Contact UT Momentus Admin: UTMomentusAdmin@austin.utexas.edu

Contact Jessica Van Amburgh: jvanamburgh@austin.utexas.edu

What are Booking Roles?

• Similar to Account Types, Booking Roles are assigned to contacts (public-facing users) and determine which OSBs and spaces a user can access.

• Rather than the Account Type and Booking Restriction relationship, Booking Roles and Space Classes grant access to users rather than restrict it.

• Booking Roles can now be auto-assigned like Account Types.

• A user can have multiple Booking Roles, granting them different levels of access to spaces based on their UT Austin attributes.

• Implementing Booking Roles functionality with OSBs will improve access management and enhance the user experience for back-office and public-facing users.

 Why are we making this transition?

• The Booking Roles framework enables greater customization of OSB and space access.

• By moving away from Account Types and Booking Restrictions as the primary access management tools, CSUs can use Account Types, Booking Restrictions, and Booking Roles together to grant and restrict access to spaces and OSB, addressing different use cases more effectively.

  • Ex. Adjusting specific time frames available for certain spaces or days of the week based on the conditions.

• When using Online Space Booking, you can choose to enact restrictions that can limit which spaces certain public end-users are allowed to view and book, using Booking Roles. This can help to reduce the number of OSB configurations being managed, as you will no longer need to create different OSB sites to accommodate various types of users. 

Scope

Timeline

• Org Admins complete their review and updates to the Access Chart and provide feedback on the proposed project scope for their organization (due January 30).

• The Momentus Project Team will update the scope based on Org Admin feedback and provide an estimated project cost.

  • This estimate will be based on all information submitted by January 30.

  • Any subsequent scope changes that result in additional costs will be billed to the requesting CSU.

• The Momentus Project Team (consultant and technical team) will be formally assigned to the project—typically six weeks after the scope and estimated cost are approved.

• Target completion date for the Booking Roles Project:
  All configuration and testing are targeted to be completed by August 1, 2026.

Milestones and deadlines

The below will be updated once we receive the official scope/project plan from the Momentus project team.

Important Links and Resources

Vendor Resources

Momentus Booking Roles Demo

Momentus Learning Center Path (multiple courses): Using Booking Roles with Online Space Booking

Momentus Support Center KB Article: Configure Booking Roles and Booking Role Types

Org Admin Project Folders

Commons Conference Center

Cockrell School of Engineering

College of Natural Sciences

LBJ School of Public Affairs

Marine Science Center

McCombs School of Business

University Housing & Dining

School of Social Work

Project Emails

4/7/26

Subject: Booking Roles Project Update #6 - Project Cost

We received the scope and quote for the Booking Roles and SSO enhancement project. Momentus Technical Services has estimated 109 hours for the project. Below is the estimated project cost for each CSU. This is the maximum amount each CSU would be billed for this project. Momentus Technical Services let us know they padded the project hours to account for unknowns or changes; however, they do not expect to need this many hours. This is a time-and-materials budget, and we will only be billed for the actual hours used. As long as all CSUs provide the information on time (reviewing the Booking Roles configuration in Momentus, testing, and providing feedback), we expect the final project cost to be lower.

Estimated Project Cost for each CSU:

• Momentus Technical Services (SSO logic and mapping to new Booking Roles framework and vendor-led training): $2,951.00*

• Booking Roles Framework Configuration (by Commons Event Software Services): Covered by CES

• *If additional requests are made outside of the initial scope, additional hours and fees will apply to the CSU needing the changes.

You have a couple of options to choose from on how each CSU would like to be billed (via IDT):

1. Billed monthly for actual hours used

2. Billed at the end of the project for the total actual hours used

3. Split the total actual hours used between this fiscal year and the next fiscal year

Along with your billing preference, please provide the following information for our order form, which we will send you for review before routing to your authorized signee. The order form will include the maximum project cost and each CSU’s specific scope for this project; however, each CSU will be billed only for the actual hours used.

Authorized Signer Name:

Authorized Signer Email:

Authorized Signer EID:

IDT Account Number for Billing:

Billing Option Selected (1, 2, or 3):

Technical Services cannot guarantee the project completion date until we have signed the order form and provided a PO. However, if we can get everything signed quickly, they are confident they can complete the project by August 1st. We will begin the order form signature process this week and let you know the progress.

