1. Workplace Experience integration: Reservations module in general

This module activation is used to setup the integration between Workplace Management and Workplace Experience for the reservation module, from a Workplace Management point of view.

Workplace Experience touch points can be used by end-user to create reservations, where Workplace Management will be the in the background, used for creating and managing all the relevant (master) data and setting up the relevant reservation workflow settings and restrictions.

This article only focuses on setting up this integration for the Workplace management side. For the Workplace Experience side, see the relevant articles in Workplace Experience

2. What is this module about

This module activation is about the integration of the Reservation module with Workplace Experience. Since this module activation is considered a solution (a combination of multiple related modules), next to the integration itself, it will also activate the following modules:

• Reservation module

• Master data: Buildings and areas module

• If applicable*: Master data: Asset module

• If applicable*: Master data: Catalog items

*Applicable based on the setting in the module activation down below

For more information on the content of these modules, including detailed descriptions of some of the core components, see these articles in the Application Managers part:

• Reservation module

• Master data: Buildings and areas module

• Master data: Asset module

• Master data: Catalog items
  

3 Choices to be made within the module

Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant choices to be made in the reservation module.

4. How to activate this module

As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation

4.1 Prerequisites before activating this module

Since this module activation is actually a solution activation (a combination of multiple related modules), any prerequisite is also part of this activation and thus no other Prerequisites are relevant.

4.2 Module activation

For this specific module activation, multiple settings and options apply:

Settings to be determined

• Default start time & Default end time: These settings will determine the default start and end time if a new reservation is created. The user can always change these dates in a new reservation, but if, for instance, most reservations take place from 09:00 to 17:00, these settings can help users by setting this as the default for each new reservation.

• Reserve areas: This will determine if areas can be reserved at all. Related settings (e.g., the option to enable ‘Reserve areas' on a specific reservation type and the option per area to set it reservable) only become available if this is enabled.

• Use Seating arrangements: If areas can be reserved, this setting will enable the option to create seating arrangements and add these seating arrangements to specific areas. For more information, see the part on seating arrangements in the Application Managers section of this module: Reservation module

• Reserve assets: See ‘Reserve areas.’ but for assets.

• Reserve catering: See ‘Reserve areas,’ but for catalog items.

• Approval needed: This setting is used in the reservation workflow to determine if every reservation that is submitted must first be approved* by a reservation coordinator

*Reservations that are not yet approved still keep the reserved objects in that reservation blocked for others, and only if the reservation coordinator cancels the reservation during the approval step will these objects become available again for others to reserve at the specified time in the reservation.

Reservation types:

At least one reservation type must be added before starting the module activation. Via the include, these reservation types can be added. Additional reservation types can always be added later on (via the navigation menu or the module settings for reservations). For more information on the reservation types, see the part on Reservation types in the Application Managers section of this module: Reservation module

After starting the module activation, the relevant imports become available to download in the next step. For more details, see further down (Data imports).

Starting the module activation will also enable the relevant user groups and these can be assigned to user profiles via the User profile management dashboard, which can be found on the admin`s startboard. For more details, see further down (User groups and profile suggestions).

Workflow Emails

The emails that are automatically sent via the workflow (E.g., the confirmation email to the requestor or a new reservation when a new reservation is created) are also generated and shown in the include on the module activation after this is started. It is possible to delete some or all of these emails if some or all of these emails should not be used. For more information on workflow emails:

Standard Workflow emails

For a detailed description of the emails sent via the workflow, see: Reservation module in the 'Application Managers' section.

4.3 Data imports

When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).

Relevant data imports become available in the module activation after it has been started. Default data imports can also be found on the admins' startboard (only for level 2 and level 3 administrators).

For more information on data imports in general, see: Data imports

Available data imports for reservation as a module

If reservations are activated as a module, the following default import connectors become available:

*Data imports from other modules are most likely also relevant regarding the master data that is used to reserve (E.g., Buildings, Areas and Assets). For more information, see

Master data: Buildings and areas module activation and information

and

Master data: Assets module activation and information

4.4 User groups

When a module is activated, user groups can be assigned to user profiles. These user groups give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).

For more general information on user profiles, user groups, users, and the user profile dashboard, see:

Authorizing users

For the Reservation module, the following user groups become available:

Via the 'User profile management' option on the administrator startboard, these user groups can be assigned to existing user profiles or add them to newly created user profiles.

