What is the Facility Booking System?

The Facility Booking System (FBS) is a web-based booking system to enable eligible users to make online bookings for sports facilities, student amenities and equipments.  It makes bookings easy at their fingertips.
 

Who are the eligible users of the FBS?

Eligible users include full-time and part-time HKUST students, staff members, staff family members, long-service retirees/leavers (as defined by the Human Resources Office), and other approved users (holders of sports facilities user cards).
 

Who needs to be registered prior to accessing the system?
   
All full-time and part-time HKUST students and staff will be automatically pre-registered and approved to access the system. Family members of staff as defined by Human Resources Office will need to complete a first time activation on line through the system by the staff concerned. Login name and password for the eligible family members will be sent to the staff concerned via his/her university account. "Sports Facilities User Card" (excluding HKUST alumni), and long-serving retirees / leavers will have to submit their applications online via the system before access to the booking system will be enabled.
 

How can I access the FBS?
   
As FBS is web-based, you need to have an email account, login name and password to use the booking system.
 

How can I make a booking online?
   
It is simple and user-friendly.  Select "Facility General Booking" on the menu bar on top of the screen and then follow the selection windows to choose the venue and time.  Any flickering word "available" means you can make a booking in that time slot.  Simply select and click on the time slot. After a booking is confirmed online, a confirmation email will be sent to you for record showing the venue and time slot of the booking made.
 

When will the booking system be open everyday?

The daily opening and closing hours of the system are as follows:

8:00 am to 9:00 pm - booking opens for the coming 7 days
(Note: booking for the following day closes at 9:00 pm)

9:00 pm to 11:00 pm - view only, cannot make any booking online

11:00 pm to 8:00 am - system closed

That is to say, if you wish to make a booking for tomorrow, you have to make it before 9:00 pm tonight.  The system will show a 7-day timetable for most of the facilities except student meeting rooms at 4/F and BBQ stoves at seafront where a 14-day timetable will be shown.  No online booking on the current day.  It must be done on site on the day or simply walk-in if the venue is vacant.
  

How can I make a change after the booking is confirmed?
   
If you wish to change or cancel a booking, just "click" on the time slot box in the timetable where it shows your name, then a pull-down menu will appear to let you cancel the booking.  Alternatively, "click" on "My Record" to show all your booking records and then select and delete accordingly.  After the cancellation is confirmed, an acknowledgement email will be sent to you for record.
 

What if a "NO SHOW" occurred?
   
A user who made a booking would be assumed to use the facilities on time.  If a user fails to show up after 10 minutes, it will be released to other users on first-come-first-served basis.  A user who has made a booking but did not show up would be recorded accordingly.
 

How many time slots a day can I book online?
   
You cannot book more than one time slot per facility per day.  Also you cannot book more than one facility at the same hour on the same day.  However, you can book other facilities at different hours.
 

Can I make an "advance booking"?
   
You can make online booking for the next seven days or fourteen days in advance depending on different facilities. "On The Day" bookings will be accepted on a "first-come-first-served" basis at the facility or you can simply walk-in and make use of the facility if vacant.  For organized activities, Student Societies and Staff Groups may make a booking beyond the timetables on the screen by submitting an application form as appropriate for approval.
 

Can all the facilities and venues be booked online?
   
FBS will only accept "7 days booking" from casual users. In organizing programs and events, students and staff groups shall submit the "Application for use of sports facilities for organized activities by groups" or "student amenities room booking form" to the Amenities Service Counter.  Upon approval, system administrator will reserve the venue or facility as appropriate.
 

Can I ask the staff at Amenities Service Counter to make a booking for me?
   
As you need to have a login name and password to enter the system and the information is confidential, it is for your own good that you login and make a booking yourself.  While our staff are instructed NOT to make any booking on behalf of users, they are most pleased to assist if necessary.
  

How do I activate my family members registration?
   
You login the system with your normal university account and password. On the menu, you select "My Record" in which there is a sub-menu of "Family Member Registration".  You enter the registration accordingly.  Each family member shall have a login name, password and email address.  If they do not have an email address, they can make use of your university email address.
 

How do my family members change their email address if necessary?

Your family members should login the system and select "My Information", then click the bottom "modify".