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Keep in mind: If you’re setting up a Workplace Management-Experience Integration, this module activation is step 4 in theWPM-WPE Workplace Experience integration: Setup guide. Finish up steps 1 to 3 before starting this activation. |
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1. Workplace Experience integration: Reservations module in general
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This module activation is about the integration of the Reservation module and relevant master data with Workplace Experience. For more information on the content of these modules, including detailed descriptions of some of the core components, see these articles in the Application Managers part:
Master data: Asset module (applicable based on the setting in the module activation down below)
Master data: Catalog items (applicable based on the setting in the module activation down below)
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*applicable based on the setting in the module activation.
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As a module activation
If the module activation is selected, it will only activate (if not active already) the reservation module.
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Settings to be determined
Setting | Description |
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Reference Workplace Experience tenant | Enter the Workplace Experience tenant reference. The reference can be found in Cobundu Studio as a prefix to the username. For example axxprod1.username. |
Properties to Workplace Experience | Add properties automatically (after create) to the External app or manage the properties in the External app manually. Objects linked to the External app can be used in Workplace Experience. |
Areas to Workplace Experience | Add areas automatically (after create) to the External app or manage the areas in the External app manually. Objects linked to the External app can be used in Workplace Experience. |
Users to Workplace Experience | Add system users automatically (after create) to the External app or manage the system users in the External app manually. Objects linked ot the External app can be used in Workplace Experience |
Reservation types:
At least one reservation type must be added before starting the module activation. Via the include, these reservation types can be added. Additional reservation types can always be added later on (via the navigation menu or the module settings for reservations). For more information on the reservation types, see the part on Reservation types in the Application Managers section of this module: Reservation module
After starting the module activation, the relevant imports become available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user groups and these can be assigned to user profiles via the User profile management dashboard, which can be found on the admin`s startboard. For more details, see further down (User groups and profile suggestions).
Workflow Emails
The emails that are automatically sent via the workflow (E.g., the confirmation email to the requestor or a new reservation when a new reservation is created) are also generated and shown in the include on the module activation after this is started. It is possible to delete some or all of these emails if some or all of these emails should not be used. For more information on workflow emails:
For a detailed description of the emails sent via the workflow, see: Reservation module in the 'Application Managers' section.
4.3 Data imports
When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).
Relevant data imports become available in the module activation after it has been started. Default data imports can also be found on the admins' startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
Available data imports for reservation as a module
If reservations are activated as a module, the following default import connectors become available:
Reference | Name | Description |
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FMB-F-024 | Import catering items | This import can be used to import the catalog items that should be reservable (e.g lunch, coffee, etc). Importing catalog items via this import will automatically put these items in the “Reservable items' category of catalog items and will set every item to ‘reservable’ is true. |
FMB-F-041 | Import reservation-settings area* | This import should be used if the areas are already available in the system and (some of those) area should also be reservable. This import is used to set the reservable specific settings for the relevant areas (e.g. to set the restrictions like reserve in advance until period). |
FMB-F-042 | Import reservation-settings assets* | This import should be used if the assets are already available in the system and (some of those) assets should also be reservable. This import is used to set the reservable specific settings for the relevant assets (e.g. to set the restrictions like reserve in advance until period). |
FMB-F-043 | Import reservations-settings catalogitem | This import should be used after the 'Import catering items' import, to set the reservable specific settings for the catalog items (e.g. to set the restrictions like reserve in advance until period). |
FMB-F-083 | Import costcenters | Only relevant if the customer also want to use cost centers in reservations. Via this import, the cost centers can be imported. |
*Data imports from other modules are most likely also relevant regarding the master data that is used to reserve (E.g., Buildings, Areas and Assets). For more information, see Master data: Buildings and areas module activation and information and Master data: Assets module activation and information
4.4 User groups
When a module is activated, user groups can be assigned to user profiles. These user groups give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, user groups, users, and the user profile dashboard, see: Authorizing users
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant user groups.
