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Difficulty: starter

Content

Table of Contents
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Learning Objectives

After reading this article, you’ll be able to:

  • Cancel / Adjust reservations

  • Know what reservable objects are

  • Use the Reservation Calendar

  • View and edit recurring reservations

  • Create and use different reservation types

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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titleCreate new reservation

Create new reservation

As key user you have multiple options to create a new reservation

  1. Click the ‘Reservation+’ button on your startBoard. The same instructions apply as for regular users with the addition that you can change the ‘Requestor’ field which enables you to create a reservation for someone else.

  2. Menuoption ‘Reservations’ > ‘Reservations’ > click the button ‘Create new reservation’

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  3. Menuoption ‘Reservations’ > ‘Reservation calendar’ > click the '+' symbol on the top right on your screen

  4. Menuoption ‘Reservations’ > ‘Reservation calendar’ > use drag and drop (see screenshot)

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titleCancel/Adjust Reservations

Cancel/Adjust reservations

As a Reservation Coordinator, you can view and make changes to all reservations in the system. You can open the reservations using:

  • the Reservations menuoption, that show a list , or;

  • the Reservation Calendar menuoption, that returns a graphical view of the reservations.

Searching

by using

via the menuoption “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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You can also use the advanced search option as well.

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Searching

by

using the “Reservation Calendar”

Info

Double-clicking on a reservation to open it.

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

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The initial view of the calender is always the day-view. The options you have to change the view are:

Use the date picker

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Show ‘Today’ and switch back to day-view (if you are in week/ month view)

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One day back/ forward

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Switch to week/ month view

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Modifying/Cancelling the reservation

After opening the reservation, you will be able to modify the details of the reservation. For detail on modifying reservations see the end user article on reservations: Reservations (incl. recurring) .

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titleReservable objects

Reservable objects

To navigate to the reservable objects: use the option “Reservable objects” in the menu under “Reservations” and press search. You will see a list of the reservable, open an object to edit one.

You can modify the different options of a reservable object. After making any changes, press “Save and return” to save your changes.

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, theater, 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 time slots 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.

If you click on a reservation it will open it and you will be able to edit the details. Another way to create a reservation is to select a time slot in the row of the area you want to reserve. (See screenshot below:the red box is the selected time slot, a reservation will be created for that period.) This is also possible in the weekly and monthly view. But beware of the the selected period if you use this other than on the daily view , you can adjust it the time period in the reservation creation view.

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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.

After making the necessary changes, press the button “Change selected reservations” (Marked green in the screenshot below), to cancel press the button “Cancel selected reservations.” (Marked red in the screenshot below). See the article for end-users to see in detail how to change a recurring reservation.

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titleReservation Types

Reservation types

While creating a reservation one of the mandatory fields is “Type”. As a key-user you can created different reservation types. You can find this in the menu under “Reservations”.

  1. Press “Add” to create a new reservation type.

2. It will open a new screen with the fields explained in the table below and two buttons “Back” and
“Save and return” on the bottom.

Field name

Description

Name

Name of the reservation type

Subject reservation (set automatically)

Set automatically subject when choosing this reservation type

Reserve Areas

Yes/No, option to reserve an area

Reserve assets Assets folder

Yes/No, option to reserve an asset and from which asset folder

Reserve catering

Yes/No, option to reserve catering

Register visitors

Yes/No, option to register visitors

Hide persons field

Hide/Show persons field (number)

Hide property field

Hide/Show property field

Show cost center

Hide/Show cost center

Extra information for requestor

Field to enter extra information

For example if you want that users can reserve a bike, than it is not necessary that they have the option to reserve an area, catering or register visitors. (See screenshot below). This way you create reservation type with only the options needed.

Summary

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  • Key users can cancel/edit reservations for other users

  • The setting of a reservable object can be edited

  • Reservations types can be edit to suit the use situation/use case.

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