Logging In and Navigating the Room Reservation Service

The Yale Room Reservation System(RRS) allows you to conveniently book rooms for various purposes within the Yale community. To access the Room Reservation System, follow these steps:

1. Open your web browser and go to https://rrs.yale.edu.
2. Enter your Yale NetID and password on the Yale CAS Authentication page.
3. After successful login, you’ll be directed to the My Home page, where you can start using the system.

Use this guide to become familiar utilizing the RRS system:

1. Clicking the Home button returns you to the My Home screen.
2. Selecting Create a Reservation reloads the page, showing the My Reservation Templates list.
3. The My Events button displays current or past events and enables reservation searches.
4. Choose the Locations button to view a filterable list of available spaces and their reservations in a grid view.
5. Relevant external site links are available in this section.
6. Click on the Site Home button for additional system usage information.
7. Reservation Templates grant access to requesting or reserving available spaces.
8. The My Bookings area permits browsing or searching upcoming and past bookings.
9. Use the “Book Now” button for a template to initiate the space request or reservation process.
10. The About button offers additional template-specific details or reservation instructions.

Why can’t I find the spaces I need to book?

If you’re only seeing a handful of booking templates in the room reservation system—namely “Lactation Room Reservation” and “25 Science Park- room 125”—then you have not been granted access to any additional booking templates in the RRS. You’ll need to request access to whatever other spaces you need.

What is a booking template? How do I get access to them?

A booking template is how spaces are grouped together in the RRS. This helps users easily locate the spaces they need to book, and helps to easily grant users access to several rooms at a time, even across different buildings!

Access to a booking template is granted in 2 ways:

1. Access is automatically made available to users with a certain Yale Relationship, or by their association with a cost center within the university. For example: a user working at the Yale Center for British Art will automatically be granted access to book spaces using YCBA’s booking template. (Note: All students, faculty and staff automatically have access to the “Lactation Room Reservation” template, as well as “25 Science Park - room 125.”)
2. The booking template is granted to users who have been added to an Active Directory group associated with that template. This is typically done at the request of an individual user or their supervisor. These requests can be granted by the individuals responsible for managing the use of these spaces.

 In the second case, users seeking booking access should reach out to rrs.help@yale.edu—we’ll help track down the template you need and the person you need to request access from!