How to make a reservation?

Create a reservation

You can make a reservation by using the following button on your startBoard.

When creating a reservation, the fields with an asterisk (*) are mandatory.

1. Requestor: For whom is the reservation. You can create a reservation for your colleague by changing the requestor. Note: the reservation that is created will appear in the list of reservations of your colleague and not in your own overview!

2. 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

3. Subject: subject of the meeting

4. Property: in what property does the reservation take place. This setting acts as a filter for the items (areas, equipment, etc.) that can be added to the reservation

5. From/ Until: start - and end time of the reservation

6. Persons: how many people will attent the meeting

7. Arrangement: choose a seating arrangement. This field acts as a filter for the areas that can be added to the reservation. You can leave this field empty if the seating arrangement does not matter or if you simply want to see all available areas

8. Now press the button “Show availability”

9. Depending on the input so far (type, property, etc.), the list of items that can be added to the reservation is shown/ updated

   

10. In the tabs on the bottom of the page, select the items (e.g. areas and catering) you want to add to the reservation by clicking on the checkbox. click here for more info about adding items to an reservation.

11. Click on the button “Next step”

12. On this screen you can check if everything is correct. 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

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

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 the options depending on your meeting details, the availability on the required time and total persons of the meeting.

Available equipment

In this section you can add equipment to your meeting. For example a beamer.

Catering

If needed you can add catering items to the meeting. For example you can add coffee, lunch and bitterballen to the reservation.

Visitors

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.

Below an example of the “visitor” tab.

Reservation overview

You can see an overview of your request by using the following button on your startboard

In the next screen, you can choose for which period you want to see your reservations by adjusting the “Starttime since” and “Starttime until” and then press the “Search” button.

All your reservations will be listed as shown below.

How to cancel/change a reservation?

If you click on a reservation in your reservation overview it will open the reservation and you will be able to edit the details of the reservation. For example you can change the time/date and add or remove items. After making the necessary changes press the button “Change”. To cancel a meeting press the button “Cancel”.

In some cases it could be not possible to change/cancel a reservation, because it`s to close to the starting time of the reservation. If a change is necessary, please contact a key-user (reservation coordinator).

How to make 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:

• On the screen where you confirm a newly created reservation

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

Let`s create a new reservation:

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

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

You can confirm your reservation on this screen and see the “Create reservation schedule” button. Press it to create a recurring reservation.

3. After pressing the button, you will see a pop-up warning that the current reservation will be converted
to a periodic reservation. Press ok to continue.

4. 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

5. If you are satisfied with the setting, press “Create/submit/update Reservations” to confirm the recurring reservation.

How to change 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. If you open a reservation that is a part of series, you can click on the recurring reservation. (see screenshot marked in red)

Here you can change/update the details of your recurring reservation or cancel it. Depending on the changes you make press the according button, explanation of the buttons in the table below.