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book-a-desk

  The book-a-desk pilot scheme is drawing to a close. If you signed up to take part, tell us what you think via the pilot scheme surveys. If you didn’t sign up, complete a feedback card and add it to the drop box on floor 1.

The Library are piloting a new desk reservation system in a designated area of the floor 3 extension.

Raphael Nahoum, a WBS student, came up with an idea to help students locate and reserve a study space quickly and easily, and avoid having to walk around in search of available desks. To make his idea a reality, Raphael approached the Innovation Management service, resulting in a collaboration between the Library, Students Union and IT Services, who are sponsoring the development of a reservation system.

The system is called book-a-desk.

How it works

First you need to sign up to the pilot scheme. Once registered, you can use your phone or device to access the book-a-desk service page, where you can find and reserve free desks in the designated area.

Once your desk is reserved, you need to do the following:

  1. Get to the desk and scan in using the QR code within 15 minutes, or the desk will be released for someone else to reserve
  2. Rescan every 45 minutes that you are at the desk to keep it
  3. Check out from the desk when you leave via the book-a-desk service page, releasing it for someone else

Taking part

Signing up to the pilot scheme is easy, just follow the link, fill in the form, and then await an email confirming your registration and notifying you that your access has been arranged. Please note that to take part, we ask you to be prepared to do the following:

  • Use the book-a-desk service page every time you need a Library study space
  • Commit to using the space you have booked
  • Accept the book-a-desk system is intended to be self-managed, but if you experience any difficulties be sure to give us feedback
  • Complete a series of very short surveys throughout the pilot to tell us how you are getting along. This is really important for us to identify any issues, make sure the system works for you, and see if it can be rolled out on a bigger and wider scale!
  • You may also be invited to join in our focus group at the end of the pilot scheme

faqs FAQs

Q. What is book-a-desk?

A. This is a pilot scheme which allows you to reserve a desk in the designated area. After making your booking, you will have 15 minutes to arrive at the desk and scan in using a QR code on the desk. You must then rescan the QR code every 45 minutes to continue using the desk, and will be encouraged to sign out when finished to release the desk for someone else to use.

Q. How do I join in?

A. You need to visit https://hearnow.warwick.ac.uk/poll/book-a-desk-pilot-sign-up. Signing up to the pilot scheme is easy, just follow the link, fill in the form, and then await an email confirming your registration and notifying you that your access has been arranged (this should be within 48 hours).

Q. Is this a permanent service/will this be in use all over the Library?

A. This is a pilot scheme to test the effectiveness of the service, and it is currently just being implemented in the designated area during this term. At the end of the test period, this will be reviewed to see if it can be rolled out on a bigger, wider scale.

Q. Who is the scheme aimed at?

A. Anyone with a University of Warwick log in with access to a mobile device/smartphone.

Q. I can’t access book-a-desk – what can I do?

A. This could be for a number of reasons, visit the Library Helpdesk, First Floor, Main Library and someone will assist.

Q. Why can’t I book a space for tomorrow/next week?

A. You are only able to book up to 15 minutes in advance, hopefully this will free up as many spaces as possible as they become available. You can always stay longer, just remember to re-scan the QR code.

Q. I was in a space and someone else came and said they had booked it - but I thought I had it booked?

A. It’s possible your booking timed out. To keep a desk you need to re-scan within 45 minutes, otherwise it will be released for someone else to book.

Q. My phone won’t scan the QR code?

A. If you think this may be a technical issue, please visit the IT Helpdesk, First Floor, Main Library and someone will assist. Please report this in the weekly survey.

Q. What do I do when I leave the desk?

A. If you no longer require the desk, you need to 'check out' from the book-a-desk service page.

Q. Do I have to be using book-a-desk to sit here?

A. Yes, the area is reserved for those taking part in the pilot scheme.

Q. Can I leave my desk during the booking?

A. Please be aware you will need to observe the Library’s rules and regulations and desks should not be left unattended for longer than 30 minutes. Don’t forget to keep your personal belongings safe!

Q. Will I receive notifications regarding my booking/s?

A. To receive notifications you will need to have signed up to the MyWarwick app.

Q. The QR code is missing from my desk?

A. You can either cancel your existing booking then make another or approach Library staff (Facilities Supervisors/Stewards or Helpdesk staff) and they will help you find an alternative space in the Library.

If you are able, please let Library staff know so we can replace the code – contact us library@warwick.ac.uk or visit the Library Helpdesk, First Floor, Main Library Please feedback your comments/ experience to the pilot survey/s and/or focus group as this will help us make improvements to this service

Q. Another student is in my seat and I don’t feel I can approach them?

A. You can either cancel your existing booking then make another or approach Library staff (Facilities Supervisors/Stewards or Helpdesk staff) and they will help you find an alternative space in the Library.

Please feedback your comments/ experience to the pilot surveys and/or focus group as this will help us make improvements to this service.

Q. Another student’s belongings are on my desk and I don’t want to move them to one side?

A. You can either cancel your existing booking then make another or approach Library staff (Facilities Supervisors/Stewards or Helpdesk staff) and they will help you find an alternative space in the Library.

Please feedback your comments/ experience to the pilot surveys and/or focus group as this will help us make improvements to this service.