Nerve Center.

Maximum Scheduled Reservations is configured at SignUp > SignUp Global Settings > Reservations.

This sets an overall restriction only. It does not limit user reservations within a specified time period. Users may be limited to three outstanding reservations each, but the system does not prevent these from being consecutive reservations for a computer.

Maximum number of Reservations per day

A limit can be imposed on the maximum number of separate uses that members of a User Group can make of a computer during any day (24 hours from midnight to 11.59pm). The start time of the reservation is used in calculating how many times a computer has been used in one day. In a Queued Reservation, the start time is taken as the time when the reservation request is entered in the queue.

Maximum Reservations is configured for each User Group at Users > Groups > General category.

Maximum Use Time per day

A limit can be imposed on the maximum amount of time that members of a User Group can use a computer during any day (24 hours from midnight to 11.59pm), regardless of the number of separate uses. The calculation uses the total time a user spends logged on to a computer during the relevant 24-hour period.

Maximum Use Time is configured for each User Group at Users > Groups > General category.