meeting: new reservation howto

calendar/meetingroomres.markdown

 D-PHYS meeting room reservation
--------------------------------
+===============================
 
-|  Room      | Web calendar view (public)                                                                                                                                     | Web calendar view (ETH login)                                | Subscribe to feed (public ICS)                                                                                                                                     | Email           | Owner      |
-|------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------|------------|
-| HIT E 41.1 | [View](https://outlook.office365.com/owa/calendar/eabb3cac20134ede8ba580d670573cd8@ethz.ch/f7a0681ce2504095a9b1fabed301b35f16253867706019105296/calendar.html) | [View](https://outlook.office.com/calendar/hite411@ethz.ch/) | [Subscribe](https://outlook.office365.com/owa/calendar/eabb3cac20134ede8ba580d670573cd8@ethz.ch/f7a0681ce2504095a9b1fabed301b35f16253867706019105296/calendar.ics) | hite411@ethz.ch |            |
-| HIT G 31.1 | [View](https://outlook.office365.com/owa/calendar/b6facb6be03547aa90364ecb4bc9c2a1@ethz.ch/36d80a0dedfd4bbd9f54bb86213fe5119700495526484548606/calendar.html)  | [View](https://outlook.office.com/calendar/hitg311@ethz.ch/) | [Subscribe](https://outlook.office365.com/owa/calendar/b6facb6be03547aa90364ecb4bc9c2a1@ethz.ch/36d80a0dedfd4bbd9f54bb86213fe5119700495526484548606/calendar.ics)  | hitg311@ethz.ch |            |
-| HPF G 6    | [View](https://outlook.office365.com/owa/calendar/eff5ef25f9d244598643c58d5b0ce5a2@ethz.ch/a07cfabe2b54496f96071ff74d10829515855769092302443142/calendar.html) | [View](https://outlook.office.com/calendar/hpfg6@ethz.ch/)   | [Subscribe](https://outlook.office365.com/owa/calendar/eff5ef25f9d244598643c58d5b0ce5a2@ethz.ch/a07cfabe2b54496f96071ff74d10829515855769092302443142/calendar.ics) | hpfg6@ethz.ch   |            |
-| HPT H 4.2  | [View](https://outlook.office365.com/owa/calendar/f3af37d4603d4305a50997b47d7b6faf@ethz.ch/74fe7467129a4ceeb9130085913c726a928125480758052941/calendar.html)  | [View](https://outlook.office.com/calendar/hpth42@ethz.ch/)  | [Subscribe](https://outlook.office365.com/owa/calendar/f3af37d4603d4305a50997b47d7b6faf@ethz.ch/74fe7467129a4ceeb9130085913c726a928125480758052941/calendar.ics)   | hpth42@ethz.ch  | ISG D-PHYS |
 
+D-PHYS manages the reservations of four meeting rooms listed below. Additional rooms can be booked via [ETH Room Request](https://www.lehrbetrieb.ethz.ch/raumanfrage/login.view?lang=en) site.
 
+|  Room      | Web calendar view (public)                                                                                                                                     | Web calendar view (ETH login)                                | Subscribe to feed (public ICS)                                                                                                                                     | Email to invite   |
+|------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------|
+| HIT E 41.1 | [View](https://outlook.office365.com/owa/calendar/eabb3cac20134ede8ba580d670573cd8@ethz.ch/f7a0681ce2504095a9b1fabed301b35f16253867706019105296/calendar.html) | [View](https://outlook.office.com/calendar/hite411@ethz.ch/) | [Subscribe](https://outlook.office365.com/owa/calendar/eabb3cac20134ede8ba580d670573cd8@ethz.ch/f7a0681ce2504095a9b1fabed301b35f16253867706019105296/calendar.ics) | `hite411@ethz.ch` |
+| HIT G 31.1 | [View](https://outlook.office365.com/owa/calendar/b6facb6be03547aa90364ecb4bc9c2a1@ethz.ch/36d80a0dedfd4bbd9f54bb86213fe5119700495526484548606/calendar.html)  | [View](https://outlook.office.com/calendar/hitg311@ethz.ch/) | [Subscribe](https://outlook.office365.com/owa/calendar/b6facb6be03547aa90364ecb4bc9c2a1@ethz.ch/36d80a0dedfd4bbd9f54bb86213fe5119700495526484548606/calendar.ics)  | `hitg311@ethz.ch` |
+| HPF G 6    | [View](https://outlook.office365.com/owa/calendar/eff5ef25f9d244598643c58d5b0ce5a2@ethz.ch/a07cfabe2b54496f96071ff74d10829515855769092302443142/calendar.html) | [View](https://outlook.office.com/calendar/hpfg6@ethz.ch/)   | [Subscribe](https://outlook.office365.com/owa/calendar/eff5ef25f9d244598643c58d5b0ce5a2@ethz.ch/a07cfabe2b54496f96071ff74d10829515855769092302443142/calendar.ics) | `hpfg6@ethz.ch`   |
+| HPT H 4.2  | [View](https://outlook.office365.com/owa/calendar/f3af37d4603d4305a50997b47d7b6faf@ethz.ch/74fe7467129a4ceeb9130085913c726a928125480758052941/calendar.html)   | [View](https://outlook.office.com/calendar/hpth42@ethz.ch/)  | [Subscribe](https://outlook.office365.com/owa/calendar/f3af37d4603d4305a50997b47d7b6faf@ethz.ch/74fe7467129a4ceeb9130085913c726a928125480758052941/calendar.ics)   | `hpth42@ethz.ch`  |
+
+<!--
 ### historic, different admin group
 
 | Room     | Email            |
 |----------|------------------|
 | HPK D 32 | hpk_d_32@ethz.ch |
 | HPK G 32 | hpk_g_32@ethz.ch |
+-->
+
+
+Request a new reservation
+-------------------------
+
+To submit a room reservation request, an **Outlook calendar invite** (not a normal email) has to be sent to the respective room. This is typically done by creating a new event and inviting the rooms email address as attendee.
+
+### Request from the browser
+
+  * Open the "Web calendar view (ETH Login)" link of the room to book.
+    - In the Outlook login form, enter your `username@ethz.ch` and press `Next`.
+    - When redirected to the ETH login form, enter your ETH credentials.
+  * Choose an available slot and add a new event.
+    - For instance with the `New event -> event` button in the top-left corner.
+  * In the `New event` window
+    - As title, enter the name of the event, followed in parentheses by the name of the organizer or research group.
+    - Add the room's email address in the `Invite attendees` box
+    - Click on `Save` to submit your booking request.
+  * Your room reservation will be marked as "tentative" and appear shaded until approved by one of the room's scheduling managers.
+    - You will receive an email notification confirming (or declining) your request generally within one working day or less.
+
+
+### Request from a desktop app
+
+If you have your personal ETH Exchange calendar configured on your desktop, for example inside Outlook or Apple Calendar, you can request room reservations from there as well.
+
+  * Open the "Web calendar view (public)" link of the room to book.
+    - Choose an available time slot.
+  * In your desktop calendar app, add a new event
+    - As title, enter the name of the event, followed in parentheses by the name of the organizer or research group.
+    - Add the room's email address in the `Invite attendees` box
+    - Save the event to send your request.
+  * Your room reservation will be marked as "tentative" and appear shaded until approved by one of the room's scheduling managers.
+    - You will receive an email notification confirming (or declining) your request generally within one working day or less.