Carnegie Mellon University School of Computer Science

SCS Room Resources

Room resources of many different layouts and sizes are available to SCS faculty and staff (as well as for students via sponsored reservation). These spaces are ideal for conferences, collaborative meetings, discussions, training, or interdisciplinary activities and are not intended to replace offices or departmental conference rooms and are reserved per-event.

There are a number of conference rooms throughout SCS buildings and they vary in size, style, resources, layout and seating capacity. Please check our Audio-Visual Room Resources Table for specifics about the room you are interested in reserving. You can also view the  SCS Room Policy for rules governing the use of that room.

Meeting Room Manager (MRM)

Meeting Room Manager (MRM) is the current supported resource management solution for SCS room resources. MRM is an web-based resource scheduling solution used to organize bookings for SCS meeting rooms and equipment. 

Visit the MRM reservation system to reserve a room

Reservations for rooms other than those labeled Public are not final until they have been confirmed in the system in the order in which they are processed.

Room Types

There are five types of rooms available to the SCS community:

Room Type Description
Public

These spaces are available for use by the entire SCS community and are typically used as conference rooms.

Controlled Public These spaces are available to the entire SCS community, but popular and typically in high demand. Reservation requests for Controlled Public spaces must be approved by a moderator (within the Building Facilities Group/Dean's Office). Any staff or faculty member can "see" and "request a reservation" for these spaces in the system. Current Controlled Public rooms are GHC 4405, GHC 6115, GHC 6121, NSH 3305, and NSH 4305.
Controlled Classroom

These spaces are controlled by the Registrar during regular class days. SCS can only schedule events after 4:30 p.m. on those weekdays. Due to its unique scheduling, GHC 4401 is only room classified as a  Controlled Classroom.

Semi-Private These spaces are tied to a particular department, group, or project. Reservation requests for these spaces must be approved by a designated member of the group to which it is tied. Any staff or faculty member can "see" and "request a reservation" for these spaces in the system.
Private These spaces are tied to a particular department, group, or project - typically a smaller set of people than groups associated with Semi-Private spaces. Reservation requests for Private spaces must be approved by a designated member of that group. These differ from Semi-private spaces in that only users who have been given access to these resources can "see" them in the system.

How to create, modify and manage reservations in MRM

Creating a single, non-recurring reservation

1. On the Calendar, click on the date of your reservation.

2. Click Pittsburgh to show all of the locations that are available within SCS. Click on the green arrow to the left of the building name to see the available room types.

 

3. Click on the building and the then the room type for a grid of available rooms.

4. The rooms for that building appear in the reservation grid along with any existing reservations.

5. If you don't know if a room is suitable for your needs, click on the room name for details about that room.

  • Click on the Setup, Equipment and Contact Info tabs to see more information.
  • Click Close when you are done reviewing it.

6. On the reservation grid, click on an empty space for the room you want to reserve and in an empty time slot you want to reserve it for.

7. Complete the Reservation Details form with the information for your reservation. The Meeting Title, Phone and Dept fields are required; all others are optional.

  • Recurrence: Check it if this is a recurring meeting. After checking it, a form appears to allow you to fill in the recurrence details. See Creating a Recurring Reservation for more details.
  • Prep Time and Cleanup Time: Complete these if you need time before or after the actual meeting to set up or clean out the room.

8. To add attendees, reserve additional equipment or upload attachments, choose the appropriate tab on the horizontal blue bar.

  • To add attendees, click the attendees tab. You can type in names, email addresses and phone numbers or add attendees from the MRM address book by selecting the MRM add icon.
  • From the Equipment tab, you can reserve equipment specific to the room you are reserving.

  • Click the + to expand the list of equipment.
  • Equipment will only be listed if it's available in the room you are reserving.
  • To add attachments, click the Attachments tab. In the Description field enter a unique name for the attachment. Then, click Upload a file to upload the required attachments.

 

  • MRM accepts attachments up to 300KB in size. MRM accepts attachments with the following file types:
 
.jpg, .jpeg, .gif, .tiff, .png, .bmp, .ppt, .pptx, .pps, .doc, .docs, .xls, .pdf, .csv, .docs, .xlsx, .txt, .rtf, .html, .msg

9. Click:

  • Save and Invite to save the reservation and send invitation emails to attendees
  • Save and Close to save the reservation with no further action.
  • Cancel to exit without saving the reservation.

Editing a single, non-recurring reservation

Reservations can be edited any time after they are created and saved.

  1. On the reservation grid, click on the reservation you want to edit.
  2. On the reservation details form, make the changes as needed and click Save and Update or Save and Close.

Creating a recurring reservation

You can create a recurring room or resource reservation that will occur at regular intervals over a given time period. For example, you can request a room or conference phone every Tuesday morning from 10:00 to 11:00 AM in the month of April.

