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Bobby van ter Beek

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Content

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Learning Objectives

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

  • Tell the difference between ….

  • Create you own …

    • Import xxx

    • Create 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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    Expand
    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.

      In this example, we will make a reservation for a meeting of 5 people

      1. To create a reservation fill in the fields. The fields with an asterisk (*) are

      filled in as follows:

      1. 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 determined the available areas 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 selected added to the reservation in the next step. You can leave this field empty if the seating arrangement does not matter or if you simply want to display see all available areas

      2. Now press the button “Show availability”

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

      4. In the tabs on the bottom of the page, select the items (e.g. areas, catering, and cateringvisitors) you want to add to the reservation

        1. For example: select a room > navigate to the ‘Catering’ tab > add two catering items

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      5. Press the button “Next step.”

      6. You by clicking on the checkbox. Adding items to an reservation is explained in detail in the next section of this article.

      7. Click on the button “Next step”

      8. On this screen you can check if everything is correct on this screen and add remarks. Click on ‘Previous step’ . 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

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

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    titleAdd items to a reservationReservation overview
    Overview reservations

    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

    Expand
    titleReservation overview

    Reservation overview

    You can see an overview of your request by using the following “My reservations' button on your startboard.

    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.

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    All your Leave all fields empty to display ALL your reservations.

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    The reservations will be listed as shown below.

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    Expand
    titleHow to make cancel/change a Recurring 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. change time/date or add or remove items).

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

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

    Info

    Note: depending on the settings make

    a Recurring reservations

    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).

    Expand
    titleMaking a recurring reservation

    Making a recurring reservation

    If you have the option to create recurring reservations, you will have the additional button “Create reservation schedule“. This button is available: 1) on

    • On the screen where you confirm a newly created reservation

    , and 2) when

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

    Let`s create a new reservation:

    1. Press the “Reservation +” button on your startboardstartBoard

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    2. Fill in the requested fields, Press the button “Show availability,” and choose one of the optionsadd 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

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

    Image RemovedAfter pressing the button, you Image Added

    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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    After pressing OK, the recurring reservation is created.

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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 settingsettings, 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.

    Expand
    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

    Rw ui textbox macro

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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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