2/26/26

Subject: Booking Roles Project Update #5.5 - Booking Roles Meeting

Just a reminder: if you haven’t yet scheduled your meeting with our team, please be sure to book a time. (For those who have already scheduled—thank you!)
If you need a time outside the available booking window, please email us with at least three possible time slots, and we’ll be happy to set it up for you.

2/19/26

Subject: Booking Roles Project Update #5 - Lucid Chart Exercise & Org Admin Next Steps

Booking Roles Implementation Wiki Now Live

A big thank‑you to Jessica for launching the Booking Roles Implementation Wiki. Like our approach during the Momentus transition, this wiki will serve as a centralized resource outlining project status, remaining tasks, key documentation, and all related communications. I recommend checking it out!

 Booking Roles Progress

While we wait for Momentus to review the proposed logic changes and respond to our scoping questions, our team has completed the preliminary groupings based on the Booking Roles Workbook. Below is an overview of what has been completed and what is needed from you next. Another excel file has been added to your folders containing a list of your current OSBs and their spaces pulled Friday, February 13^th. This is to help when referencing the Booking Role to OSB assignments. Additionally, you will see a new tab in your main workbook titled “Lucid Chart – BR.”

This tab includes:

• A guest link to your Booking Roles Exercise in Lucid

• Additional project information

• New key terms

• Helpful reference materials

If you experience any issues accessing the Lucid guest link, please reach out to our team.

Next, please use the scheduling link provided here to book time with our team to review your Lucid items. If your team has multiple Org Administrators, please have only one person schedule the meeting and add the others to the booking. The topics we plan to cover are outlined in the Lucid Chart – BR tab, and we are happy to address any questions you may have during your session.

Lastly, Momentus will continue to guide us to ensure we are approaching this project in the most effective way. As we collaborate with them, there may be instances where adjustments are needed—whether related to space classes, booking role assignments, or process alignment. Should any changes arise, we will communicate updates promptly.

2/10/26

Subject: Booking Roles Project Update #4 - Momentus Scope & CES/Org Admin Next

Thank you all for completing your workbooks! As of today, February 10, 2026, logic changes for Automatic Assignments maintained via API are officially locked. No additional requests will be included in the initial scoping document we will send to Momentus tomorrow. We will continue to work with the departments that are still finalizing information based on our follow‑up questions—those updates will be included in the scope, so no worries there. Once the scope is finalized, we will share it with you.

We’ve also begun organizing your Access Charts in preparation for the Lucidchart Grouping Exercise. At this stage, any changes made to access values (Y/N) will not be reflected in the first iteration. If departments need to update access or add spaces, you may still make those edits in your workbook; just note that they won’t be incorporated until after our initial review meeting, when revisions reopen.

When updating your Access Chart:

• Please update the existing file in your SharePoint folder rather than uploading a new one.

• For changes to spaces or access, use the tab labeled ACRONYM (ORG NO). This is your original file, and we recommend keeping it for your records even after the project is complete.

• When you make updates, please note the date and include a brief description of what changed. If you have questions, feel free to add them in the notes column or email our team.

Upcoming Project Steps (Estimated)

Dates are not yet final, but we will notify you ahead of any firm deadlines or adjustments.

• CSU logic adjustment/addition requests are now locked. Logic and scoping questions will be sent to Momentus on Wednesday, February 11, 2026.

• CES will begin creating preliminary Space Classes, Booking Roles, and OSB Assignments using the Access Charts. Once completed, CES will contact the CSUs to schedule a 45–60 minute review meeting.

  • During this review period, Access Chart revisions will reopen. Revisions may include changes to Y/N values or the addition of manually assigned account types (booking roles).

• After Momentus reviews and approves the scope, there will likely be a six‑week wait before a technical team is assigned to implement the logic changes.

  • During this time, CES will finalize the Space Classes, Booking Roles, and OSB Assignments and begin configuration within the Orgs once approved.

