Meeting Room Manager has replaced the Outlook conference room calendars for booking meeting space at UT System Complex.
What is Meeting Room Manager?
- An easy-to-use, flexible and customizable room and resource scheduling solution.
- A tool to increase productivity, reduce scheduling time, simplify the process and manage scheduling of resources.
- Allows scheduling of meeting rooms, technology services and facility services through one, web-based interface.
The PowerPoint training presentation can be accessed at:
http://www.utsystem.edu/facservices/mrm.pps
How should I get started in MRM?
When you have been trained and granted rights to access, Meeting Room Manager can be accessed via the web at:
http://ce-breeze.utsystem.local/meeting/
Log on using your SNAC and password in the following format:
Username: utsystem\your SNAC
Password: your network password
You will be required to edit your user profile at first log-on.
How can I be added as a user?
Meeting Coordinators have been added to the System, others who need to be able to book meeting rooms should contact Erica Wagner or Jim Gray to be added.
I wasn't able to come to the training session, will another training session be offered?
At this time there are no plans to offer another formal training session. Please contact either Operations or OTIS to arrange training or view the PowerPoint presentation above.
My network login and password doesn't work, what should I do?
Logon using your SNAC and password in the following format:
If this does not work please contact the OTIS Support Desk (4357).
The first time I log on to Meeting Room Manager it says I need to edit my user profile, how should I do that?
First click on the little orange button on the top right side of the page. Then type in your full name; Firstname Lastname and enter your email address. If you would like for Meeting Room Manager to default to a particular building's calendar, select that building from the drop down list of User Default Locations, then click OK.
How can I get my computer to allow access to the Outlook directory?
Since MRM uses Active X controls, the security settings for your web browser need to be adjusted to allow it. Follow the steps below to allow MRM to connect with Outlook.
- Open Internet Explorer, select Tools then the Security tab.
- Highlight Internet and click on Custom Level.
- Scroll down until you see "Initialize and script ActiveX controls not marked as safe" and select Prompt.
- Click on OK, then Yes to save the change.
- Then, highlight Local Intranet and click on Custom Level. Scroll down until you see "Initialize and script ActiveX controls not marked as safe" and select Prompt.
- Click on OK, then Yes to save the change. You will only need to do this once.
It is important to select Prompt (not Enable) to preserve critical computer security but allow known applications to work.
I might need to check for available meeting rooms multiple times during the day; do I really need to log off each time?
Yes, please log off MRM when you have finished your session. However, if you leave this browser window open you can get back in by clicking the Login link which will return to MRM without needing to retype your password.
I'm trying to find a meeting room that will hold 15 people but when I click on Find Resources and enter 15 in the Max. Capacity box there are no matches found.
When you enter 15 in the Max. Capacity box Meeting Room Manager searches for a room that exactly matches your criteria. Use a greater than sign > before your number to find a room that will seat more than 15 people or a lesser than sign < to find a room that will seat less than 15 people.
Can anyone book meetings on ASH 9?
Yes, all meeting coordinators can reserve either ASH 910 (the Board Room) or ASH 920 (the Conference Room). Please be aware, however, that the reservation is subject to change or cancellation should needs of the Board of Regents require the use of those rooms.
When I click "Recurrence" in the Reservation Details screen nothing happens!
The Recurrence box will open a pop-up window when clicked. To allow this pop-up window to appear, hold down your Control key, then click in the Recurrence box. OR, in Internet Explorer, click Tools, Pop-up Blocker and select "Allow Pop-ups from this site".
When I change a meeting, MRM sends an email message about the change but when I click on the link at the bottom of the email to update my Outlook calendar - nothing happens. Am I doing something wrong?
No, this feature is not currently enabled. We are working with OTIS to research and resolve this. For the present, when you make changes to a meeting you will need to delete the old meeting and start fresh with your revised meeting.
Can I print a listing of what meetings are scheduled in a certain room?
Click on the building under Available Locations to see the room you are interested in.
Then click the little icon to the far right of the date that looks like a printer.
Give your report a title, if you want, select whether you want a daily, weekly, or monthly list and then select dates as appropriate.
Check the boxes for the rooms you want to display and select fields to display (such as Meeting Title, Meeting Start, Meeting End).
Then hold down the Control key to allow a pop-up window and click the print button.
This will open a report that you can then print like you would any other internet screen.
My office is scheduling back to back meetings that have the same attendees. Both meetings have requirements. Can I remove the prep and clean up time for these meetings?
MRM automatically adds 30 minutes before and 30 minutes after meetings to allow time for preparation before and clean up after meetings. If your meeting has no requirements, you can revise that time to zero. However, that this means another meeting could be booked immediately after your meeting's schedule end time. If possible, please do not remove the prep time and clean up times from your meetings. At least 15 minutes should be allowed between meetings for one group to leave and the next to settle in. However, if you are hosting back-to-back meetings that have the same beverage service needs and the same attendees, you can remove the prep time between the meetings.
I'm booking meetings in April and May and have noticed that after I've saved the meeting and look at the calendar, the times are one hour earlier. Am I doing something wrong?
There have been a few users who have had issues with times showing up an hour off on other peoples’ view of MRM. This has been linked back to the originating users default location that they set and an issue with Daylight Savings Time. This issue has been resolved. We would ask that you take a look at your meetings and verify times on a couple that you have set in each building. If one that is set in a particular building is off, chances are that others in that building maybe off as well. Remember that if they are correct in one building, all the appointments you have made for the building should be fine.
NOTE: a quick way to check your meetings is to go to the meetings button and choose find and it will find all your meetings and you can select a couple to verify against outlook to make sure they are correct.
When I log onto MRM and click on the calendar on the left to select a date, the main screen in the center does not change, shouldn't I be able to see calendars for any date I choose?
We have discovered a Symantec Firewall pop-up blocker issue that prevents MRM from displaying properly on laptops. Below are instructions on how laptop users can fix this issue.
If you would prefer, the Help Desk can send someone over to do this for you. Send an email to help@utsystem.edu and they will send someone over as soon as possible.
Look in your system tray (lower right corner of the screen). You should see a yellow and orange colored circle. It is the Symantec Firewall. Double click it.
Click on Ad Blocking and then to the right of that click on configure.
Uncheck turn on pop-up Window blocking
Click OK
Close Symantec firewall.
This should resolve the issue. If you need additional assistance, please contact either the Help Desk or Jennifer Stewart.
Our Department needs to make changes to a meeting that was booked by someone who is not available. Who can change meetings scheduled by someone else?
MRM Administrators can make changes to any meeting or can reassign those meetings to another user. Current MRM Administrators include Erica Wagner, Jeff Scroggin, Jennifer Stewart, or Jim Gray.
Last updated 03/26/08
