User Guide

For JIU and CGA staff · All times are Jakarta (WIB) · Questions: its@k-eduplex.net

1. Getting started

1. Open room.k-eduplex.net on any computer or phone.
2. Click Sign in with Google and choose your school account (jiu.ac, k-eduplex.net or cga.sch.id). Personal Gmail accounts are not accepted.
3. You stay signed in for 12 hours on that browser. Use Sign out (top right) on a shared computer.

2. Reading the board

The Board shows the bookable rooms for one day: rooms down the side, hours across the top. It has three tabs — Rooms #1 for the spaces booked every day, Rooms #2 for the ones booked less often, and Zoom for the shared Zoom accounts (section 9). If you cannot find a space, look on the other Rooms tab.

• Use ‹ ›, Today, or the date box to move between days. Days in the same week load instantly.
• Week shows one room across seven days — pick the room from the drop-down.
• Under each room name you see its other names (for example "Media lab") and its capacity.

3. Making a booking

1. Click an empty spot on the board at the time you want (or press + Book). The room, date and start time are filled in for you.
2. Check the end time, type a title that says what the booking is for, and choose the Purpose (required, no default). Fields marked * are required.
3. Attendees (optional): type a name or email. Colleagues from JIU appear as you type — pick one with the arrow keys or click. For anyone else, type the full email and press Enter. Attendees receive a calendar invitation once the booking is confirmed.
4. Book for (optional): booking for a colleague? Enter their school email. The booking is made in their name and only they are invited — you get a confirmation email and can still edit or cancel it under My bookings.
5. Open Optional for a note (shown in the invitation and to the approver — equipment requests etc.), the AI meeting summary for Zoom accounts, and repeats (daily; weekly on one or several days, every 1–4 weeks; monthly on the same date or on the first / second / third / fourth / last weekday — with an end date or a number of times).
6. Press Book.

4. When the slot is already taken

Rooms are first come, first served. If the slot is taken, the app shows who has it and offers:

• Alternatives — the next free time in the same room, or other rooms free at the same time. Click one to book it instead.
• Request preemption — ask to take over the slot anyway. You must give a reason. This is only possible if the existing booking starts more than 12 hours from now.

What happens after a preemption request:

1. First, only the current holder gets an email asking whether they can yield the slot (they can also answer on the site, under My bookings). If they say yes, or do not answer within 8 business hours (they get one reminder after 4), the slot is handed over to you automatically — except for a repeating booking, where the room approver decides. In approval-required rooms a yielded request is approved automatically if the approver does not decide in time.
2. If they say no — or their booking starts within the protected window, so a silent holder is not enough — the room approver is asked and decides, weighing the purpose grade of each booking (official events rank above classes, then meetings, then other).
3. You are emailed either way. If it is granted, the previous holder is notified and offered alternatives.
4. No answer within 12 business hours (or 2 hours before the start) means the request is automatically declined and the existing booking stays.

For repeating bookings that clash on some dates only, you can also choose Book free occurrences only.

5. Rooms that need approval

Rooms marked * (for example large halls) are not first come, first served. Every booking goes to the room approver first. Until they approve, the board shows your booking as yellow striped and attendees are not invited yet. You are emailed when it is approved or rejected; if nobody decides within 12 business hours the request expires and the slot is released. One exception: if you are that room's own approver (or an administrator), your booking of a free slot is confirmed right away — you do not approve your own request.

6. Your bookings and cancelling

• My bookings lists up to 50 of your bookings and pending requests over about the next two months. A booking further ahead is not listed there — go to its date on the board to see or cancel it.
• To cancel, press Cancel booking there, or click your blue block on the board. Attendees are told automatically.
• Bookings you made in Google Calendar (section 7) belong to your calendar: remove the room or delete the event there.
• Bookings made here are owned by the booking system, so they cannot be edited from Google Calendar. Use My bookings → Edit to change the title, attendees or time.

7. Booking from Google Calendar instead

If you are used to Google Calendar, keep booking there — both ways end up in the same room calendars, and the board shows your booking right away.

1. In Google Calendar, create an event on your own calendar at the time you want.
2. Open the event details and go to the Rooms tab (next to Guests). Search for the room (for example M303) and add it. The picker shows whether the room is free.
3. Save. Within a moment the room accepts the invitation — the event now shows the room as a location and it appears on this board.
4. If the room declines, the slot was already taken. You will get an email from Campus Rooms with a link to request preemption here (section 4). If it is approved, the room is added back to your original event — you do not need to recreate it.
5. To cancel, remove the room from the event or delete the event in Google Calendar.

Two rules:

• Always add the room as a resource to your own event. Do not type events directly into the room's calendar — Google does not check for conflicts there, and the entry is not a valid reservation.
• If the room declines because the slot is taken, you get an email with a link to request preemption here (section 4). If approved, the room is added back to your original event.

CGA accounts: rooms may not be visible in your Google Calendar because they belong to another organisation — please book here.

8. For room approvers

• Your own bookings in the rooms you approve are confirmed immediately when the slot is free — whether you book here or add the room from Google Calendar. A booking that clashes with someone else's still goes through the steps in section 4, and you decide it as the approver.
• You get an email for each request that needs you, with Approve and Reject links. One click is enough — the first approver to decide settles it. The links identify you; do not forward them.
• The Approvals tab in the app shows the same requests with the reason, purpose grade, the booking that would be displaced and whether its holder agreed to yield. The tab badge shows how many are waiting. Below them, Recent decisions keeps what you approved or rejected until that booking's time has passed.
• The Status tab shows, at a glance, which requests are waiting for you and how long, plus how quickly your rooms were answered over the last 30 days. It refreshes every 5 minutes while it is open. Super admins see all rooms; approvers see their own.
• If nobody decides within 4 working hours, super admins are copied in as a backup and asked to act only if you have not.
• Rejecting asks for a short note, which is sent to the requester.

9. Booking a Zoom account

The Zoom tab lists the shared Zoom accounts. One account runs one meeting at a time. Book it like a room: some accounts need approval, others are first come, first served. The Zoom tab shows 24 hours of the day.

Booking

1. Open the Zoom tab on the board, or pick a Zoom account in the booking form.
2. Set the date, time and title as for a room.
3. Optionally tick Someone else will host and enter their Host email: the person who will run the session, for example a guest lecturer who may be outside the school. Leave it empty to host yourself. They also receive the calendar invitation, and any time change or cancellation.
4. Press Book.

What you receive

• Once the booking is confirmed, the calendar invitation carries the Zoom link. It is sent once, to all attendees.
• You also get an email titled "Zoom link".
• If you booked from Google Calendar (section 7), the link is emailed to you only. Share it with your guests or paste it into your event.

Becoming host

1. About 20 minutes before each session, the host gets an email titled "Zoom host key" (if the host is someone else, the person who booked gets the same key too). Each session has a new key, and it stops working after that session.
2. Join the meeting with the Zoom link. No Zoom sign-in is needed.
3. Click Participants, then Claim Host, and enter the host key.

Interviews and waiting outside

1. First claim host (see above).
2. Then turn on the Waiting Room in the Security settings.

Do not turn on the Waiting Room before you claim host. The host key cannot be used from the waiting room.

Recording

1. Use the Zoom desktop app (Windows or Mac). Local recording is not available in the browser or on phones.
2. After you claim host, click Record (it may be under More), then choose Record on this Computer.
3. The file is saved on your computer. Cloud recording is turned off for these accounts.

When the time runs over

• If the next booking on the same account is about to start, you get an email titled "Please wrap up".
• An account runs only one meeting at a time, so end on time.
• Meetings are removed from Zoom after the booking ends.

10. Questions