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Learning Objectives

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

  • Tell the difference between ….

  • Create your own …

  • Import xxxManage all (recurring) reservations

  • Learn what reservable objects are

  • Use the Reservation Calendar

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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Cancel/Adjust Reservations
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titleCancel/Adjust Reservations
Create 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.

A description of the reservable object.

The initial view of the calendar is always the day-view. The options you have to change the view are explained in t

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titleOptions 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 or 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 “Reservations.”

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.”

Calendar”

You can see the created reservations on the different timeslots time slots in the calendar. By double-clicking on it, you open the reservation.

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Modifying the reservation

After opening the reservation, you will be able to modify the details of the reservation. For example add catering to it or change the period of the reservation.

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titleReservable objects

Reservable objects

You can modify different options of a reservable object.

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, theatre, 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 timeslots for reserving an object, for example, from 3 weeks to three days before the start time.

Description

 

Info

Double-clicking on 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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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 bar.

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Use the standard of advanced search functionality to find them.

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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.

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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”.

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

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

  4. 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.

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

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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Exercise

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  • Key users can 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 edited

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