4.4.1 Relevant user groups from other modules:

For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
For Reservations, the Master data modules ‘Buildings and areas’, ‘Assets' and 'Catalog items” are often relevant (depending on the exact types of objects that can be reserved); therefore the following user groups could also need to be assigned to users (If not already done in the past)to be able to create and edit the relevant master data objects.

When generating the user profiles, it is advised to include these groups or have dedicated profiles (and users) for these modules.

4.5 Navigation menu and startboard options

When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the user groups). Next, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.

For more general information on the navigation menu and startboard, see:

Authorizing users | 2.2-Navigation-menu-and-Startboard

For the Reservation module, the following navigation menu options become available:

For the Reservation module, the 'Reservations dashboard' starboard tab becomes available:

Reservations startboardtab

This tab is available for the following user groups:

• Reservation coordinator

• View reservations startboard

• Management dashboards reservations

This startboard tab has the following buttons:

• Reservation + : The option to create a new reservation, same as on the general startboard tab.

• Search reservations: Same option as in the navigation menu to search on all reservations.

• Search recurring reservation schedules: Same option as in the navigation menu to search on all recurring reservations.

• Reservation for today (my location): An overview to see all reservations taking place today. If the user has a fixed location (via the ‘Building’ field on the contact of the user), only reservations for this location are shown, otherwise, all reservations (for all buildings)

• Overview catering/services: Via this overview, a list of upcoming reservations can be shown that contain catalog items (catering/services). This overview can be used by the service provider to know which services to prepare and deliver on time and can also be used to export catering/service reservations from the past, including the financial details (prices).

• Overview assets/equipment: Via this overview, a list of upcoming reservations can be shown that contain assets (assets/equipment). This overview can be used by the service provider to know which assets to hand out or take in on time.

Next to that, this tab has the following includes (most are only visible if they contain data):

• Reservations to be approved: An overview of reservations that require approval by the reservation coordinator. If the reservation coordinator has a specific building set on his or her contact, only reservations to be approved related to that building are shown.

• Reservations with reservation items to approve: This overview shows reservations with reservation items that need to be reviewed (approved or rejected) by the user.

• Reservations within the upcoming 7 days with remarks (my location): This overview shows reservations within the upcoming 7 days with a remark added by the requestor. If the user has a fixed location (via the ‘Building’ field on the contact of the user), only reservations for this location are shown, otherwise, all reservations (for all buildings) with a remark.

• Reservation items within the upcoming 7 days with remarks (my location): This overview shows reservation items within the upcoming 7 days with a remark added by the requestor. If the user has a fixed location (via the ‘Building’ field on the contact of the user), only reservation items linked to reservations for this location are shown, otherwise, all reservations items with a remark are shown.

• Today's reservations with a deviating seating arrangement (my location): This overview shows all reservations from today with a different seating arrangement compared to the default seating arrangement of the area.

• Today's reservations with setup or tidy-up times: This overview shows all reservations for today with reservation items that have setup or tidy-up times. The start time of the setup period or the end time of the tidy-up period is shown per line.

• Reservations with reservation items to approve: This overview shows reservations with reservation items that need to be reviewed.

• Areas to issue: This overview shows all reservations where the user must prepare an area for an upcoming reservation based on a dedicated workflow task (based on a general reservation module setting 'Preparation of areas via separate task').

• Areas to take in: This overview shows all reservations where the user needs to take in an area (clean it up again after a reservation) based on a dedicated workflow task (based on a general reservation module setting ('Clean up of areas via separate task').

• Assets to issue: This overview shows all reservations where the user is required to issue an asset based on a dedicated workflow task (based on a general reservation module setting ('Hand out assets via separate task').

• Assets to take in: This overview shows all reservations the user needs to take in an asset based on a dedicated workflow task (based on a general reservation module setting ('Take in assets via separate task').

• Catering to issue: This overview shows all reservations where the user is required to hand out catering based on a dedicated workflow task (based on a general reservation module setting ('Hand out catering via separate task').

5. Additional reports

For some modules, additional reports can be available via the ‘Report’ navigation menu option.
For the reservation module, there are reports available via:

• Navigation menu reports: A long list of reports related to reservations available to the ‘Reservation coordinator’.

• Management dashboard: A management dashboard for reservations is available in the ‘Reservations’ navigation menu to the ‘Management dashboards reservations’ system group, with overviews and graphs related to reservations (Quantity analysis, Occupancy overviews, etc):

6. Additional settings and options after enabling

For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.

