Booking requests
How a session gets asked forRequesters submit through a guided form instead of email. Every request arrives in one queue with the details needed to review it.
- Request sessions from any device, at any time
- Four-step form: rooms, duration, dates and times, details
- One request can cover several rooms
- Repeating sessions, with each date reviewed on its own
- Guest booking without an account, with a reduced set of features
- Requesters and staff can both track, edit, or cancel a booking
- Statuses: New Request, Pending, Approved, Declined, Completed, Cancelled
- Notifications in the control panel and by email
Set your rules once, and every request that reaches you already fits how your center operates.
- Your operating hours, set for each day of the week, so requests only land inside the times you're open
- Booking windows, setting how far ahead requests can be made and the minimum notice you need
- Custom intake questions on the booking form
- Automatic notifications on status changes
Calendar & room management
Where everything livesEvery booking on one admin calendar, so there is nothing to reconcile between systems.
- A single admin calendar covering every booking
- A public calendar anyone can view without signing in
- Review a full day at a glance
- Block rooms or assets for maintenance, holidays, and time off
- Download the admin calendar as iCal or Excel (XLSX)
- No double bookings, enforced by the system
Staff & equipment scheduling
The part a room booker cannot doRooms are only half a session. theSimCal tracks the people and equipment that decide whether it can actually run.
- Track where every patient simulator, task trainer, standardized patient, and sim specialist is committed
- Your staff assign people and equipment, with live availability as they do it
- Optional emails tell everyone assigned when they are added or removed, and when a session moves or is cancelled
- Each asset's schedule in a single view
- Sign assets out on the admin calendar when equipment leaves the center
- Technicians see when, where, what to set up, and the files that come with it
Equipment loans cannot currently be requested through theSimCal. Email the facility directly, and staff sign the asset out on the admin calendar.
Reporting & feedback
Evidence for budget seasonUtilization numbers come out of the bookings you already made, rather than a spreadsheet somebody rebuilds by hand each year. Pick a date range and the numbers below are calculated for that period.
- Total hours booked, split into set-up, session, and clean-up time
- Room usage: rooms used, hours booked, and your most active room
- Asset usage for equipment and for people, with items used, people involved, and hours
- Session outcomes: Approved, Cancelled, and Declined, as counts and percentages
- Attendee totals, unique users, and how session sizes are distributed
- Peak usage day, plus session volume for every day of the week
- Average session length, and how lengths are spread across your sessions
- Feedback forms turned on for the whole center, then sent automatically after every session
- Export the report any time
Platform & access
For the IT questionnaireThe answers procurement usually asks for before a purchase order moves. For hosting, data residency, backups, and access control in full, see the Security overview.
- Fully cloud-based, no installation or IT integration work
- Named accounts for everyone at your center
- Three access levels: user, staff, and admin
- Works on desktop, tablet, and phone with no app to install
Checking this against a requirements list?
Send it over. We'll tell you plainly what theSimCal does and does not do, and set up a demo with your own rooms if it looks like a fit.