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The relevant reservation settings for this object can be set via the' Reservation settings' tab.
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This tab can look a bit different depending on the type of object (Area, Asset or CatalogItem). For instance, the setting if catering is allowed to be reserved, is only available on the reservation settings tab of an area (as it can be indicated per area, if catering is allowed to also be booked for that area). |
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If an object is made reservable, it can be added to a reservation (depending on if the object is not yet reserved and relevant restrictions of the object (more on restrictions see below)). Multiple objects can be added to the same reservation. For each reservable object added to a reservation, a ‘Reservation item' is created (linking the reservable object to the reservation):
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Most of the reservable settings are self-explanatory (by also using the hover over help texts). More information on the fields under the ‘Timing’ header is described in the next part, ‘Reservation restrictions’. Some additional options are:
Availability (Regimes)
Linking a ‘regime’ can be done via the ‘Availability’ button on the reservation settings page. By linking a regime to a reservable object, the availability of the object can be limited. For instance, catering might only be available during office hours; thus, a regime that only has availability on workdays from 9 to 5 could be linked to reservable catalog items. This will ensure that users cannot select this object if they create a reservation that takes place outside of these available hours.
For more information on regimes, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/edit-v2/105152618Most of the reservable settings are self-explanatory (by also using the hover over help texts). More information on the fields under the ‘Timing’ header is described in the next part, ‘Reservation restrictions’. Some additional options are:
Approval required
it is possible to enable an approval step in the reservation workflow based on if approval is required for certain reservable objects via the setting ‘Approval required'. This option is only available on a reservable object if this is enabled in general via the Reservation module settings → 'Approval specific items'.
If a reservation is submitted with at least one reservable object that requires approval, the workflow will generate a task to approve (or edit / cancel) the reservation before the reservation is confirmed. The task to approve the reservation is assigned to users with the system group 'Approve reservation items’. See Reservations module activation and information: 4.4 User groups for more information about this system group.
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Even if a reservation still requires approval, the reserved resources are blocked from being reserved by other during the timespan of the reservation. only if the reservation is cancelled or the specific resource is removed, will the resources become available for others to reserve again. This only applies to areas and assets/equipment. As catalog items/services do not have a limited reservable quantity. |
Option to register Hand out / take in
For certain reservable resources, it can be necessary that the resources is manually handed out and/or taken back in. Either because certain related actions are to be performed by the service provider (e.g. clean up a room or register mileages on a car) or because the physical hand out / take in of certain resources has to be logged (who and when), such that costly resources can always be tracked.
The option to register hand out and/or take in of a specific resources can be enabled per reservable resource:
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This option (and anything related to it) is only available on a reservable object if this is enabled in general via the Reservation module settings → 'Activate registration of hand out/take in reserved items'.
If reservations are submitted that contain reservable resources for which the option to register hand out and/or take in is enabled, users that are authorized* for the hand out / take in, will find the list of resources to hand out/take in via the reservations startboard:
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*Users can be authorized to be able to register hand out/take in in general or per building for the different resource types (areas, assets, catalog items) via the system groups: Hand out/take in areas/assets/catering. See Reservations module activation and information: 4.4 User groups for more information about these system groups.
Per reservation, a tab is available via which the reserved resources and the logged hand out/ take in details (date/time and contact) are shown per resource (if applicable for the resource):
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This tab is also only available if registration of hand out/take in is enabled in general via the Reservation module settings → 'Activate registration of hand out/take in reserved items'.
Availability (Regimes)
Linking a ‘regime’ can be done via the ‘Availability’ button on the reservation settings page. By linking a regime to a reservable object, the availability of the object can be limited. For instance, catering might only be available during office hours; thus, a regime that only has availability on workdays from 9 to 5 could be linked to reservable catalog items. This will ensure that users cannot select this object if they create a reservation that takes place outside of these available hours.
For more information on regimes, see: Managing regimes.
Via the ‘Module settings’ → ‘Reservations’, it is possible to define a system group that can reserve a reservable object even if it falls outside of the availability determined by the regime. This is set to the ‘Reservation coordinator’ system group by default. Users in this group will still get a warning, but not an error when reserving outside of a regime.
