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Julie Isebaert

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Difficulty: novice

Content

Table of Contents
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Learning Objectives

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

  • Make a reservation on the Workplace app by scanning a QR code, or

There’s different ways of booking a Meeting Room, Workplace, or Parking space, depending on requirements: is the user in front of the location he wants to book? Or is he looking for the best fit to specific requirements?

When the user is in front of the location he wants to book

If the location bears a QR code linked to Workplace, a user can book this location in under 20 seconds:

  1. Open action item “Scan to Book Now”

  2. Scan the location QR code

  3. Select the end-time of the reservation (either by drag-and-drop on the timeline or by selecting a preset (1h, 2h, 4h or until end of the day)

  4. Optional : enter booking details like a subject or whom “Booking Details”: indicate who is reservation responsible

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When the user is looking for the best fit to his requirements

Step 1. Select the location you want to book

Location selection can have different starting points:

  • You can use the floorplan (either select Action button “View Floor Plan” or by using Floors card). Upon location selection, user is brought to Resource Detail Screen.

  • You can immediately go to Resource Detail Screen by selecting one of your favorite resources on the Home Screen.

  • You can use different Action buttons "Book a Meeting Room / Book a Workplace / Book a Parking space" on the home screen, to search on date/time, specific location or category etc

In each of the Action buttons “Book a … (resource)”, 3 tabs are shown:

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title1. ‘Book a Room’ / ‘Book a Workplace’ / 'Book a Parking” tab

This is the default tab.

User can search for the available rooms or desks by providing a date, time, location, number of attendees, category and capacity details for the meeting

  • Date: User can select the current or next day by toggling the Today / Tomorrow button. The date picker is displayed when user selects the date /selects “Other day”, which allows the user to change the date value.

    • Multi-day booking is supported in the app: create bookings which start on one date and end on another. Reservations can span multiple days without having to make separate reservations. The visualization of a multi-day booking is visible on other touchpoints (Kiosk, Room Display, Go) ; however, it can’t be edited from those touchpoints.

  • Time:

    • ‘Time’ picker is displayed when the user selects the time or selects “other time” button

    • Quick Timeslots can be defined per site.

  • Location: User can limit search to a specific floor

  • The user can increase the participants count using the slider to go up to ‘20+’

  • The categories will reflect all available resource categories.

  • Define who will be the Reservation Responsible. This person will see the reservation in their touchpoints “upcoming meetings”, will potentially receive messages about this reservation etc

  • User can limit search to a specific zone

When user taps on the ‘Proceed’ button the user is navigated to ‘Select Resource’ screen.

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title1.a. Select Resource Screen

After having entered the search criteria, when the user taps on the ‘Proceed’ button: the user is navigated to ‘Select Resource’ screen.

Header icons:

  • search for specific resource. Voice search is supported

  • filter options to filter on Resource Name (A-Z, Z-A), Capacity (Low-High, High-Low) or Favorite First

Workplace app repeats the search criteria that were entered in the previous screen

List view (default) or Floor plan view:

  • List view shows all resources that are a match with the given criteria (see chapter “Extra” on this page > “Search Recommendations” for more details). List view includes: resource name, picture, capacity, location. Upon time slot selection, user is brought to Resource Booking Screen.

    • “Recommended for your” will show the resources that are the best match to the given criteria:

      • Available rooms with at least 1 slot within the next 2 hours

      • Available rooms on the requested day

      • Available rooms on the requested floor

      • Available rooms that match the required capacity

    • “Other great options for you” will show resources that slightly differ from the given criteria, usually the rooms are a bit larger than the mentioned number of attendees

  • Floor plan view where all resources that are a match with the given criteria are highlighted. Selecting a location from the floor plan opens a small pop-up with a picture and meeting room name. Upon location selection, user is brought to Resource Booking Screen.

To find other resources, the user can either go back to the previous screen or scroll down to widen the search (eg add other floors to the search criteria).

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title2. ‘All Rooms’ / ‘All Workplaces’ / ‘All Parking’ tab

‘All Rooms’ / ‘All Workplaces’ / ‘All Parking’ tab

Upon first selection: User needs to select a floor if multiple floors are set up for the selected building. Number shows how many of this kind of resources are available on each floor.

  • if a floor has been selected in the past, it will be highlighted as “recent floor”

This tab provides a list view of all resources in that category. List view includes: resource name, picture, capacity, location, etc

Header icons:

  • search for specific resource. Voice search is supported

  • filter options to filter on Resource Name (A-Z, Z-A), Capacity (Low-High, High-Low) or Favorite First

Upon resource selection, user is brought to Resource Detail Screen.

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title3. ‘Floor Plan’ tab

‘Floor Plan’ tab opens the floor plan view. Upon location selection, user is brought to Resource Detail Screen.

(Step 2. Resource Detail Screen)

On Resource Detail Screen, select “Book this … (resource)”

As described above, in some cases, you’ll skip this step

Step 3. Resource Booking Screen

  • If you have not filled in search criteria in Step 1: Resource Booking Screen allows you to select date/time, enter number of of participants and meeting subject

  • If you’ve filled in search criteria in Step 1: Resource Booking Screen repeats the most important information on the reservation request (date/time, number of participants), and allows you to add extra information such as a meeting subject to the reservation.

Time zone deviation between the location time zone and device time zone will be indicated.

While creating a reservation, you can make a booking for someone else.

‪When a new responsible person is selected, this person becomes the actual organizer of the meeting, and this meeting will appear in his/her reservation agenda.

‪‪When booking on behalf of someone else, the reservation scope restrictions (locations, zones, departments) will be applied based on the selected reservation responsible.

‪There’s no restriction on who can booking on behalf of which other user.

Booking is created when user selects “Confirm Booking” button.

On the successful creation of booking, user is navigated to “Booking successful” screen.

Step 4. Booking successful screen

This screen is displayed when user creates a booking.

All the booking details are displayed as read-only.

“Book another” button goes back to Search with the same search details filled in.

“Return to Home” button allows the user to navigate to the Home screen.

Verify Reservations

There are different ways to verify the Reservations for either the logged in user, or any resource:

  • On the Home screen “Ongoing Events” & “Upcoming Events” cards show upcoming reservations for the logged in user.

  • In Resource Detail Screen, timeline tab, the reservations for the selected resource are shown.

Expand
titleReservations Detail Screen

Select any Reservation to see Reservation details (date/time) and take action:

  • Edit booking details : User is navigated to ‘Edit booking’ screen where user can edit the meeting details

  • Cancel booking : User can cancel the meeting

  • icon “View on floor plan”: User is navigated to ‘Floor plan’ screen and meeting room/workplace/parking space is highlighted on the plan

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