Difficulty: novice
Content
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Learning Objectives
After reading this article, you’ll be able to:
Use the information on the Confirm Reservation screen to confirm this is the ideal location for you
Confirm your reservation
There are different ways to land on the Confirm Reservation Screen (which is nested below the Create Reservation functionality in the Workplace web portal GO):
through GO live floorplan - location selection, where you’ve selected a room/workplace on the floor plan
through GO - Create Reservation, where you’ve immediately selected a Favorite location, or used the powerful search function to select the ideal location for your needs
through https://spacewell.atlassian.net/wiki/pages/resumedraft.action?draftId=734068737&draftShareId=a31495b8-4777-412d-89ce-0dd6ef457983, where you’ve selected a Room or Workplace
by selecting a Favorite location in GO - Favorites
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Location Information
location picture (can be enlarged to full screen)
location favorite marker (selection will add this location to GO - Favorites)
location name
location floor + building
Space Details
Latest sensor values, depending on the data captured in that location
Occupancy indicating:
“Not Occupied”
“Occupied“ + info bubble “Occupancy detected X minutes ago”
Capacity (for rooms only; capacity for workplaces = 1)
Linked zone(s)
Date & Time Selection
If you have entered Date & Time details in a Search before, they will of course reflect the search parameters.
Select Date & Time on the right hand side or in “Create Reservation” panel (allows multi-day booking)
Date automatically shows Today, but it's possible to select a date through the calendar button
Select the relevant time frame in the calendar on the right or use (pre-defined) Quick Timeslots
Create Reservation
Reservation Details
Enter Reservation Title
From-To Date & Time take over any selection from the right hand side or allow multi-day booking
Use the “Make recurring” button to configure a repetition of the reservation on a daily, weekly, monthly or yearly basis
Number of Participants (only available for Rooms) indicates the expected number of people that will use the room.
Use the slider or enter the number in the number field
Per room, the maximum number of participants will reflect the capacity
If you’re allowed to make reservations for other people, you can enter their name here
Enter Remarks
Flag the reservation as “Confidential” if you want to hide reservation details for others
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“Reservation for” allows to make a reservation on behalf of someone else, which technically translates into changing the reservation response on the booking in respective IWMS. When booking on behalf of someone else, the reservation scope restrictions (locations, zones) will be applied based on the selected reservation responsible. |
Participants
This tab allows you to add Colleagues or external visitors to your reservation.
Add Colleagues
Select contacts through Search or select from Favorite Colleagues list or Recent History
Your colleagues will receive a notification in Workplace
If an Exchange integration has been set-up between Workplace and Microsoft Outlook, then your colleagues will receive your reservation as an e-mail invite.
for a reservation made in Outlook: Any answers (will
accept/tentative/decline) will be reflected in Workplace.
for a reservation made on a Workplace touch point: answers provided through Outlook will not be reflected in Workplace.
Add Visitors
manually add visitors, by providing the requested information
batch upload a list of visitors, that can be prepared in an excel format
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You’ll only see the Visitor-relevant features after your administrator assigns the relevant permission. |
Add-ons
This tab allows you to add Services or Equipment to your reservation
In the right hand pane, select the required amount of Services or Equipment to add to your reservation
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Use the search or filter to limit the list |
Confirm to get an overview of your selection
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”) |
Reservation Confirmation
In the Reservation Confirmation screen, you’ll have the possibility to share your reservation with your colleagues. They will see this appear in their GO - Notification center.
Confirmation of Recurring Reservations
When you create a recurring reservation, you’ll first receive the notification that your recurring reservation has been submitted.
While Workplace is creating these reservations in the background, you can continue your work!
Once Workplace has tried to create all reservations, you’ll receive another notification, which will list if it was possible to book all occurrences, or for those that there was an issue. In case it was not possible to book an occurrence, Workplace will provide the option to
select another time slot
select another location
