Step 1: Try if the provided logins work

It might sound logical, but the first step is always to check if you can log into the Workplace Management (Axxerion) and the Workplace Experience (Cobundu) environment. Do this as soon as you receive the login even when you were not yet planning to start the implementation! This gives our support department time to fix the issue for you.

Step 2: Initializing the environment

Initializing the environment is slightly different when also setting up a WPM-WPE integration. Please carefully read this articles before initializing the environment.

1. For details on the initialization wizard, see article: Initialize the environment.

   1. Fill in the ‘Your email address’ and server ‘field’.

   2. Add additional admins if required

2. Finish the wizard step as you would in any other environment

3. Press ‘Start’

4. The following three imports are mandatory, but need to be done via the ‘Workplace Experience: Reservation’ Solution-Based Rollout'Module activation. You need to skip all imports for now. If you already do the import at this stage via the initialization wizard, some important settings will be missing, resulting in manual work that needs to be done afterwards.

   1. FMB-F-021 Import properties. Mandatory hierarchy is applicable (described in the the Mandatory hierarchy section of Workplace Experience: Reservations SBRmodule activation SBR article).

      1. Even if your client only has one property you can use the import to make sure all the correct settings are done. Using the import is not mandatory, when you’re more experienced, manually adding one property might be faster than using the import.

   2. FMB-F-022 Import areas. Mandatory hierarchy is applicable (described in the the Mandatory hierarchy section of Workplace Experience: Reservations SBRmodule activation SBR article).

   3. FMB-F-002 Import own employees

      1. You can skip this import if 1) you want to manually create the users, 2) and automated ftp import will be setup, or 3) SSO will be setup.

5. Finish the wizard as usual. Don’t forget the fill in the email setting tab!

What if the environment is already initialized?

It is possible that a client is already using Workplace, but not yet Workplace Experience and our Workplace App for which the integration is setup.

In which case users, properties and areas will already be present in the environment.

• These will then need to be manually added to the External App. This is explained in the Step “Configuration of the external app“ later in this article.

• Also, you need to check of the property and area hierarchy is correct, the mandatory property and area hierarchy is described in the following Solution-Based rollout Module activation article: Workplace Experience: Reservations SBRmodule activation.

Step 3: checks before running the

Module activation

Check if a trust relation has been set up

1. Press ‘Client settings’ on your startBoard;

2. ‘Authentication’ tab;

3. Scroll to the bottom of the page and press the ‘Trust relation’ tab;

4. If no trust relation is available contact Spacewell Support.

Check if the access rules have been set up

1. Press ‘Client settings’ on your startBoard;

2. ‘Authentication’ tab;

3. Scroll to the bottom of the page and press the ‘Access rules’ tab;

4. The access rules should correspond exactly to what you see in the screenshot below. If you see a difference:, please contact Spacewell Support.

Check if the external app has been set up

1. Press ‘Client settings’ on your startBoard;

2. ‘External apps’ tab;

3. Scroll to the bottom of the page and press the ‘External apps’ tab;

4. An External app should of the category “Workplace Experience“ should be visible. If you do not see an external app with this category; please contact Spacewell Support.

Step 4: run the Workplace Experience: Reservations

module activation

In this step you will run the SBR for Workplace Experience: reservations: Workplace Experience: Reservations SBRmodule activation.

• Make sure to apply the mandatory hierarchy when creating Properties and Areas. The conditions for this are explained in the Workplace Experience: Reservations SBRmodule activation article.

• After finishing the SBR: read the information below and check if the “Reference Workplace Experience tenant” is set below and continue with the next step.

New button are now available on your startBoard

After running the SBR, the module setting ‘Use Workplace Experience’ is automatically set to Yes and a new Button bar will become available on the startBoard of the System administrator. On this button bar several options are visible.

In step 10 of this article these new buttons are explained.

Check if the “Reference Workplace Experience tenant” is set

This field was set in when running the Workplace Experience: Reservations SBR. The “Reference Workplace Experience tenant” field is used for the ‘User export’ functionality/ button. This export is used when you manually export users and import this data into Cobundu Studio.

1. Press ‘Module settings’ on your startBoard;

2. Open the ‘Workplace Experience’ tab;

3. The field “Reference Workplace Experience tenant” should be filled in. Hover over the field for additional information.

Step 5: Configuration of the External App

An external app is used to configure and monitor the connection to an external system. An external app can concern multiple objects (such as properties, areas, system users), and can define which objects are exposed to the external system.

When configuring the Extern App, you actually determining what Workplace Management objects are available in Workplace Experience.

Check cache configuration (only needed once)

The Cache configuration is used to periodically cache certain data for Workplace Experience. But this cache configuration needs to be enabled. If the cache configuration is not enabled, the data needs to be fetched every time a touchpoint does a request. This will result in performance issues.

