How to Book a Bike

This is a set of instructions for employees of the city to utilize MS Outlook for scheduling the bike share program. 

YOU ARE REQUIRED TO BOOK THE BIKE ONLINE BEFORE YOU TAKE A BIKE OUT.  If you don't have access to a computer, see your department administrator or a fellow colleague.  This manages peoples expectations, helps people know when it will be back so they can book a following appointment and importantly helps us count/track the number of times the bike has been used each year.

This information has been compiled using MS Outlook 2010, these directions may not work for users of a different version or the screen shots may look different.

1) How to view bike calendars in the left navigation bar (do this before attempting to book a bike to ensure availability).  You will only need to do this once, the first time, per bike:

1. Open MS Outlook.
2. Select “Calendar” tab (in desktop, in the lower left hand corner.  In web, in top right).
3. Select “Open Calendar”, from the top ribbon or the left navigation bar.
4. Select “From Address Book”.
5. In "Address Book" drop down, select “All Bikes”.
6. Double click desired bike (or click "Calendar" in bottom left).
7. Select “OK”.  This will add the bike to your left Calendar navigation bar.

2) The easy way to reserve a bike:

1. Open MS Outlook.
2. Select “Calendar” tab (in desktop, in the lower left hand corner.  In web, in top right).
3. Click on the bike calendar you have previously loaded into your left navigation bar.
4. Double click the day and time you want to make a new bike booking.
5. In the subject line put YOUR NAME and department.
6. Check that you have the right times.  'Start Time' should be when you will expect to pick up and 'End Time' should be when you plan to return the bike.
7. Click “Save”.

3) The other way to reserve a bike (can include inviting attendees, booking the room and booking the bike to get there, all in one place):

1. Open MS Outlook.
2. Select “Calendar” tab, in the lower left hand corner.
3. Click “New Meeting Request”, from the top ribbon (the one that has small people icons in the view).
4. Click “To”.
   1. If you want to see all the peoples and bikes schedules or availability you can select "Scheduling Assistant" in the top ribbon.
5. Select the people you wish to attend the meeting by selecting them and clicking "Required".
6. In "Address Book" drop down, select “All Bikes”.
7. Select the bike you want to book and click 'Resources'
   1. Do the same for the meeting room if you need one.
8. Click “OK”.
9. Complete the subject line, location and meeting times for a normal meeting. 
10. Click “Send”.  The bike will be booked (if available) when the meeting request is sent.