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Seating arrangements only apply to reservable areas and are only visible if the general setting for them is enabled ('Module settings' → ‘Reservations’ → ‘Use seating arrangements’).
Since certain (often larger) meeting rooms might offer multiple seating arrangements, the capacity can also differ based on the desired seating arrangement, as a ‘Classroom’ seating setup might support more seats than a ‘U-shape’ setup.
Via the ‘Seating arrangements’ include on the reservation settings of a reservable area, the capacity per relevant seating arrangement can be added. The following seating arrangements are possible to add:
Classroom
Conference
Theatre
U-shape
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Conference
Theatre
U-shape
The capacity, setup, and tidy-up times can be determined per seating arrangement. If these settings are determined and the seating arrangement is chosen in a reservation*, the seating arrangement settings will be applied instead of the general reservation settings (capacity, setup, and tidy-up times can be determined per seating arrangement. If these settings are determined and the seating arrangement is chosen in a reservation*, the seating arrangement settings will be applied instead of the general reservation settings (capacity, setup, and tidy-up).
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*If seating arrangements are enabled (in general and for the specific reservation type the user selects in a new reservation), the user will get the option to choose a desired seating arrangement when searching for available areas.
If the user selects a specific seating arrangement, the capacity based on the specific seating arrangement is used only to give the user the available rooms that have this seating arrangement option and for which the capacity is at least equal to or greater than the number of persons indicated the reservation is for:
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Via the general reservation settings, it is also possible to link a photo of the seating arrangement (in general, not per room). If the user selects a specific seating arrangement in a new reservation, this photo will also be displayed, showing the user how this seating arrangement looks.
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Prices and Rates
If users must pay for certain reservable catalog items*, prices must be specified. By default, only a catalog item has a price field that can be used in a reservation, but it is also possible to add rates to catalog items*.
The price and the period in which this price applies can be specified in a rate. This makes it possible to specify future prices (e.g., the price of a sandwich will change from 4 euros to 4,5 euros as of next month.).
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If rates have been added to a reservable object and the reservable object is added to a reservation, the applicable rate is determined by the reservation date and is automatically set in the reservation item. In the case of catalog items, if no rates are specified, but the catalog item has a price, this is used to set the price of the reservation item. If the rate does not have a start and end date, the rate applies always.
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*Areas only support rates if the building is used for external reservations, Assets do not support prices and rates. |
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*If seating arrangements are enabled (in general and for the specific reservation type the user selects in a new reservation), the user will get the option to choose a desired seating arrangement when searching for available areas.
If the user selects a specific seating arrangement, the capacity based on the specific seating arrangement is used only to give the user the available rooms that have this seating arrangement option and for which the capacity is at least equal to or greater than the number of persons indicated the reservation is for:
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Via the general reservation settings, it is also possible to link a photo of the seating arrangement (in general, not per room). If the user selects a specific seating arrangement in a new reservation, this photo will also be displayed, showing the user how this seating arrangement looks.
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Prices and Rates
If users must pay for certain reservable catalog items*, prices must be specified. By default, only a catalog item has a price field that can be used in a reservation, but it is also possible to add rates to catalog items*.
The price and the period in which this price applies can be specified in a rate. This makes it possible to specify future prices (e.g., the price of a sandwich will change from 4 euros to 4,5 euros as of next month.).
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If rates have been added to a reservable object and the reservable object is added to a reservation, the applicable rate is determined by the reservation date and is automatically set in the reservation item. In the case of catalog items, if no rates are specified, but the catalog item has a price, this is used to set the price of the reservation item. If the rate does not have a start and end date, the rate applies always.
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*Areas only support rates if the building is used for external reservations, Assets do not support prices and rates. |
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Be aware: The actual invoicing of reservations is not available via Workplace Management. but instead reports can be created to export the costs from reservations (and follow up on these costs in a financial system for example). It is possible to create invoices and add invoices items manually, without an actual link to the reservations. See: Outgoing invoices module activation and information |
Reservable objects added to a reservation
If an object is made reservable, it can be added to a reservation (depending on if the object is not yet reserved and relevant restrictions of the object (more on restrictions see below)). Multiple objects can be added to the same reservation. For each reservable object added to a reservation, a ‘Reservation item' is created (linking the reservable object to the reservation):
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1.2 Reservation restrictions
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