1. Press the ‘External App’ button on your startBoard

2. Open the external app configuration by pressing the reference

3. Cache configuration tab: check if the cache configuration is enabled (Active = yes)

   1. if ‘active = no’ > open the cache configuration > press 'Enable'

Manage what properties are exported to Cobundu Studio

1. Press the ‘External App’ button on your startBoard

2. Open the external app configuration by pressing the reference

3. Property tab: check if all properties, that should be visible in Cobundu Studio, are shown here

   1. If not, use the ‘assign’ button to add properties

   2. To unlink a property: select the line by ticking the box > press 'selection > delete selected objects

4. Areas tab: check if all properties, that should be visible in Cobundu Studio, are shown here

   1. If not, use the ‘assign’ button to add areas

   2. To unlink an area: select the line by ticking the box > press 'selection > delete selected objects

I don't want properties, areas, and users to be automatically added to the External App

By default, the moment they are created, properties, areas, and users are added to the external App. This is the default setting you have probably applied in the Solution-Based Rollout Module activation for Workplace Experience: reservations. To change this setting navigate to: press the ‘Module settings’ button on your startBoard > “Workplace Experience” tab.

Step 6: Linking regimes

Rules to keep in mind:

• Linking a regime is optional. If no regime is created reservations can be made 24/7.

• Do not add a regime without availability. Make sure always at least one availability is added. See left screenshot.

• Wen you want to use the option for ‘Multi day booking’ in the Workplace App you cannot have a regime. A regime will block multi day bookings.

• It is optional to configure a deviating regime for a property or a specific area.

  • Note: when the tenant has properties in countries that are in different timezones you MUST use regimes, because the regime allows you to set a timezone that differs from the timezone that you set in the client settings.

Read all about creating an linking regimes in the following article: Creating and linking regimes .

Step 7: Reservation settings

General reservation setting

The general reservation settings are applicable for Workplace Experience reservations. To open these setting: on your startBoard press ‘Module settings' > 'Reservations’ tab.

Often used general settings for optimal user experience

Setting per area (meeting room, workplace, etc.)

Each area has specific setting. To open these setting: open a Property > ‘Areas’ tab > open an area > ‘Reservation settings’ tab. Note: you can only change/ view the reservation setting when ‘Reservable = yes’ on the General tab of the area.

• It is customary to set “Reserve in advance” to ‘-1 hour’. This allows for making a reservation in the past. E.g. you’re creating a workplace reservation at 08h15 and the reservation starts at 08h00.

Step 8: Upload photos of areas/ workplaces

Any time after the areas have been imported you can add photo’s of the area. These photos are used when making a room or workplace booking. These photos are used in both the backend as well as in the Workplace App. To add a photo to a workplace, meeting room, parking, etc. follow these steps

• In the navigationMenu press ‘Properties’ > Properties

• Now open a property

• Press the ‘Areas’ tab

• Open an area

• Now press the ‘…' behind the “Photo’ field to upload a photo OR drag- and drop the photo in this field

Link photo to the same areas using the ‘Area photo overview’ report

It is also possible to link one photo to multiple area/ workplaces (we even recommend this). Read this article to learn this: https://spacewell.atlassian.net/wiki/spaces/KB/pages/88735749/Axx-Cob+integration+WPE+dashboard+in+WPM#Area-photo-overview .

Step 9: Automated periodical user import or setup SSO

Creating users via an automated ftp import

It is possible to import users based on a csv-file that is periodically imported from a ftp site. Unfortunately, this is currently still a custom functionality, Please contact your Spacewell Partner Support for additional information and help in setting this up.

Set up SSO for Workplace

It is possible to create users based on information retrieved from the clients SSO system. This way of managing users is becoming more and more the standard. Unfortunately, this is currently still a custom functionality, Please contact your Spacewell Partner Support for additional information and help in setting this up. A seperate SSO needs to be configured for Workplace Management and for Workplace Experience + Analytics.

Step 10: Good to know

Useful buttons on your startBoard after finishing the WPM-WPE integration on the WPM side.

After running the SBR for Workplace Experience: reservations, the module setting ‘Use Workplace Experience’ is automatically set to Yes and a new Button bar will become available on the Startboard of the System administrator. Within this Button bar several options are visible. These are described below. For more details please read: Workplace Experience dashboard in WPM .

• 

  Information: general information on the integration.

• Report: overview of the webservice reports used by for the integration.

• User export: this export can be used to export Workplace Management users and import them directly in Cobundu Studio.

• External apps: quick link to the External App configuration.

• Analytics: This dashboard van be used to debug the integration setup and show client customization on the integration reports.

• QR Codes Areas: Overview and the option to view and print QR codes of areas/ workplaces.

• Area photo overview: Easiest way to upload/ link photos to multi areas in bulk.

Don't forget this about users

After the users are created in Workplace Management there is one bit of information you need to remember when mapping the users with user in Cobundu Studio.

• The field “Axxerion ID“ in Cobundu Studio should contain the Workplace Management username. You can find the username as follows: open user > field ‘username’.

Next step: continue with the setup of Workplace Management

You've now finished the integration on the Workplace management side. The next step is setup the integration on the Workplace Experience side (setting up Cobundu Studio, device control, hardware, etc).

• When the Workplace App will be used by the client, initializing the environment deviates from the normal way you would set up an environment.

• Make sure you stick to the mandatory hierarchy for properties and areas to prevent having to do a lot of rework.