Booking rooms and resources with UQ Book It
Students and staff can use UQ Book It to book certain rooms and resources.
Make a booking
There are 2 ways you can book a room or resource with UQ Book It:
- on the web
- using a QR code.
Book on the web
- Log in to UQ Book It with your UQ account username and password.
- Select a tile under 'Make a booking'. These are the rooms and resources you have permission to book.
- From the tile you have clicked, use 'Refine search' to narrow down your booking requirements. The rooms or resources that display are the ones available which meet all of your booking requirements.
- Select the room or resource you want to book.
- In the calendar, click on the date and time you want to make the booking for.
- Enter a booking title and any other required fields, then click 'Book' to submit.
A booking confirmation will be sent to your UQ email address. Make sure you have received the booking confirmation before making any further plans for your activity.
Book with a QR code
Some rooms have screens outside that display bookings. While you can't book rooms through these screens, if the screen has a QR code you can scan it to access UQ Book It.
If you have permission to request a booking, the QR code will take you directly to the booking calendar. Follow the 'Book on the web' instructions above to complete your booking request.
If you don't have permission to request a room, a message will appear saying you don't have permission to access it and you will be taken to the main UQ Book It menu.
Contact a room or resource owner
Rooms and resources in UQ Book It are managed by the organisational unit that owns it.
You should contact the room or resource owner directly if:
- you don't have permission to book a room or resource and you think you should
- the time you want is not available
- your booking hasn't been approved yet.
| Room or resource owner | Contact |
|---|---|
| Timetable Services | Teaching Space Management |
| 308 Queen St (UQBC) | receptionuqbc@uq.edu.au |
| Australian Institute for Bioengineering and Nanotechnology | helpdesk@aibn.uq.edu.au |
| Brian Wilson Chancellery (BWC) Executive Meeting Room | bwcreception@uq.edu.au |
| Faculty of Engineering, Architecture and Information Technology (EAIT) | timetables@eait.uq.edu.au |
| Faculty of Medicine | med.reception@uq.edu.au |
| Institute of Modern Languages (IML) | iml@uq.edu.au |
| Pharmacy Australia Centre of Excellence (PACE) | enquiries@pharmacy.uq.edu.au |
| QAAFI | qaafi@uq.edu.au |
| Queensland Brain Institute (QBI) | qbi@uq.edu.au |
| School of Biomedical Sciences | sbms.facilities@uq.edu.au |
| School of Business | operations@business.uq.edu.au |
| School of Communication and Arts | communication-arts@uq.edu.au |
| School of Health and Rehabilitation Sciences | shrs_saa@uq.edu.au |
| School of Languages and Cultures | slc.resources@uq.edu.au |
| School of Music | musicadmin@uq.edu.au |
| School of Psychology | operations@psy.uq.edu.au |
| SMI | smi@uq.edu.au |
| UQ Biological Resources | uqbrtraincomp@uq.edu.au |
| UQCCR | information@uqccr.uq.edu.au |
| UQ Poche Centre for Indigenous Health | poche@uq.edu.au |
| UQ Library | AskUs in the UQ Library |
| UQ Parking | pfassist@pf.uq.edu.au |
View, edit or cancel your booking
View your booking
You can view bookings you have made through 'My bookings' on the left menu. You can also make any changes to your existing bookings.
Edit your booking
- Select 'My bookings' on the left menu.
- Click on the booking you want to edit.
- Click 'Edit' in the popup window. If it's a recurring booking, you can either edit 'this occurrence' or 'the entire series'.
- Make the necessary changes, then click 'Update'.
A booking confirmation will be sent to your UQ email address.
Cancel your booking
- Select 'My bookings' on the left menu.
- Click on the booking you want to cancel.
- Click 'Cancel' in the popup window. If it's a recurring booking, you can either cancel 'this occurrence' or 'the entire series'.
- Click 'Yes' to confirm.
An email will be sent to your UQ email address that the booking confirming the booking has been cancelled.
Manage bookings as a room or resource owner
View, edit or cancel a booking
If you are a room or resource owner, you can view and manage bookings through the 'Resources' menu.
- Select 'Resources' on the left menu.
- Select the resource type.
- Locate the room or resource, then click the calendar icon to the right of the resource.
- Click on a booking to view more details, or to make any changes.
Approve or reject bookings
If your room or resource requires booking approval, you can manage booking requests through the 'Notifications' menu.
- Select 'Notifications' on the left menu.
- Pending bookings will appear in the 'To Approve' tab.
- You can approve, reject, or request further information from the requester.
Request a report
Reports for bookings made can be generated for room or resource owners. Submit an IT request and the Service Automation Team can provide you with the required report.
Request new rooms or resources
If you would like a new room or resource set up in UQ Book It, contact your room or resource owner or faculty/school ITS Relationship Manager in the first instance.
If you are a room or resource owner, submit an IT request to discuss your needs.
Other meeting room options
Outlook meeting rooms
Some rooms in UQ Book It synchronise bookings with Outlook, which means you can book them through either system.
If a meeting room isn't in UQ Book It, UQ staff can check Outlook for available meeting rooms.
Learn more about booking rooms with Outlook
Other UQ rooms or venues
UQ staff and students can book or hire other UQ venues and rooms, whether for events, conferences or meetings.