4.5 Navigation menu and startboard options
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant navigation menu and startboard options in Workplace Management.
5. Additional reports
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional reports in Workplace Management.
6. Additional settings and options after enabling
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional settings and options after enabling in Workplace Management.
7. Additional information
No additional information currently
8. User manual
Since this module is about the integration of the Reservation module with Workplace Experience, see the reservations user manual with a more step-by-step explanation of the process itself: Reservation module for (end)users
9. Q&A
Waiting for questions to answer
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Workflow emails are automatically created. Meaning that we create the workflow emails that are send out when submitting/cancelling/closing Reservations. More on these emails in the next step.
Relevant imports are created, in the next step we will go over these imports.
You’re done with this step and can click the green ‘Start’ button to start the actions described above.
Step 3 Check data and close the module activation.
On the next page we can check all items that have been created. This also contains a checklist we can follow.
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For importing data we take you through the basics steps on how to import module activation data. More details on imports can be found in this article Imports.
The import file created in this SBR is the import for properties, areas and users. These can be set by opening the instance or via an import. To download the import template:
Navigate to the “Relevant imports” include.
Click Generate import template.
Click the download icon next to the loop to download the template.
Send files to the client.
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When importing properties and areas make sure to apply the mandatory hierarchy. If this is not done properly, this will result in issues when mapping areas and workplaces in Workplace Experience. |
Import files receives and approved
If relevant, check if Properties/Assets and Catering objects are imported successfully. When the properties and areas are already imported when Initializing the environment these boxed can be checked directly.
Click Upload import file and upload the import file obtained from the customer.
To see what workflow emails have been created we navigate to the Generated workflow emails include. We can take a closer look at the individual emails by clicking on the hyperlinks but for more info on workflow emails check /wiki/spaces/KB/pages/25034763.
Configure Workplace Experiencein Cobundu Studio. Continue the steps from WPM-WPE integration: setup guide
If everything is handled we can close the rollout by clicking the close button, Reservations will now be shown as a NavigationMenu option.
Mandatory hierarchy for properties and areas
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Main area
For every property that is created in WPM, a main area is created with the category ‘Main area’. Do not make any changed to the main area! All floors and areas that are created for this property will be placed hierarchically below this main area.
Location mapping
Below the requirements in WPM are explained. Instruction on how to set up “location mapping” in Cobundu Studio is explained in this article: Studio location mapping.
When importing or manually creating properties and areas in Axxerion please make sure to stick to the following rules regarding hierarchy. To create this hierarchy we’re using the technical Axxerion objects Property and Area combined with categories.
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Axxerion Location Category
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Hierarchy
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Cobundu Location Category
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Property of the category “Geographical area”
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Highest level
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Area
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Property of the category “Site”
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A site can be part of a Geographical area
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Site
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Property of the category “Property”
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A property can be part of a site
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Building
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Area of the category ‘Floor’
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When importing buildings and areas make sure to apply the mandatory hierarchy. If this is not done properly, this will result in issues when mapping areas and workplaces in Workplace Experience. |
Mandatory hierarchy for buildings and areas
Main area
For every building that is created in WPM, a main area is created with the category ‘Main area’. Do not make any changed to the main area! All floors and areas that are created for this building will be placed hierarchically below this main area.
Location mapping
Below the requirements in WPM are explained. Instruction on how to set up “location mapping” in Workplace Studio is explained in this article: Studio location mapping.
When importing or manually creating buildings and areas in Workplace Management please make sure to stick to the following rules regarding hierarchy. To create this hierarchy we’re using the building and area objects combined with area categories.
