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Learning Objectives

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

  • Cancel / Adjust Manage all (recurring) reservations

  • Know Learn what reservable objects are

  • Use the Reservation CalendarView 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. You can use one of the four options explained below:

  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 release option (see screenshot)

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Info

It`s also possible to limit the number of reservations of a “Workplace” per period. For example an end user can only reserve one workplace per day. An administrator can change this setting.

Cancel/Adjust Reservations
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titleCancel/Adjust Reservations
Options to search for reservations

Options to search for reservations

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

  • the Reservations function

  • the Reservation Calendar.

In both, you can search for the reservations you want to modify

  • The Reservations menu option, that shows a list

  • The Reservation Calendar menu option, that returns a graphical view of the reservations

  • The Reservations dashboard menu option. See separate section in this article.

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Searching

by using

via the menu option “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.

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Searching

by

using the “Reservation Calendar”

You can see the created reservations on the different time slots in the calendar. By doubleThe initial view of the calendar is always the day-view. The options you have to change the view are explained in t

Info

Double-clicking on

it, you open the reservation.Image Removed

Modifying/Cancelling the

a reservation to open it.

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titleModifying or cancelling a reservation

Modifying or cancelling a reservation

After opening the reservation, you will be able to modify the details of the reservation (by clicking the ‘Change’ button). 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 details

Reservation

Calendar

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 It is also possible to filter on a partial specific 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.

Colors of a reservation

The status of a reservation determines the color of the reservation in the calendar.

  • Light yellow: Reservation that has not yet been submitted (status ‘Draft’)

  • Orange: Reservation that is submitted, but not yet approved (status ‘Requested’ or ‘Change’)

  • Green:  Approved reservation

Also:

  • Cancelled reservation are hidden in the calendar

  • A small red line indicates that catering is added to the reservation (see screenshot)

    • Note: no line is available to identify other reservable items such as visitors and equipment.

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titleRecurring Reservations

Recurring

Reservations

reservations

Search for these via the menuoption ‘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 barUse the standard of advanced search functionality to find them.

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 Changing a recurring reservation

The instructions for changing recurring reservations are found in the end user article on Reservations (incl. recurring). Again with the addition that you, as a key user, can also change other peoples recurring reservations.

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.

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  1. Optionally select an object type and click ‘Search’.

  2. You will see a list of the reservable, open an object to edit one.

  3. You can change the settings of a reservable object. Hover over the options with your mouse, to view the help text that explains what that option does.

  4. After making a change, press “Save and return” to save your changes.

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titleReservable objects

Reservable objects

Info

  • ‘Reservable objects’ are all areas, assets, and catalog items that can be added to a reservation.

  • Catering items are found under Object type ‘Catalog Item’.

To open and change settings on a reservable object

  1. Use the menu option “Reservable objects” in the menu under “Reservations”.

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

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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

Note

Only objects with setting ‘' Reservable = yes' are found in the reservable objects menu option. When you open a reservable items and change this setting to 'no’ it can no longer be found via this menu option.

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Manually creating new reservable objects

The method for creating a reservable object is the same for all object types. To make an asset, area, or catalog item (no longer) reservable follow these steps:

  1. Find the item via the menuoption:

    1. ASSETS: Assets > Asset >search

    2. PROPERTIES: Properties > Properties > open property > ‘Areas’ tab

    3. CATALOG ITEMS: Assets > Catalog > use keyword search to find your catering item, or use Advanced search > “Category = Reservable items” > OK.
      Note: only catalog items with category ‘Reservable items’ can be made reservable.

  2. After you’ve opened the item > set ‘Reservable = yes’

  3. The tab ‘Reservation settings' now appears and the item is now reservable. You can open the tab and make additional settings if you like.

  4. You can now find the item you made reservable via the menu option: Reservations > reservable objects

Info

If you have large numbers of items that need to be created or that you want to make reservable, please contact you Spacewell consultant to discuss the possibility to import the items.

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titleReservations dashboard

Reservations dashboard

Assuming you have the required access rights, you have the menu option “Reservation dashboard”, when opening this, you’ll be presented with this overview page:

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Each button leads you to a overview page of the indicated topic:

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titleReservation Types

Reservation types

While creating a reservation one of the mandatory fields is “Type”. System administrators (not for key users!) are able to created new, and edit existing, reservation types under the menuoption: Reservations > Reservation types.

Instructions on adding new reservations types are found in the reservation implementation article Reservations SBR.

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Summary

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  • Key users can cancel/edit manage reservations for other users

  • There are multiple ways to create a new reservation, including the possibility drag a reservation in the calendar view.

  • The setting of a reservable object can be editedReservations types can be edit to suit the use situation/use case.

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