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Learning Objectives

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Reservations

A reservable area, workplace, asset, or room can be reserved by using the reservations functionality in Workplace Management. You also can add equipment, catering and visitors if needed.

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titleCancel/Adjust Reservations

Cancel/Adjust Reservations

As a Reservation Coordinator, you can cancel and adjust all created reservations in the system. You can open the reservations using the Reservations function or the Reservation Calendar. In both, you can search for the reservations you want to modify.

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Searching by using “Reservations.”

Enter a query to search for a reservation or leave it empty (it will show all reservations). Press the “Search” button to start the search.

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Searching by using the “Reservation Calendar.”

You can see the created reservations on the different timeslots in the calendar. By double-clicking on it, you open the reservation.

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Modifying the reservation

After opening the reservation, you will be able to modify the details of the reservation. For example add catering to it or change the period of the reservation.

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titleReservable objects

Reservable objects

You can modify different options of a reservable object.

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Capacity

 

The number of people that a room/area can accommodate

 

Catering Allowed

 

If catering is possible

Approval Required

 

Add approval for reserving an object, such as booking a car or boardroom.

Default Seating Arrangement

 

Select the default seating arrangement.

Show in Shortlist

 

Show this item in the shortlist.

Availability

 

Specify availability, for example, standard working hours.

Block date

 

Block dates when you not can reserve the item, for example, if maintenance is scheduled for a room

Seating Arrangements

 

You can add different seating arrangements like classroom, theatre, conference, and u-shape

Setup

 

The time that is needed to set up the room before a reservation. This time will be blocked before the start time of a reservation.

Tidy up

 

The time that is required to tidy up the room after a reservation. This time will be blocked after the end time of a reservation.

Reserve in advance from / Reserve in advance until

 

It`s possible to create timeslots for reserving an object, for example, from 3 weeks to three days before the start time.

Description

 

A description of the reservable object.

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titleReservation Calendar

Reservation Calendar

In the reservation calendar, you have an overview of the created reservations on the date and time of the different reservable objects. You can modify your view to see the reservations for one specific property or change from a daily, weekly, or monthly overview.  It`s also possible to filter on a partial text or name.

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titleRecurring Reservations

Recurring Reservations

In this module, you will find all created recurring reservations in the systems and can modify/cancel them.  You can find them in the list or search for them using the search bar.

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Summary

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Exercise

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