Difficulty: novice
Content
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Learning Objectives
After reading this article, you’ll be able to:
Make a reservation on the Workplace app by scanning a QR code
Start by looking for the best fit to your requirements, and then make the reservation
There’s different ways of booking a Meeting Room, Workplace, or Parking space, depending on requirements: is the user in front of the location he wants to book? Or is he looking for the best fit to specific requirements?
When the user is in front of the location he wants to book
If the location bears a QR code linked to Workplace, a user can book this location in under 20 seconds:
Open action item “Scan to Book Now”
Scan the location QR code
Select the end-time of the reservation (either by drag-and-drop on the timeline or by selecting a preset (1h, 2h, 4h or until end of the day)
Optional “Booking Details”: indicate who is reservation responsible
When you’re looking for the best fit to your requirements
Step 1. Select the location you want to book
Location selection can have different starting points:
You can use the floorplan (either select Action button “View Floor Plan” or by using Floors card). Upon location selection, user is brought to Resource Detail Screen.
You can immediately go to Resource Detail Screen by selecting one of your favorite resources on the Home Screen.
You can use different Action buttons "Book a Meeting Room / Book a Workplace / Book a Parking space" on the home screen, to search on date/time, specific location or category etc
In each of the Action buttons “Book a … (resource)”, 3 tabs are shown:
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This is the default tab. User can search for the available rooms or desks by providing a date, time, location, number of attendees, category and capacity details for the meeting
 When user taps on the ‘Proceed’ button the user is navigated to ‘Select Resource’ screen. |
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After having entered the search criteria, when the user taps on the ‘Proceed’ button: the user is navigated to ‘Select Resource’ screen. Header icons:
Workplace app repeats the search criteria that were entered in the previous screen List view (default) or Floor plan view:
 To find other resources, the user can either go back to the previous screen or scroll down to widen the search (eg add other floors to the search criteria). |
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‘All Rooms’ / ‘All Workplaces’ / ‘All Parking’ tab Upon first selection: User needs to select a floor if multiple floors are set up for the selected building. Number shows how many of this kind of resources are available on each floor.
This tab provides a list view of all resources in that category. List view includes: resource name, picture, capacity, location, etc Header icons:
Upon resource selection, user is brought to Resource Detail Screen. |
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‘Floor Plan’ tab opens the floor plan view. Upon location selection, user is brought to Resource Detail Screen.  |
Step 2. Resource Detail Screen
On Resource Detail Screen, select “Book this … (resource)”
As described above, in some cases, you’ll skip this step
Step 3. Resource Booking Screen
If you have not filled in search criteria in Step 1: Resource Booking Screen allows you to provide a meeting title, select date/time, enter number of of participants and meeting subject
If you’ve filled in search criteria in Step 1: Resource Booking Screen repeats the most important information on the reservation request (date/time, number of participants), and allows you to add extra information such as a meeting subject to the reservation.
Time zone deviation between the location time zone and device time zone will be indicated.
While creating a reservation, you can make a booking for someone else.
When a new responsible person is selected, this person becomes the actual organizer of the meeting, and this meeting will appear in his/her reservation agenda.
When booking on behalf of someone else, the reservation scope restrictions (locations, zones, departments) will be applied based on the selected reservation responsible.
There’s no restriction on who can booking on behalf of which other user.
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You will also be able to see this reservation in My Reservations > Managed |
If required, you can enter a comment in the Remarks field.
If available for you, you can also select Services and/or Equipment as an add-on to your reservation.
For each object, you can add specific notes, like dietary requirements.
For each service, you can add a separate start time, as you might want to receive your lunch only at midday even if the reservation starts in the morning.
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Fill in the Cost Center For best use of Cost Center Search: Enter at least the first 3 characters of the Cost Center Name (as it searches Names only, and considers “Starts with” (NOT “contains”) |
Don’t forget to confirm your reservation.
Upon successful creation of the reservation, you’ll be navigated to “Reservation successful” screen.
Step 4. Reservation successful screen
This screen is displayed when you create a reservation.
All reservation details are displayed as read-only.
Share your reservation with your colleagues. They will see this appear in their Notification center.
Buttons:
Book another goes back to Search with the same search details filled in.
Return to Home navigates back to the Home screen.
Search
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