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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 with the credentials provided. Do this as soon as you receive the login credentials even when you were not yet planning to start the implementation! This gives our support department time to fix the any potential issue for you.
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Contact Spacewell Support as soon as possible if you’re having trouble logging in, or when you see a blocking error upon logging in. Make sure to add a screenshot of the error when contacting Spacewell Support. |
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.
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Own employees (= users) are should not yet be imported via the initialization wizard. Instead, this data is should be imported via after starting the module Activation“Workplace Experience: Reservations”. Reason for this is that the setting to automatically add new user to the External App is set in the process of running the module Activation for Workplace Experience: Reservations. Any users created before that are not automatically added and need to be added manually |
For details on the initialization wizard, see article:
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Initial configuration of the environment
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Add additional admins if required
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Finish the wizard step as you would in any other environment
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The following three imports are mandatory, but need to be done via the ‘Workplace Experience: Reservation’ 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.
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Mandatory hierarchy is applicable (described in the the Mandatory hierarchy section of Workplace Experience integration: Reservations module activation and information SBR article).
Even if your client only has one building 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 building might be faster than using the import.
FMB-F-022 Import areas. Mandatory hierarchy is applicable (described in the the Mandatory hierarchy section of Workplace Experience integration: Reservations module activation and information SBR article).
FMB-F-002 Import own employees
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
.Finish the wizard as usual. Don’t forget the fill in the email setting tab!
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As you know you can also leave the wizard open as long as you like. By now the 'module Activation” button has also appeared on your startBoard. |
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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 building and area hierarchy is correct, the mandatory building and area hierarchy is described in the following Module activation article: Workplace Experience integration: Reservations module activation and information.
Step 3: checks before running the Workplace Experience integration Module activation
Check if a trust relation has been set up
Press ‘Client settings’ on your startBoard;
‘Authentication’ tab;
Scroll to the bottom of the page and press the ‘Trust relation’ tab;
If no trust relation is available contact Spacewell Support.
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Check if the access rules have been set up
Press ‘Client settings’ on your startBoard;
‘Authentication’ tab;
Scroll to the bottom of the page and press the ‘Access rules’ tab;
The access rules should correspond exactly to what you see in the screenshot below. If you see a difference:, please contact Spacewell Support.
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Check if the external app has been set up
Press ‘Client settings’ on your startBoard;
‘External apps’ tab;
Scroll to the bottom of the page and press the ‘External apps’ tab;
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.
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Info
Step 4: run the Workplace Experience: Reservations module activation
In this step you will run activate the SBR module for Workplace Experience integration: reservations: Workplace Experience integration: Reservations module activation and information.
Make sure to apply the mandatory hierarchy when creating building and areas. The conditions for this are explained in the Workplace Experience integration: Reservations module activation and information 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 activating the SBRmodule, 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.
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Press ‘Module settings’ on your startBoard;
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Open the ‘Workplace Experience’ tab;
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Step 5: Configuration of the External App
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Manage what buildings are exported to Cobundu Studio
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Press the ‘External App’ button on your startBoard
Open the external app configuration by pressing the reference
Building tab: check if all buildings, that should be visible in Cobundu Studio, are shown here
If not, use the ‘assign’ button to add buildings
To unlink a building: select the line by ticking the box > press 'selection > delete selected objects
Areas tab: check if all buildings, that should be visible in Cobundu Studio, are shown here
If not, use the ‘assign’ button to add areas
To unlink an area: select the line by ticking the box > press 'selection > delete selected objects
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Linking floor plans to areas and workplacesCreating and linking floor plans is not part of the WPM-WPE integration. This is done in Cobundu Studio and is explained in those articles. |
[Optional] 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 building or a specific area.
Note: when the tenant has buildings 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 For all information about creating an linking regimes in the following article: Managing regimes .
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Step 7: Reservation settings
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Often used general settings for optimal user experience
Setting | Explanation |
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Cancel by requestor X hours before start | How many hours before the start of the reservation, the applicant may still cancel the reservation. Tip: when set to a negative number (e.g. -8), the reservation can still be cancelled even when it had already started. Setting a negative number is |
Cancel by coordinator X hours before start
How many hours before the start of the reservation, the reservation coordinator may still cancel the reservation.
Tip: when set to a negative number (e.g. -8), the reservation can still be cancelled even when it had already started. Setting a negative number is recommed.
Conflicting reservations
When set to ‘yes’, double booking are allowed. So a room or workplace can be booked by a second user, even if it is alrady booked. Typically, the desired setting is ‘No’.
Setting per area (meeting room, workplace, etc.)
Each area has specific setting. To open these setting: open a building> ‘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.
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recommend. | |
Reserve in past until | It is advised to set “Reserve in past until” to ‘2 hours’. This allows for making a reservation just in the past. E.g. you’re creating a workplace reservation at |
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08:15 and the reservation starts at |
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08:00. Without this setting, an error would be given when submitting the reservation |
Step 8: Upload photos of areas/ workplaces
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The field “Axxerion ID“ in Cobundu Studio should contain the Workplace Management username. You can find the username as follows: open user > field ‘username’.
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Next step: continue with the setup of Workplace Experience
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