Difficulty: starter/ novice/ expert/ legend
Content
Learning Objectives
After reading this article, you’ll be able to:
Cancel / Adjust reservations
Know what reservable objects are
Use the Reservation Calendar
View and edit recurring reservations
Create and use different reservation types
Reservations
A reservable area, workplace, asset, or room can be reserved by using the reservations functionality in Workplace Management. You also can add equipment, catering and visitors if needed.
Cancel/Adjust Reservations
As a Reservation Coordinator, you can cancel and adjust all created reservations in the system. You can open the reservations using:
the Reservations function
the Reservation Calendar.
In both, you can search for the reservations you want to modify.
Searching by using “Reservations.”
Enter a query to search for a reservation or leave it empty (it will show all reservations). Press the “Search” button to start the search.
Searching by using the “Reservation Calendar.”
You can see the created reservations on the different timeslots in the calendar. By double-clicking on it, you open the reservation.
Modifying/Cancelling the reservation
After opening the reservation, you will be able to modify the details of the reservation. For example add catering to it or change the period of the reservation, after making the adjustment press the button “Change”. To cancel the reservation press the button “Cancel.”
Reservable objects
To navigate to the reservable objects: use the option “Reservable objects” in the menu under “Reservations” and press search. You will see a list of the reservable, open an object to edit one.
You can modify the different options of a reservable object. After making any changes, press “Save and return” to save your changes.
Capacity
| The number of people that a room/area can accommodate
|
Catering Allowed
| If catering is possible |
Approval Required
| Add approval for reserving an object, such as booking a car or boardroom. |
Default Seating Arrangement
| Select the default seating arrangement. |
Show in Shortlist
| Show this item in the shortlist. |
Availability
| Specify availability, for example, standard working hours. |
Block date
| Block dates when you not can reserve the item, for example, if maintenance is scheduled for a room |
Seating Arrangements
| You can add different seating arrangements like classroom, theater, conference, and u-shape |
Setup
| The time that is needed to set up the room before a reservation. This time will be blocked before the start time of a reservation. |
Tidy up
| The time that is required to tidy up the room after a reservation. This time will be blocked after the end time of a reservation. |
Reserve in advance from / Reserve in advance until
| It`s possible to create time slots for reserving an object, for example, from 3 weeks to three days before the start time. |
Description
| A description of the reservable object. |
Reservation Calendar
In the reservation calendar, you have an overview of the created reservations on the date and time of the different reservable objects. You can modify your view to see the reservations for one specific property or change from a daily, weekly, or monthly overview. It`s also possible to filter on a partial text or name.
If you click on a reservation it will open it and you will be able to edit the details. Another way to create a reservation is to select a time slot in the row of the area you want to reserve. (See screenshot below:the red box is the selected time slot, a reservation will be created for that period.) This is also possible in the weekly and monthly view. But beware of the the selected period if you use this other than on the daily view , you can adjust it the time period in the reservation creation view.
Recurring Reservations
In this module, you will find all created recurring reservations in the systems and can modify/cancel them. You can find them in the list or search for them using the search bar.
After making the necessary changes, press the button “Change selected reservations” (Marked green in the screenshot below), to cancel press the button “Cancel selected reservations.” (Marked red in the screenshot below)
Reservation types
While creating a reservation one of the mandatory fields is “Type”. As a key-user you can created different reservation types. You can find this in the menu under “Reservations”.
Press “Add” to create a new reservation type.
It will open a new screen with the fields explained in the table below and two buttons “Back” and “Save and return” on the bottom.
Field name | Description |
|---|---|
Name | Name of the reservation type |
Subject reservation (set automatically) | Set automatically subject when choosing this reservation type |
Reserve Areas | Yes/No, option to reserve an area |
Reserve assets Assets folder | Yes/No, option to reserve an asset and from which asset folder |
Reserve catering | Yes/No, option to reserve catering |
Register visitors | Yes/No, option to register visitors |
Hide persons field | Hide/Show persons field (number) |
Hide property field | Hide/Show property field |
Show cost center | Hide/Show cost center |
Extra information for requestor | Field to enter extra information |
For example you want that users can reserve a bike. Than it is not necessary that they have the option to reserve an area, catering or register visitors. (See screenshot below). This way you create reservation type with only the options needed.
Summary
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