BookitLab PI/Coordinator Guide

PI and User Group Coordinator Guide

This guide is to aid PIs as well as user group coordinators in managing their BookitLab account and groups. Many PI accounts have been prepopulated and have the ability to manage users as well as projects (grants). To delegate the user group coordinator role to a lab manager or trusted grad student (someone who can also manage users and projects) please contact Jeff Gross at jgross@uoguelph.ca with the email of the user you wish to add as a user group coordinator.

1. Login
2. Add Users
3. View and Modify Users
4. Projects

1. Login

 

 

After logging in, you will be redirected to BookitLab.

 

2.  Adding New Users

Users who wish to gain access to BookitLab need to follow the login procedures in Step 1. Once logged in, new users will be prompted to select a User Group.

 

 

After the join request is submitted, PIs and coordinators will receive an email notifying them that a user has submitted a Group Join Request. Click “Approve” on this email to add this user to your user group.

 

 

 

3.  Seeing and modifying existing users

To see all users in your user group, navigate to the “Users List” on the sidebar.

 

The Users List will have all the users in your User Group (PLEASE NOTE: users with special roles ex. PIs and user group coordinators will not show up on this list). Users can be edited by clicking on their User Name:

 

 

In this dialog box, Account Status can be edited between Approved, Pending and Denied. The email to approve a new user in Step 2 of this guide automatically changes the status from Pending to Approved. If you wish to remove a User from your User Group, change their Account Status to Denied.

 

You can also toggle approval requirements by selecting “Require User Group Approval”. If selected, the user will require the approval of a PI/user group coordinator to make bookings on BookitLab.  This can be used if there is a grad student who requires close monitoring, for instance.

 

4. Projects

Projects are how the system will keep track of grant numbers for your research group. Some grant numbers (including potentially closed grants) may be prepopulated in the system. See modifying projects at the bottom of this section for information on how to deactivate closed grants.

A project is required to book equipment and for billing purposes. To create a new project, navigate to “Projects” on the sidebar and click on the “+ Add New Project” button located at the top right of the screen.

 

 

You will be redirected to the “Add New Project” page. Here you can create a new empty project (Create From Scratch) or clone settings from an existing project to a new project (Create by cloning an existing project).

 

 

When selecting “Create From Scratch”, the following dialog box will appear.

 

 

1. Add a unique Project Name (use a clear descriptive name that your users will know to pick)  
2. Add User Group from the drop-down list
3. Ensure that Active = Yes
4. Do not change the Allow Join Requests, Default, TBA and Confidential options
5. On the right side add information about funding (Fund, Unit, Grant, Project Code, Object) NOTE: This step is critical for functioning of the system
6. Choose funding type (internal/external)
7. Assign a user to be Project Coordinator
8. (optional) In the Project Limit Notification Settings:

• Project Amount – the amount that was allocated to the project in dollars ($). This can be used to set a maximum amount spent on Core Facilities in the system
• Hard Limit – when the set % of the project amount is reached, the system will send notification to the specified emails and block any new reservations and requests on the project
• Soft Limit – when the set % of the project amount is reached, the system will send notification to the specified emails, stating that the project credit is about to be exceeded

Once finished, click Submit. A new section will appear where you can add users to the project. You can either add entire user groups or individual users. Selected desired user(s), click Add, and once finished click Submit.

 

You can modify existing projects by going to the Projects page and clicking on the ID of a relevant project. Set the Active field to “no” to disable closed or overspent grants.