Axxerion Location Category | Hierarchy | Cobundu Location Category |
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Building of the category “Geographical area” | Highest level | Area |
Building of the category “Site” | A site can be part of a Geographical area | Site |
Building of the category “Building” | A property can be part of a site | Building |
Area of the category ‘Floor’ | A floor is part of a property | Floor |
Area of the category 'Meeting room' | A meeting room is part of a floor | Room |
Area of the category 'Area' | An area is part of a floor | Room |
Area of the category 'Workplace' | A workplace is part of an area | Workplace |
Area of the category 'Custom category’ 1 | A custom category is part of an area | Workplace / room / parking |
Area of the category ‘Parking’ | A parking is part of a floor | Parking |
1 When a custom Area category is created, 95% of the cases it will be on the same hierarchical level as workplaces, rooms or parkings. As an example of a custom area you could think of a concentration hubs or prayer room. For details on mapping custom categories, see this article Studio location mapping.
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A site could, for example, be a business park on which five properties are located.
The category Geographical area can for example be used as a parent for sites with in the same city or country.
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For additional insight please look at the two screenshots below in which the default Area categories in Workplace Management (Axxerion) are shown (left) and an example of the mapping you’ll be doing later in Cobundu (right).
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Where do I find the settings I selected
Settings per area can be found on the area. In the navigationMenu click ‘Properties’ > open the menuoption ‘Areas’ > open an area > click on the ‘Reservations’ tab. If the tab is not available set ‘Reservable = yes’ first on the general tab.
General property setting are found by clicking on the ‘Module settings’ button on your startBoard > ‘Masterdata’ tab.
General Workplace Experience integration setting are found by clicking on the ‘Module settings’ button on your startBoard > ‘Workplace Experience’ tab.
Additional options/settings
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| title | Check-in Settings |
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Check-in Settings
sites with in the same city or country.
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4.4 User groups
When a module is activated, user groups can be assigned to user profiles. These user groups give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, user groups, users, and the user profile dashboard, see: Authorizing users
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant user groups.
4.5 Navigation menu and startboard options
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant navigation menu and startboard options in Workplace Management.
5. Additional reports
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional reports in Workplace Management.
6. Additional settings and options after enabling
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional settings and options after enabling in Workplace Management.
7. Additional information
7.1 Check-in Settings
To optimize space utilization and reduce ghost bookings (without the use of sensors), you can use the check-in functionalityof sensors), you can use the check-in functionality. When enabled, a user must confirm a reservation via the Workplace App a few minutes before it takes place. It the check in is not done, the reservation will get canceled automatically.
To turn on the check-in functionality, follow the next steps:
Click on “Client Settings” in the menu.
Select the “Applications” tab.
Select the “External apps” tab in the include.
Open The Workplace Experience external app (via the workplace experience button bar on the administrator startboard)
Navigate to the “Category settings.
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include
You can change determine the “Check-in” settings per area category. To add a new setting, press the “New” button.
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After pressing the “New” button, you can create a new “Check-in” setting.
Choose which category for which property you want to set it upper area category and building combination the desired check-in settings.
Field | Description |
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Check-in required | This option determines if a check-in is required. Yes/No option. |
Scan to check-in | Is it possible to scan a QR to check in. Yes/No option. |
Check-in period (minutes) | The time you have in minutes to check-in before the start of the reservation. |
Grace period (minutes) | The time you have in minutes to check in after the beginning of the reservation. |
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| title | Group Booking |
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Group Booking
7.2 Group Bookings
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It is possible to create group bookings in Workplace Experience. The settings must be turned in “Device control” for Workplace Experience to have the option visible.
Also, check if the following setting is turned on in Workplace Management:
”Default reserve on behalf of someone else” is turned on in the settings of the Workplace Experience Module. You can find the setting by:
Clicking on “Admin” in the menu on the left
select “Module settings”
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It sometimes occurs that some users will not see the “Group Booking” toggle option. If that is the case, check their personal user settings in Workplace management and if the “reserve on behalf of someone” option is set to “Yes.” |
8. User manual
Since this module is about the integration of the Reservation module with Workplace Experience, see the reservations user manual with a more step-by-step explanation of the process itself: Reservation module for (end)users
9. Q&A
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