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Keep in mind: This module can only be used when using Workplace Experience |
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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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Own employees (= users) should not yet be imported via the initialization wizard. Instead, this data should be imported after starting the Workplace Experience module activation. Reasons for this is that the setting to automatically add new users to the External App is set in the Workplace Experience module activation. Any users created before that are not automatically added and need to be added manually. |
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These will then need to be manually added to the External App*.
This is explained in chapter 4 ‘Configuration of the External App’ in this article.Also, check if the current building and area hierarchy is correct. The mandatory building and area hierarchy is described in the following article: Mandatory hierarchy for buildings and areas.
*An External App is used to link Workplace Management with other applications (in this case, Workplace Experience). For more information, see: External app
4.2 Prerequisites before activating this module
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When configuring the External App, you actually determining what Workplace Management objects become available in Workplace Experience. Most steps to configure this external app are done automatically during the module or solution activation. However, some steps are still required to do manually. Please read the following information: External app
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and more specifically the part about Workplace Experience.
4.6 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).
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Since this module is about the integration of the Reservation module with Workplace Experience, also see Reservations module activation and information for the additional settings and options after enabling in Workplace Management.
Some concepts that can be relevant to manage in Workplace Management when using Workplace Experience are described in the next sub chapters:
6.1. Linking regimes
Optionally, Regimes can be created and linked to the tenant in general or to specific buildings and or areas for two reasons:
Limiting users from reserving certain resources (rooms, workplace, etc.) outside of specific (office) times (e.g. only between 9:00 AM - 5 PM)
When the tenant has buildings in countries that are in different time zones you MUST use regimes linked to the buildings, because the regime allows you to set a time zone that differs from the time zone that you set in the client settings.
Some remarks:
Linking a regime is optional. If no regime are linked to any reservable objects, reservations can be made 24/7.
Do not add a regime without availability. Make sure at least one availability is added.
When you want to use the option for ‘Multi-day bookings’ in the Workplace App, make sure to not use regimes with limited availability (e.g. 9:00AM - 5:00PM), because then multi-day bookings will not be possible, as a reservation taking place after 5 Pm will not be allowed.
When using a regime only for linking a specific time zone to a building, you can add a 24/7 availability
For all information about creating an linking regimes: Managing regimes .
6.2 Relevant Reservation module settings
General reservation setting
Some of the general reservation settings are also applicable for creating and editing reservations via Workplace Experience. These settings can be found via ‘Module settings' > 'Reservations’ tab.
General reservation settings that also apply to Workplace Experience:
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Setting
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Explanation
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Change/cancel ongoing reservations
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If reservations that have already started can still be changed or canceled. By default this is allowed, however, other settings can still prevent this (for instance the reserve in advance settings in general or per reservable resource).
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Reserve catalog/assets in advance from*
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How many hours/days/weeks ahead of time a user must create a reservation containing catalog items or assets (a similar setting also exists per reservable catalog item or asset).
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Reserve area in advance from*
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How many hours/days/weeks ahead of time a user must create a reservation containing an area (a similar setting also exists per reservable area).
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Reserve in advance until*
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How far into the future a user can create a reservation (leaving it empty means no restrictions)
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Reserving multiple workplaces at the same time allowed
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If the same user can reserve more than one workplace at the same (overlapping) time
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Maximum number of workplace reservations
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The maximum number of workplaces a user is allowed to reserve in a given period (e.g 2 per week)
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Reserve in past until
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It is advised to set “Reserve in past until” to ‘2 hours’. This allows for making a reservation just in the past. E.g. you’re creating a workplace reservation at 08:15 and the reservation starts at 08:00. Without this setting, an error would be given when submitting the reservation
*Also see Reservation restrictions for more information about reservation restrictions
Default reservation type
A default reservation type can be selected for reservations created from Workplace Experience or Outlook/Google Calendar. This default reservation type can be used to automatically enable or disable specific reservation options for the reservation created from Workplace Experience or Outlook/ Google Calendar when managing the reservations in Workplace Management.
More information on reservation types, see: Reservation types
7. Additional information
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General reservation setting
Some of the general reservation settings are also applicable for creating and editing reservations via Workplace Experience. These settings can be found via ‘Module settings' > 'Reservations’ tab.