2/2/26

Subject: Booking Roles Project Update #3.5 - Access Chart Reminder

To help keep the project on track, this is a friendly reminder to please update your Access Chartin your SharePoint folder no later than today, February 2, 2026. When reviewing your chart, please ensure the following items are complete:

• Space list information is current. If any spaces have been retired or are not publicly bookable, please either note this clearly or remove them from the spreadsheet.

• Each column includes a Y or N value to indicate who is granted access and who is permitted.

• All Account Types are accurate and up to date. If you are renaming an account type or adding new ones (manual or automated), please document these changes directly in the spreadsheet so they are clear.

• Once you have finished and uploaded it to SharePoint, rename the _Update Needed to the date it was completed. This final step lets me know you are good to go, and it can be worked on.

If you have updates or requests, I recommend capturing them directly in the spreadsheet, so all information remains in one place.

2/2/26

Subject: Booking Roles Project Update #3 - CSU Next Steps: Space Classes, Booking Roles, & OSB Assignments

First off, a big thank‑you to everyone who updated their charts in SharePoint, as well as to the units who reached out to let me know they needed a bit more time—I appreciate the communication! I will follow up separately with any CSUs that still have outstanding information.

I will begin working on your charts today, and the information you provided will serve as the initial foundation for grouping the new space classes, roles, and OSBs. Once this step is completed for each CSU, we will follow up with another update for your review. In the meantime, please take a moment to review the information on Booking Roles in the Booking Roles Learning Path from the Learning Center. This short course covers the purpose of Booking Roles and Space Classes and includes a few guided activities to help build familiarity with the concepts.

As with the implementation, all project-related files will be stored in the Booking RolesSharePoint folder for the duration of the project. We will continue sharing updates via email using the subject line “Booking Roles Project Update #” to help keep communication organized and easy to locate. If you haven’t already, I would recommend creating a shortcut to get to the folder quickly.

1/29/26

Subject: Booking Roles Project Update #2 - Access Chart Update Reminder & Next Steps

Just a quick reminder to update your Access Chart spreadsheet by tomorrow, January 30. We’ll be using this file as the foundation for building out Space Classes and Booking Role Access for the remainder of the project.

When updating your file, please be sure to:

• Update Space Information: Some colleges have added or retired spaces in their OSBs. Please make sure your spreadsheet reflects any recent changes.

• Update Account Types: If you’d like to revise naming conventions or request additional account types (manual or automatic), please include those updates and indicate access using the “Y/N” column.

• Add any questions or notes related to the project or proposed changes.

You can also reference the Word document in your Booking Roles folder, which outlines the Momentus team’s current understanding of your organization.

Upcoming Logic Change for Non‑Affiliated Users

One major update we’re aiming to implement is a new approach to handling users who are not formally affiliated with your college. Currently, system logic prevents non-designated CSU-affiliated users from accessing the OSB.

The issue:
While this appropriately blocks ineligible users, it also unintentionally restricts users who shouldbe able to book—such as dual-degree students or student workers who need to reserve space on behalf of their departments. Manual account creation has proven inefficient and increases the risk of errors (e.g., typos in emails, EIDs, or names).

The proposed solution:
When a non-CSU-affiliated user is created in the system, they will automatically be assigned a generic UT Undergraduate, UT Graduate, or UT Austin account type. From there, you—or your designated power users—can assign the appropriate booking role.

As we continue through implementation, some processes may evolve. We’ll keep you updated, but please keep this in mind as we move forward.

General Overview and Next Steps

• Org Admins complete their review and updates to the Access Chart and provide feedback on the proposed project scope for their organization (due January 30).

• The Momentus Project Team will update the scope based on Org Admin feedback and provide an estimated project cost.

  • This estimate will be based on all information submitted by January 30.

  • Any subsequent scope changes that result in additional costs will be billed to the requesting CSU.

• The Momentus Project Team (consultant and technical team) will be formally assigned to the project—typically six weeks after the scope and estimated cost are approved.

• Target completion date for the Booking Roles Project:
  All configuration and testing are targeted to be completed by August 1, 2026.

1/16/26

Subject: Booking Roles Project Update #1 - CSU Acronym

Each Org Admin recieved an org-specific email. Below is a copy of the email template and links to the org-specific project folder are linked in the above section.

