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The steps below describe the steps needed to integrate WPM (Workplace Management) and WPE (Workplace Experience).
1. Initializing the environment
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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. |
For details on the initialization wizard, see article: Initial configuration of the environment.
What if the environment is already initialized?
It is possible that a client is already using Workplace Management, but is not yet using the Workplace Experience integration with the Workplace App, Go and any other touchpoints.
In which case users, buildings, areas and (if applicable) assets (equipment), catalog items (services) and cost centers can already be present in the environment.
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).
2. Before starting the Workplace Experience integration module activation
Check if a trust relation has been set up
Go to ‘Client settings' → ‘Authentication’ tab → 'Trust relation’ include.
If no trust relation is available, contact Spacewell Support.
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Check if the access rules have been set up
Go to ‘Client settings' → ‘Authentication’ tab → 'Access rules’ include.
The access rules should correspond exactly to what is shown in the screenshot below. If these look different, contact Spacewell Support.
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Check if the external app has been set up
Go to ‘Client settings' → ‘Authentication’ tab → 'External Apps’ include.
An External App of the category 'Workplace Experience' should be visible. If this External App is not visible, contact Spacewell Support.
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3. Execute the Workplace Experience: Reservations module activation
Via this step, the module activation for Workplace Experience integration: Reservations is done. This is all described in detail here: Workplace Experience integration: Reservations module activation and information.
New buttons are now available on the administrator startboard
After activating the module, the module setting ‘Use Workplace Experience’ is automatically set to ‘Yes’ and a new buttonbar will become available on the startboard of the administrator. On this buttonbar several options are visible:
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Information: General information on the integration.
Report: Overview of the reports used by the APIs for the integration.
User export: This export can be used to export Workplace Management users and import them directly in Workplace Experience.
External apps: Quick link to the External App configuration. See down below for more information.
Analytics: This dashboard van be used to debug the integration setup and show client customization on the integration reports. See down below for more information.
QR Codes Areas: Overview and the option to view and print QR codes of areas/ workplaces. See down below for more information.
Area pictures: Easiest way to upload/link pictures to single or multiple areas in bulk. See down below for more information.
Asset pictures: Easiest way to upload/link pictures to single or multiple assets in bulk. See down below for more information.
Catering pictures: Easiest way to upload/link pictures to single or multiple catering items in bulk. See down below for more information.
For more details please read: Workplace Experience dashboard in WPM .
4. Configuration of the External App
An External App is used to configure and monitor the connection to an external system. An External App can concern multiple objects (such as buildings, areas, system users, assets, catalog items and cost centers), and can define which objects are exposed to the external system.
The External App used for the Workplace Experience integration can be found via the Workplace Experience buttonbar on the administrator startboard (or via Client settings → Aiuthentication tab).
When configuring the External App, you actually determining what Workplace Management objects becoce available in Workplace Experience.
Check cache configuration (only needed once)
The cache configuration is used to periodically cache certain data for Workplace Experience. But this cache configuration needs to be enabled. If the cache configuration is not enabled, the data needs to be fetched every time a touch point does a request. This will result in performance issues.
Press the ‘External App’ button on the administrator startboard
Open the External App configuration by clicking on the reference
Cache configuration tab: check if the most recent cache configuration is enabled (Active = Yes, (green light))
If ‘Active = No (red light)’ > open the cache configuration > click 'Enable'
Manage what objects are exported to Workplace Experience
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Press the ‘External App’ button on the administrator startboard
Open the External App configuration by clicking on the reference
Buildings include: check if all buildings, that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) buildings.
Areas tab: check if all areas , that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) areas
If Services and Equipment (assets and catalog items in Workplace Management) should be reservable via Workplace Experience, make sure to also add these to the External App via the designated includes as well.
If cost centers should be set in (Service) reservations in Workplace Experience, make sure to add these to the External App via the designated include as well
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After adding the objects to the External App in Workplace Mamagement, it takes 1-4 hours to be available in Workplace Experience. |
Automatically add new objects to the External App
Via the module activation (see chapter 4) or via the module settings → 'Workplace Experience' tab, it is possible to indicate that (per type of object) any newly created object is added to the Workplace Experience External App by default:
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Linking floor plans to areas and workplaces Creating and linking floor plans is not part of the WPM-WPE integration. This is done in Workplace Experience Studio and is explained in those articles. |
5. [Optional] Linking regimes
Rules to keep in mind:
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 availability during the day (e.g. 9:00AM - 5:00PM), because then multi-day bookings will not be possible
It is optional to configure a deviating regime for a building or a specific area.
Note: when the tenant has buildings in countries that are in different timezones you MUST use regimes, because the regime allows you to set a timezone that differs from the timezone that you set in the client settings.
For all information about creating an linking regimes: Managing regimes .
6. Reservation 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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Edit/Cancel by requestor X hours before start
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How many hours before the start of the reservation, the applicant may still edit or cancel the reservation.
Tip: when set to a negative number (e.g. -8), the reservation can still be cancelled even when it had already started. Setting a negative number is recommend.
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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
7. 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 buttonbar. Via this overview, pictures can be uploaded directly instead of opening every area/asset/catering item seperately 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.
For more information on this, see: Workplace Experience dashboard in WPM - from chapter 7.
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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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Next step: continue with the setup of Workplace Experience
You've now finished the integration on the Workplace Management side. The next step is setup the integration on the Workplace Experience side (setting up Workplace Studio, device control, hardware, etc).
See that part of the knowledge base for more information: Workplace Experience. This article has been made obsolete, all info can be found via: https://support.spacewell.com/space/KB/105021497/Workplace+Experience+integration:+Reservations+module+activation+and+information