General reservation settings that also apply to Workplace Experience:
Setting | Explanation |
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Change/cancel ongoing reservations | If reservations that have already started can still be changed or canceled. By default this is allowed, however, other settings can still prevent this (for instance the reserve in advance settings in general or per reservable resource). |
Reserve catalog/assets in advance from* | How many hours/days/weeks ahead of time a user must create a reservation containing catalog items or assets (a similar setting also exists per reservable catalog item or asset). |
Reserve area in advance from* | How many hours/days/weeks ahead of time a user must create a reservation containing an area (a similar setting also exists per reservable area). |
Reserve in advance until* | How far into the future a user can create a reservation (leaving it empty means no restrictions) |
Reserving multiple workplaces at the same time allowed | If the same user can reserve more than one workplace at the same (overlapping) time |
Maximum number of workplace reservations | The maximum number of workplaces a user is allowed to reserve in a given period (e.g 2 per week) |
Reserve in past until | It is advised to set “Reserve in past until” to ‘2 hours’. This allows for making a reservation just in the past. E.g. you’re creating a workplace reservation at 08:15 and the reservation starts at 08:00. Without this setting, an error would be given when submitting the reservation |
*Also see Reservation restrictions for more information about reservation restrictions
Default reservation type
A default reservation type can be selected for reservations created from Workplace Experience or Outlook/Google Calendar. This default reservation type can be used to automatically enable or disable specific reservation options for the reservation created from Workplace Experience or Outlook/ Google Calendar when managing the reservations in Workplace Management.
More information on reservation types, see: Reservation types
7. Additional information
7.1. Linking regimes
Optionally, Regimes can be created and linked to the tenant in general or to specific buildings and or areas for two reasons:
Limiting users from reserving certain resources (rooms, workplace, etc.) outside of specific (office) times (e.g. only between 9:00 AM - 5 PM). This should only be used if really necessary, as the check if a regime is blocking a reservable resource will make the floorplans load less fast in Workplace Experience.
When the tenant has buildings in countries that are in different time zones you MUST use regimes linked to the buildings, because the regime allows you to set a time zone that differs from the time zone that you set in the client settings.
Some remarks:
Linking a regime is optional and should only be used if necessary. If no regime are linked to any reservable objects, reservations can be made 24/7.
Do not add a regime without availability. Make sure at least one availability is added.
When you want to use the option for ‘Multi-day bookings’ in the Workplace App, make sure to not use regimes with limited availability (e.g. 9:00AM - 5:00PM), because then multi-day bookings will not be possible, as a reservation taking place after 5 Pm will not be allowed.
When using a regime only for linking a specific time zone to a building without wanting to limit the availability of reservable resources, you can add a 24/7 availability:
If regimes are not used for limiting the availability to resources, make sure to also skip the regime checks via the Workplace Experience external app, as this will make the reservable resources and floorplans load faster in Workplace Experience. For more information, see: External app: Workplace Experience: Skip checks.
For all information about creating an linking regimes: Managing regimes .
7.2 Upload pictures of areas/workplaces/assets/catering
Area, asset and catering pictures can be uploaded via an easy overview, which can be found on the administrators startboard, Workplace Experience button bar. Via this overview, pictures can be uploaded directly instead of opening every area/asset/catering item separately and also pictures can be linked to multiple reservable objects in one go. For example, 1 stock picture is used for all workplaces. The picture can be uploaded once and then linked to all other workplaces.
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Syncing pictures to the Workplace Experience touch points (Workplace App, Go, Kiosk, Floor display and Room displays) can take op up 6 hours. |
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7.
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3 Enabling Service & Equipment later
If the Workplace Experience integration module/solution activation has already been completed in the past, without the use of Services (catalog items) and/or Equipment (assets), it is always possible to enable this via the ‘Module settings’ for Workplace Experience:
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Via these settings (same as in the module activation), it can be determined that every newly created reservable asset, reservable catalog item and/or cost center can automatically be added to the External app. If any of these objects already exist, and should be made available in Workplace Experience, they need to be added to the (Workplace Experience) External app manually. For more information on the External app, see: Workplace Experience integration setup guide External app.
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4 Check-in Settings
To optimize space utilization and reduce ghost bookings (without the use of 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.
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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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7.
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5 Group Bookings
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It is possible to create group bookings in Workplace Experience. The setting must be enable in ‘Device control’ for Workplace Experience to activate group bookings.
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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 for the Workplace Management part. For the end users in Workplace Experience, see: Workplace App End user Quick Guide
10. Q&A
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For the most common trouble shooting questions and answers for the Workplace Experience integration, see: Workplace Experience Integration: troubleshooting. |
Q: Is it possible to reserve specific services (catalogitems) and/or equipment (assets) only for a specific building?
A: Yes, it is possible to link the applicable building to the asset or the applicable building to the reservable catalogitem. The service and/or equipment will now only be shown, if a reservation is created for that building.
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