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Bobby van ter Beek

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Content

Table of Contents
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Learning Objectives

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

  • Tell the difference between ….

  • Create you own …

  • Import xxxCreate a reservation.

  • Add items to your reservation.

  • Look up your (recurring) reservations and adjust them.

  • Create a recurring reservation.

Reservations

A reservable area, workplace, asset, or room can be reserved by using the reservations functionality in Workplace Management.

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Overview reservations

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titleHow to make a reservation?

How to make a reservation?

Create a reservation

You can make a reservation by

using the following

clicking on the ‘Reservation+’ button on your startBoard.

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In this example, we will make a reservation for a meeting of 5 people. We fill in the subject (Demo Meeting), the property (Spacewell Arnhem), the time we need the reservation, and for how many persons. Press the button “Show availability.”

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You will be shown all the possible options for your request at the bottom of the screen. Select one and press the button “Next step.”

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You can check if everything is correct on this screen and add remarks. Press the “Confirm reservation” button to finalize the reservation.

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  1. To create a reservation fill in the fields. The fields with an asterisk (*) are mandatory.
    - Requestor: For whom is the reservation? Your own name is filled in here. Key users can also create reservation on behalf of some one else. Fill in the name of that person here.
    - Type: the type determined the options available when making a reservation. For example, some types might not allow catering to be added to the reservation, where other types can only be used to reserve a company car. The details of the types are determined by the system administrator
    - Subject: subject of the meeting
    - Property: in what property does the reservation take place. This setting acts as a filter for the items (areas, equipment, etc.) that can be added to the reservation
    - From/ Until: start - and end time of the reservation
    - Persons: how many people will attent the meeting
    - Arrangement: choose a seating arrangement. This field acts as a filter for the areas that can be added to the reservation. You can leave this field empty if the seating arrangement does not matter or if you simply want to see all available areas

  2. Now press the button “Show availability”

  3. Depending on the input so far (type, property, etc.), the list of items that can be added to the reservation is shown/ updated

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  4. In the tabs on the bottom of the page, select the items (e.g. areas, catering, and visitors) you want to add to the reservation by clicking on the checkbox. Adding items to an reservation is explained in detail in the next section of this article.

  5. Click on the button “Next step”

  6. On this screen you can check if everything is correct. Several quick access options are available to change the reservation, e.g.:

    1. Add remarks

    2. Delete areas

    3. Duplicate catering items (for example to add ‘coffee’ a second time)

    4. Add/ delete visitor

  7. Click on ‘Previous step’ if you want to change the reservation, or press the “Confirm reservation” button to finalize the reservation.

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titleAdd items to a reservation

Add items to a reservation

When you create a new reservation, you have different tabs for adding items to your reservation.

Available areas

On this tab you can select the desired room for your meeting. You will see a list of areas depending on your meeting settings (property, persons, and seating arrangement) and the room availability on the required time.

Info

Tip: you can change the settings on the reservation (for example the number of persons) and click 'Show availability' again to update the available items.

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Available equipment

In this section you can add equipment to your meeting. For example a beamer.

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Catering

If needed you can add catering items to the meeting. For example you can add coffee, lunch and bitterballen to the reservation.

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Visitors

Below an example of the “visitor” tab.

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If there (external) visitors, you can add them to the meeting by using this tab. You can select a visitor from the list or create a new visitor. When creating a new visitor, you need to fill in the details regarding the visitor.

Field name

Description

Name

The name of the visitor

Organization

The organization name of the visitor

Expected arrival time

The expected arrival time of the visitor

Expected end time

The expected end time of the visitor

Visits

The person whom the visitor is visiting

Description

Description of the visit, for example : training

Car

Yes or No

License plate

If Yes on the option car, you will be able to enter the license plate number of the car

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titleReservation overview

Reservation overview

You can see an overview of your request by using the

following

“My reservations' button on your startboard.

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In the next screen, you can choose for which period you want to see your reservations by adjusting the

“Starttime

“Start time since” and

“Starttime

“Start time until” and then press the “Search” button. Leave all fields empty to display ALL your reservations.

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All your

The reservations will be listed as shown below.

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titleHow to cancel/change a reservation?

How to cancel/change a reservation?

  1. Click on a reservation in your reservation overview to open it

  2. Click “Change”.

  3. Apply the changes you want to make (e.g.

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  1. change time/date or add or remove items).

  2. When you are done, click ‘Submit’.

  3. To cancel a meeting press the button “Cancel”.

Info

Note: depending on the settings make by your administrator, you might not be able to change the reservation x hours before it starts. If a change is necessary, please contact a key-user (reservation coordinator).

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titleMaking a recurring reservation

Making a recurring reservation

If you have the

right

option to create recurring reservations, you will have

an additional button on the start

the additional button “Create reservation schedule“. This button is available:

  • On the screen where you

can

  • confirm a newly created reservation

  • When you open a reservation in the status ‘Confirmed’.

Let`s create a new reservation:

1. Press the “Reservation +” button on your

startboard

startBoard

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2. Fill in the requested fields, Press the button “Show availability,” and

choose one of the options

add the items needed

3. Press “Next step.”

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You

In this screen you can confirm

your reservation on this screen and

this single reservation, but also see the “Create reservation schedule” button

. Press it After pressing the button, you

.

4. Click on “Create reservation schedule” to create a recurring reservation.

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5. You will see a pop-up warning that the current reservation will be converted to a periodic reservation. Press

ok

‘Ok’ to continue.

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Note

The initial reservation is used as a template for the reservation. This status of the initial reservation is therefore now changed back to 'Draft'.

6. After pressing OK, the recurring reservation is created. Now you can add the details of the recurring reservations:

  • The time of the reservation

  • The recurrence daily, weekly, monthly, and yearly.

  • The start date of the series

  • An end date or the total number of occurrences

A example of settings of a recurring schedule for a reservation every month on the second Wednesday from 10-12 am for the next 10 weeks

A example of settings of a recurring schedule for reservation every week on the Wednesday from 10-12 without an end date.

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7. If you are satisfied with the

setting

settings, press “Create/submit/update Reservations” to confirm the recurring reservation and create the reservations for this schedule.
Note: Depending on the settings, creating the reservations can take a while as authorizations and availablibiliy need to be checked for every reservation.

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titleChanging a recurring reservation

Changing a recurring reservation

As an end user you don`t have an overview of your recurring reservations. You only have a overview of all your reservations. Every occurrence of your recurring reservations is shown as a separate reservation.

1. Open a reservation that is a part of series

2. Now you can click on the recurring reservation, see screenshot marked in red.

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Preparations

3. Click ‘Change’ and ‘Ok’ when you see the popup

4. Now you can change the details of the schedule

5. You can also open the 'Reservation template' by clicking on the hyperlink. On the reservation template you can add/ delete item, etc. After making the desired changed, click ‘Save and return’ to navigate back to the reservation schedule

Changing the reservations

6. Click on ‘Create / submit / update’ on the recurring reservation

Button

Description

Create / submit / update Reservations

If you changed the details of the recurring reservation, for example the end date or number of occurrences changed. Use this button to created/ submit the changes and generate the new reservations.

Cancel selected reservations

Cancel the selected reservation.

Back

Go back to the previous screen without saving,

Save and return

Save your changes and go back to the previous screen.

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Info

  • To change to name of the reservation, you need to change the name of the reservation template! Not the name of the recurring reservation.

Summary

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Exercise

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  • To create a reservation use the reservation button on your startBoard

  • It is possible to add items to your reservation

  • To create a recurring reservation, use the “Create reservation schedule” while creating a reservation

  • (Recurring) reservations can be cancelled.

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