By following the few steps below, you can send a request for a room reservation. Your request will then be reviewed and approved or rejected in a reasonable time frame.
The following rooms are currently available:
| location | resource name | description | seats |
|---|---|---|---|
| HG E 61.1 | hg-e-61.1@math.ethz.ch | meeting room | 10 |
| HG E 61.2 | hg-e-61.2@math.ethz.ch | family room | 1 |
| HG G 19.1 | hg-g-19.1@math.ethz.ch | big seminar room | 58 |
| HG G 19.2 | hg-g-19.2@math.ethz.ch | small seminar room | 36 |
| HG G 33.3 | hg-g-33.3@math.ethz.ch | meeting room for admin/tech | 6 |
| HG G 43 | hg-g-43@math.ethz.ch | Hermann-Weyl-Zimmer | 30 |
| HG G 69 | hg-g-69@math.ethz.ch | Common Room |
Your personal calendar
Login to your webmail at https://outlook.office.com and switch to the calendar view.
Create Event
Click on ‘ New event ‘ to create a new reservation request
Fill in the title, date, start and end time and “invite” the desired room by entering the resource name (see column ‘ resource name ‘ in the table above). Finally, review your request and submit it by clicking on ‘Send’
Later on, you will receive an email either approving or denying your booking.
The Event Organiser
The event’s organiser is displayed in various places, such as your calendar, on door signs or in web applications. By default, the organiser is the person that created the event. But oftentimes events are created on behalf of someone else. There are two ways to display someone else as event organiser:
- **The ORG Keyword : **If you insert for example
’ORG: John Doe’(without the quotes) in the event’s description field (that’s the large text field), John Doe will be displayed instead of your own name. Keep in mind that this is only for door signs and for certain web applications. Your Outlook calendar will still show whoever created the event as the organiser. - Use a shared mailbox : If you already have a shared mailbox in your team, you can create the event as the shared mailbox and invite the room. Since the event was created as the shared mailbox, it will show up as organiser.
Zoom Room Sessions
The rooms HG G 19.1 and HG G 19.2 are Zoom Room ready. This means that the multimedia installation (projector, microphones, cameras) in those rooms, can attend and therefore be used in a Zoom meeting. There’s no need for a laptop for this. To create a Zoom Session for your event, follow these steps:
- Go to https://ethz.zoom.us and create a Zoom meeting as usual.
- Protect the meeting with a password/pin to prevent unforeseen attendees
- Copy the meeting link out from Zoom. (e.g. https://ethz.zoom.us/j/01234)
- Add it to the location field as an additional location. This will allow the Room to actually attend the meeting.
Please contact the ISG (isg@math.ethz.ch) if you like to know more about this feature.
How to disable Microsoft Teams
For some reason, Microsoft is keen on creating a Microsoft Teams meeting whenever someone creates a new event.
To disable this behaviour, go to your Outlook Online Settings at https://outlook.office.com. Go to your settings by clicking on the little gear symbol on the top right and then uncheck “Add online meeting to all meetings” in the “Events and invitations” section of your Calendar settings.
Overlaps / Conflicts
If your appointment isn’t displayed in green on the right side, that usually means that the room is already booked by someone else. So you either have to pick another date or see if another room might be available. To help you pick another free slot you can:
- Switch to the Scheduling Assistant tab. This tab offers more comfort to search for a free time slot.
- Check the occupancy of the room yourself by simply adding the calendar in your Outlook. You might not see the details of its events but you will see the times of each event.
- Find more details about an existing reservation on the following page: https://math.ethz.ch/intranet/administration/raumbelegung.html
- Ask the department’s secretariat (departementssekretariat@math.ethz.ch) for help.
Series / Recurring Events
The process for booking rooms for recurring appointments has been improved. Individual room conflicts no longer automatically result in the rejection of an entire series of appointments.
If a room is already booked on specific dates, those dates are not double-booked. Instead, the organiser receives an overview of the affected dates and can reschedule the conflicting appointments if necessary.
Existing bookings remain valid. Meeting rooms that are already reserved remain booked for the relevant dates. Only the available dates in a recurring series are booked automatically.
When is a series of appointments rejected?
To prevent an excessive number of booking conflicts, an entire series is still automatically rejected if either of the following conditions is met:
- More than 5 individual appointments in the series are already booked.
- More than 30% of the appointments in the series are unavailable.
In these cases, it is advisable to adjust the series of appointments or choose an alternative meeting room.
Adding a calendar of another entity
To view someone else’s calendar, or the calendar of a room simply
- Click on ‘Add calendar’
- Then click on ‘Add from directory’ and start typing in a name or email address. If you’re looking for a room’s calendar you might want to use its ‘resource name’ that is mentioned in the table in the first (top) section of this blog post.