We are moving forward with the first step of the booking roles project! We require all colleges to update the file named ACRONYM_ Booking Roles Workbook_Update Needed  in  this project folder (links above) to ensure it is current (remember, our team has moved to SharePoint!). Please include the date it was last updated in the title of the excel sheet once you have completed it. 

The deadline for completion is January 30^th, 2026. In your folder, you will also see the Discovery Document Jeremy provided for you to review.

Please also note any changes in the excel file. These can be, but are not limited to:

• Change requests to existing logic

• Requesting the addition of manually managed or automated account types

• Current challenges experienced with existing logic (if any)

• Any other questions around booking roles, account types, etc.

7/10/25

Subject: Momentus Project Update 7/10/2025: Booking Roles Next Steps

Anticipated Project Next Steps (Subject to Change):

• With the completion of the calls, Jeremy will take all the information your units provided and create a summary/synopsis of items that will need to be addressed to the Momentus Technical Service team, as well as his suggestions on how we should create the BookingRoles and Space Classes. This could take between 30-45 days.

• During this time, colleges have been given some assignments to review their Access tables and to make any updates to the Accounts and the space access. If there is more information I need to gather from your team, I will send out an email request in the coming days. You can find the Workbook in Box (folder is Momentus Project – Booking Roles)

  • If you have certain account types that have spaces split up, try to denote those as well.

    • For example, if you have 6 spaces in a building and one group gets 3 and the other gets access to 3. 

  • Helping us understand the exact breakdown before we start building out the space classes will make it go smoother! 

• In addition to the Account updates, booking restrictions will now be able to be used as intended (hooray!). I will be working on the Special Calendar days (UT holidays and breaks), but if there are specific times or days of the week, as well as a min or max number of hours users can book at a time, log those restrictions in the workbook by creating an additional tab.

  • These can be used for scenarios like Departmental Conference Rooms inside a program office that only operate M-F 8-5, rather than what the OSB setting is for (like 7-10PM).

• Once we receive the scope from Jeremy, we will be able to estimate the amount of the time the project will take and will work with you all on the best time to roll this out.

We do not anticipate this to affect the public-experience experience aside from streamlining their access more effectively. There will be a minor workflow change in back-office, but training will be provided on how to manage the feature moving forward.

 Once your access charts are completed, please let me know. I plan on make you a visual to help create the booking roles, assign space classes, and assigning OSBs to Roles (if you are using that part). If you have a lucid account, give me a heads up, as I can share the diagram I have created. If not, I am more than happy to schedule working calls for it.

6/26/25

Subject: Momentus Project Update 6/26/2025: Booking Roles Discovery Calls

We have a consultant assigned and are ready to being the Booking Roles Discovery project. As a reminder, the discovery project is the 30 hours Momentus has offered free of charge to meet with each department and deliver recommendations on how best to set up Booking Roles and modify the public-facing SSO. The actual configuration of Booking Roles will come later.

Step 1: To schedule your meeting, please fill out this Discovery Call Survey Form by Friday, June 27 (CCC and MSI, you are already scheduled, so you do not need to fill out this form). Only one survey will be accepted per department, so please make sure to collaborate with other attendees before the primary project contact submits. Once you receive confirmation from me about the time, please feel free to place a block on your calendar. Our Momentus consultant will be the one to send the official invitation.

 Step 2: Prepare for the discussions by reviewing the attached document that Momentus has provided. The consultant will review the questions included in the document during your discovery call. I have also created a new folder in our shared box files named Momentus Project – Booking Roles that will house all information related to this project as we proceed. Please review and update the excel file Department Acronym_Booking Roles Workbook_UpdateNeeded located in that project folder before your meeting with Momentus, as I believe it will help with the conversation.

 If you are unable to review the access charts before the call, please make sure they are up to date before we begin the configurations officially. As we continue through this project, I would greatly appreciate if you could document the changes and date them so we can keep track and make sure we are always using the correct information. Please keep all the information in the excel!

Finally, this project will take some time and won’t be like our implementation. These Discovery calls are intended for Jeremy, our consultant, to provide feedback on how we should approach the Booking Roles configuration, which will be a separate project, and how to ensure the result aligns with each department’s needs and is easier to maintain as we grow.