How do I book a Group Study Room online?

How do I book a Group Study Room online?

Aimed at:  Edinburgh Napier’s students

Online booking is currently available for Group Study Rooms at Craiglockhart Library and Sighthill LRC.

Please note: not all bookable rooms are available for students, click here to view a full list of Group Study Rooms that you can book.  

Find out how to book a Group Study Room at Merchiston.

To book a group study room online

  • Go to myNapier –
  • Click on myDashboard and then select Email     
    Image of myDashboard and email icon
  • Once logged into your emails, check that your Time Zone is correct. Go to Outlook Email settings (top right icon) and scroll down to Current time zone and make sure it is set to (UTC + 00:00) Dublin, Edinburgh, Lisbon, London
    Image of Outlook email settings
  • Go down to your Calendar (lower left icon) Image of Calendar icon

  • Choose + New event - (top left)   Image of New event option  

  • A pop-up booking form will appear
    • Add a ‘title’ for your group - NOT your name.   
           Image of Add a title option
    • Invite attendees - you can add other email addresses of people from your group. This is an optional entry.
    • Select the date and time you want. 
      Booking Conditions: Note that you can only book for two hours maximum and bookings cannot be made more than two weeks in advance.

    • Select Search for a room then click + Browse more rooms
      (make sure you don't select any rooms listed above the + Browse more rooms option). 
      Image of Browse more rooms option
    • Select a Group Study Room* from the drop down menu on the right hand side eg. Group Study Room 0/20 Craiglockhart.
      *Please don't select any rooms that do not start with ‘Group Study …’
      *Please note only Group Study Rooms available at the time selected will appear on the list.
      Image of Group Study Room textYou can send a Remind me email of your Event which will be sent to yourself and others in your group eg. 1 day before. This is an optional entry.
      Image of Remind me option
    • You can also add a description of the event or add any other relevant information in the box provided at the bottom of the form for your attendees. This is an optional entry.
    • Finally click Send - top left hand side. 
      Image of Send button
  •  You will then receive a CONFIRMATION email from the Group Study Room you have booked. The meeting and room booking will appear in your calendar and also in the calendars of those you have invited to the meeting. This Confirmation email is proof of your successful booking.
  • If you don’t receive a confirmation email, your booking has not been successful and you should start again following the instructions listed above.

IMPORTANT - When you arrive at the Group Study Room

  •   When you arrive for your booking remember to click CONFIRM on the Group Study Room Tablet - it will turn red to indicate you have accepted the booking. If you do not CONFIRM your booking on the tablet WITHIN 10 Minutes, your booking will be cancelled.
    Image of Group Study Room Tablets before and after confirmation


How do I know if my booking has been successful?

  • The booking will appear in your personal calendar.
  • You must also ensure you have a confirmation email from the room you have booked - this is your proof of a successful booking.

Why is my booking not showing?

  • Check your time zone settings - you may have inadvertently made the booking at 3am instead of 3pm. Time zone should be (UTC +00:00) Dublin, Edinburgh, Lisbon, London.
  • Did you add the room successfully? The room should show as an Attendee at your booking.
  • Your booking may have been declined. Check your email.

Why has my booking been declined?

  • The room may not be available on the date you have chosen. Try an alternative date/time.
  • You may have exceeded the maximum booking time. You can only book for two hours.
  • You may be trying to book too far in advance. Room bookings cannot be made more than two weeks in advance.
  • It is not possible to make recurring bookings, each will have to be made individually.

Why are rooms not appearing in the drop down list?

  • Rooms will only appear if they are available at the time/date you have chosen. Try an alternative date/time.

To get an overview of availability in the Group Study Rooms, you can add a calendar - See How do I add a Group Study Room calendar?

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