Difficulty: novice
Content
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Learning Objectives
After reading this article you will be able to:
Tell the difference between the regime of the environment and a property regime.
Create and link regimes
When a general regime is configured, this regime will be used in all applicable places and processes. An environment can have no or one general regime. If no regime is linked, no restrictions are applied.
It is optional to set deviating regimes for one or more properties. Reason for setting a deviating regime on a property could have to do with time zones, but also simply because a property has extended opening times.
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Configure the general regime for the environment
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Press the ‘Module settings’ button on your startBoard.
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Click on the Regime tab.
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Note that no regime is yet created. The regimes the tab will look like this.
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To create a regime
Click ‘Link general regime’;
Click ’Create regime';
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Choose a name.
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Set the Time zone.
If you leave this empty the time zone of the environment is used (client settings> Interface tab > field ‘Time zone’ ). We strongly recommend to always set a time zone.
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By default a workweek availability from 7Am to 6PM is created. You can find this in the ‘Availability’ tab.
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To add/change the availability, click add availability to configure the regime. You now have several options:
Leave the default availability as is;
Delete the default availability by selecting the availability > Selection > Delete selected objects
Add an availability for every day of the week, or select ‘work day’ in the ‘Day’ column if the opening hours are the same for all days.
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Press ‘Add non-available days’ to configure holidays.
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After configuring the regime click ‘Save and return’.
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You now return to the list with available regimes > select the regime you just created
Click ‘Ok’ > you will now return to the ‘Regimes’ tab of the module settings and will see that the regime is linked as the general regime
Remember: an environment can have no or one general regime. it is not possible to have more than one general regime.
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How to set a regime on a property
Some properties might have a deviating regime. For example: when dealing with properties in different time zones or simply when one property is open longer than the other properties. To set a regime on a property follow these steps:
Navigate to Properties in the navigation menu.
Click on Properties.
Open the property.
Open the Regimes tab (under the ‘Setup’ tab).
Press Assign regime.
Select the the regime you want to link. If the regime does not yet exist follow the steps to create a new regime and then link the regime.
Creating a new regime
Navigate to the ‘Regime’ tab of the property OR press the ‘Module settings’ button on your startBoard > ‘Regime’ tab.
Press the ‘Regime’ button.
When on the property regime tab, tress ‘Create regime’.
Press “add availability” to configure the regime.
Name: change the name of the regime if you want.
Time Zone: Set the specific time zone of the regime. If you leave this empty the time zone of the environment is used (Setup > Interface tab > field ‘Time zone’ ).
You now have two options:
Add an availability for every day of the week.
Select ‘work day’ in the ‘Day’ column if the opening hours are the same for all days.
Press ‘Add non-available days’ to configure holidays.
The regime is now finished, press ‘save and return’ > navigate back to the 'regimes tab of the property.
How to set a regime on an area/ workplace
Some areas might be reserve at deviating times compared to the fall back regime or even the property,. In this case a specific regime can be linked to the area/ workplace. The steps are the same as for linking a regime to a property.
Navigate to Properties in the navigation menu;
Click on Properties;
Open a property;
Open the ‘Areas’ tab;
Open the area/ workplace;
Navigate to the ‘Reservation settings’ tab;
Note: if the reservations tab is missing, the area is not reservable. To make the area reservable set ‘reservable = yes’.
Click on ‘Availability’
Press ‘Link regime’;
Summary
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Exercise
- Create a new regime
- Create a dummy property and link your regime to it
Search
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General
A regime in Workplace Management is an object, where available and non-available hours and days can be registered. Using regimes has multiple purposes:
Register the availability of a building for reserving areas (e.g. meeting rooms only reservable between 08:00 and 17:00)
Calculate the SLA times used in a request, based on the work hours (if a request needs to be handled within 8 work hours, the hours during unavailbility are not taken into account, when calculating the planned handle date).
Visualize the reservation calendar as desired (day view and available/unavailable hours)
Create and manage regimes
Regimes can be created via ‘Module settings' → ‘Master data’ → ‘Regimes’. Via the 'Manage regimes’ button all already exsting regimes can be found and new regimes can be added:
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When creating a new regime, a name and time zone can be specified. If the time zone is left empty, the time zone of the client environment is automatically used ('Client settings' → ‘Interface' tab → 'Time zone’ ). Via the ‘Add availability' button, the availability can be added. Select any day of the week (monday - sunday) to register the availability for that day, select ‘Workday’ (which applies to monday - friday) or select 'Weekend’ (saturday and sunday) and specify the from and until time the availability applies.
For example:
Available: Workday 08:00 - 17:00
Available: Saturday 09:00 - 12:00
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Via the ‘Add non-available date' button, specific dates can be added as unavailable days. The start date and time and the end date and time can be specified on what day(s) the object, where the regime is linked to is unavailable.
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Regimes are applied as follows for a reservable:
The reservable has a regime linked to it → the reservables linked regime applies
The reservable has no regime linked to it, but the property where the reservable is located has a regime linked to it → the property regime applies
The reservable and property do not have a regime linked to it → the general regime applies
Link regimes to objects
Via ‘Module settings' → ‘Master data’ → ‘Regimes’ → include 'General regime' a general regime can be linked. The general regime will by default be applied to all applicable places and processes. If no general regime is linked, by default no availability restrictions are applied.
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Next to the general regime, regimes can also be linked to Buildings and Reservables (Areas, Assets and Catering). If the building or reservable has a dedicated regime linked, then that regime applies. If no particular regime is linked to the building or reservable, then the general regime applies. Reasons for using different regimes can be that different buildings might have different work hours (opening hours) or catering items can only be reserved during lunch hours.
Linking a regime to a building can be done via the 'Details' tab → ‘Regime' tab → ‘Regime linked to object’ overview. Linking a regime to a reservable, can be done via the 'Reservation settings' tab → 'Linked regimes’ include.
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If regimes have been linked to specific objects, these can be found via the objects themselves or via a general overview via ‘Module settings' → ‘Master data’ → ‘Regimes’ →include 'Regimes linked to specific objects':
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