Reservations can recur daily, weekly, monthly, or yearly. There are some limits to how far in the future you can create a recurring reservation:

  • A non-recurring reservation can be schedule to take place no more than 10 years in the future.
  • A recurring reservation can be scheduled to take place no more than one year in the future.
1. On the reservation grid for the desired resource, select an empty time slot to open the Reservation Details form. Complete the Meeting Title, Phone and Dept fields and select the Recurrence check box.

Note: If you have a pop-up blocker, you may need to disable it to see the Set Recurrence window.

2. Select the appropriate tab, enter the recurrence details, and click OK. Continue creating your reservation and click Save and Close or Save and Invite to save your reservation.

Editing a recurring reservation

Reservations can be edited any time after they are created and saved.

On the reservation grid, click on the recurring reservation you want to edit. Since the reservation is part of recurring series, a prompt appears to select one of the following:

1. Open this single reservation (to edit only one occurrence of the series).
  • Click Open.
  • On the reservation details form, make the changes as needed and click Save and Update or Save and Close.
2. Open the series (to edit all reservations in the series).
  • Click Open.

  • On the reservation details form, make the changes as needed.
  • Check the Copy data to all occurrences check box and click Save and Update or Save and Close. 

    Note: You must check Copy data to all occurrences to proceed so that your changes will be made for each occurrence in the recurring series.

  • Click OK to update to all occurrences.

You will be asked if your updates should be applied only to future meetings or to all meetings in the series. Select Update All Meetings or Update Only Future Meetings and click Update.

Skip occurrences with a different room set

When editing a recurring series, check the Skip occurrences with different room set check box to skip applying your changes to reservations in the series in different rooms and click OK.

Skip occurrences with a different start time

When editing a recurring series, check the Skip occurrences with different start time check box to skip applying your changes to reservations with modified start times and click OK.

Creating a new multiple resource reservation

A booking where multiple resources are booked as part a single reservation is called a multiple resource reservation.

While each resource is part of the original reservation, each can be edited separately from the others or the reservation as a whole can be opened and changed at one time. The advantage to doing a multiple resource reservation is that if you cancel it, all bookings for all resources are deleted at once. If you booked it as separate reservations, you would have to cancel each one separately.

1. On the Calendar, click on the date of your reservation.

2. Click Pittsburgh to show all of the locations that are available within SCS. Click on the green arrow to the left of the building name to see the available room types.

3. Click on the building and the then the room type for a grid of available rooms.

4. The rooms for that building appear in the reservation grid along with any existing reservations.

5. Click in the grid under the space you want to reserve.
6. The reservation details screen will open
7. Enter the information pertaining to your reservation.
8. In the Resources window, select any additional resources that you want to book. 


The reservation details form for that resource appears with reservation information you completed for the original resource already filled in. Notice that the both resource names appear in the tabs above the horizontal blue bar.

Click Save and Close or Save and Invite to create your reservation.

Editing a multiple resource reservation

1. On the reservation grid, click on one of the reservations in one of the resources you want to edit.

2. On the reservation details form, click on tabs for each resource, to add items and enter other information as needed. 

3. To update the reservation, click either:

  • Copy Current Tab: Click this to copy all the reservation details of the current tab to all the other resources in this reservation.
  • Copy All Tabs: Click this to copy all the reservation detail tabs of the current resource to all other resources in this reservation.
Click Save and Close.

Creating a recurring, multiple resource reservation

A booking where multiple resources or spaces are booked as part a single reservation is called a multiple resource reservation.

While each resource is part of the original reservation, each can be edited separately from the others or the reservation as a whole can be opened and changed at one time. The advantage to doing a multiple resource reservation is that if you cancel it, all bookings for all resources are deleted at once. If you booked it as separate reservations, you would have to cancel each one separately.

To create a new multiple resource reservation:

1. Create a new reservation following steps in Creating a multiple resource reservation.

2. On the Reservation Details form, select the Recurrence check box.

3. Select the appropriate tab. Enter the recurrence details, and click OK

4. To update the reservation, click either 

  • Copy Current Tab: Click this to copy all the reservation details of the current tab to all the other resources in this reservation.
  • Copy All Tabs: Click this to copy all the reservation detail tabs of the current resource to all other resources in this reservation.
5. Click Save and Close

Editing a recurring, multiple resource reservation

1. On the reservation grid, click on one of the reservations in one of the resources you want to edit.

2. On the reservation details form, click on tabs for each resource, to add items ad enter other information as needed.

3. To update the reservation, click either:

  • Copy Current Tab: Click this to copy all the reservation details of the current tab to all the other resources in this reservation.
  • Copy All Tabs: Click this to copy all the reservation detail tabs of the current resource to all other resources in this reservation.
4. Click Save and Close.