Facility Booking Guide

How to Use the Facility Booking System

A student guide for requesting classroom and facility reservations at Tokyo Christian University.

Back to Booking Screen Japanese Guide

Notes

  1. Please submit your reservation request at least 10 days before the date of use. Please note that it takes time for reservations to be approved.
  2. The available hours are as follows:
    Classrooms: 11:50–12:50 and 18:30–21:00 on class days
    Barnabas Hall: 9:00–21:00
    ※ Neither facility is available on weekends, office closure days, during long vacation periods, or on other designated unavailable days.
  3. You cannot submit a reservation request if the requested time overlaps with another pending or approved reservation.
  4. If you need to change or cancel a reservation after submitting your request, the existing reservation must first be canceled. Please contact the appropriate office: the Academic Affairs Office (kyoumuka@tci.ac.jp) for classroom reservations and the General Affairs Office (soumu@tci.ac.jp) for Barnabas Hall reservations.

How to Submit a Reservation Request

  1. Open the booking screen and select Japanese or English in the upper right if needed.
  2. Enter your request in the natural language input box. You can also use an example button to insert sample text in the selected language.
  3. Click "Read Input" and check the values copied into the form.
  4. In Teams, your requester name is filled in automatically. If you open the web version, select your own account from the search results.
  5. Check the group or organization, number of participants, room, date, time, purpose, and notes. Edit any incorrect fields.
  6. Check the review table to make sure there are no conflicts, outside-hours entries, or unavailable dates.
  7. If everything is correct, click "Submit Request".

Natural Language Input Examples

Write a sentence that includes the date, time, group or organization, number of participants, room, and purpose. In Teams, you do not need to include your name in the sentence.

  • I would like to use Barunaba on June 10 from 13:00 to 15:00 for the Facility Committee regular meeting. There will be 20 participants.
  • I would like to use Mid-5 on June 10 and June 12 from 13:00 to 15:00 for the Facility Committee orientation. There will be 15 participants. We will distribute handouts.
  • I would like to use Lecture Room A every Wednesday in June from 13:00 to 15:00 for the Facility Committee study meeting. There will be 10 participants.

How to Read the Review Table

  • AvailableThis reservation can be submitted.
  • ConflictThere is another pending or approved reservation at the same time. Change the time or room.
  • Class hoursStudents may request classrooms only from 11:50 to 12:50 and from 18:30 to 21:00 on class days.
  • Outside hoursThe time is outside 9:00 to 21:00. Change the usage time.

About the Calendar

The Facility Booking Status calendar shows existing reservations, reservations you are currently entering, and unavailable dates.

If there are four or more reservations on the same day, only the first three are shown at first. Click "Show more" to see the remaining reservations.

Click a reservation in the calendar to view the requester, group or organization, room, purpose, and notes.

Pending reservations are included in conflict checks. After approval, the reservation also appears in the Outlook "教室予約状況" calendar.

Notes When Entering a Request

  • If you know the number of participants, enter it in the participant count field.
  • Use the notes field only for information needed for the reservation, such as contact details or preparation items.
  • Do not enter unnecessary personal or sensitive information.
  • If the purpose cannot be detected from your sentence, the purpose field will remain empty. Fill in any fields highlighted in red.