To navigate to all Reservation settings, go to Modules settings → tab Reservation. Hover over the available settings on that page to get more information:

7. Additional information

No additional information currently

8. User manual

For the user manual with a more step-by-step explanation of the process itself, see: Reservation module for (end)users

9. Q&A

Waiting for questions to answer

OLD:

How to navigate to the module activation

To start the module activation for Workplace Experience: Reservations,

1. Navigate to the startBoard.

2. Click on the “Module Activations” tile

3. Select the “Available modules to roll out” tab and select “Workplace Experience: Reservations”.

4. Click on the “Rollout selected module” button.

This will provide you with a short explanation like the one below.

After your click ‘OK’, a new page (first step of the wizard) will open:

The module activation takes you through all the steps that need to be performed.

Steps to follow

Step 1: Settings to be determined:

Pre-defined setting tab

Step 2: Start this module activation

START

What happens when clicking the green Start button in this wizard step?

• You move on to the next page of the Wizard.

• Relevant imports are created, in the next step we will go over these imports.

• Workflow emails are automatically created. Meaning that we create the workflow emails that are send out when submitting/cancelling/closing Reservations. More on these emails in the next step.

• Relevant imports are created, in the next step we will go over these imports.

 You’re done with this step and can click the green ‘Start’ button to start the actions described above.

Step 3 Check data and close the module activation.

On the next page we can check all items that have been created. This also contains a checklist we can follow.

For importing data we take you through the basics steps on how to import module activation data. More details on imports can be found in this article Imports.

• The import file created in this SBR is the import for properties, areas and users. These can be set by opening the instance or via an import. To download the import template:

  • Navigate to the “Relevant imports” include.

  • Click Generate import template.

  • Click the download icon next to the loop to download the template.

  • Send files to the client.

• Import files receives and approved

  • If relevant, check if Properties/Assets and Catering objects are imported successfully. When the properties and areas are already imported when Initializing the environment these boxed can be checked directly.

  • Click Upload import file and upload the import file obtained from the customer.

• To see what workflow emails have been created we navigate to the Generated workflow emails include. We can take a closer look at the individual emails by clicking on the hyperlinks but for more info on workflow emails check /wiki/spaces/KB/pages/25034763.

• Configure Workplace Experiencein Cobundu Studio. Continue the steps from WPM-WPE integration: setup guide

If everything is handled we can close the rollout by clicking the close button, Reservations will now be shown as a NavigationMenu option.

Mandatory hierarchy for properties and areas

Main area

For every property that is created in WPM, a main area is created with the category ‘Main area’. Do not make any changed to the main area! All floors and areas that are created for this property will be placed hierarchically below this main area.

Location mapping

Below the requirements in WPM are explained. Instruction on how to set up “location mapping” in Cobundu Studio is explained in this article: Studio location mapping.

When importing or manually creating properties and areas in Axxerion please make sure to stick to the following rules regarding hierarchy. To create this hierarchy we’re using the technical Axxerion objects Property and Area combined with categories.

¹ When a custom Area category is created, 95% of the cases it will be on the same hierarchical level as workplaces. As an example of a custom area you could think of a concentration hubs or prayer room. For details on mapping custom categories, see this article Studio location mapping.

Hierarchy with a site or geographical area: additional rules

In Workplace Management, make sure no areas are added to properties of the category ‘Site’ and ‘Geographical area’. You are only allowed to add areas to properties of the category ‘Property’.

• When creating a new property in Workplace Management the option to add areas is hidden, so that is fine.

• But, afterwards when you change the category from ‘Property’ to, ‘Site’ or ‘Geographical area’ make sure you first delete all areas (except for the main area of course).

It is possible have a additional hierarchical levels above ‘Property’. This is explained in the table above, but not shown in the screenshot below. These levels are called ‘Site' and ‘Geographical area'.

• A site could, for example, be a business park on which five properties are located.

• The category Geographical area can for example be used as a parent for sites with in the same city or country.

For additional insight please look at the two screenshots below in which the default Area categories in Workplace Management (Axxerion) are shown (left) and an example of the mapping you’ll be doing later in Cobundu (right).

Where do I find the settings I selected

• Settings per area can be found on the area. In the navigationMenu click ‘Properties’ > open the menuoption ‘Areas’ > open an area > click on the ‘Reservations’ tab. If the tab is not available set ‘Reservable = yes’ first on the general tab.

• General property setting are found by clicking on the ‘Module settings’ button on your startBoard > ‘Masterdata’ tab.

• General Workplace Experience integration setting are found by clicking on the ‘Module settings’ button on your startBoard > ‘Workplace Experience’ tab.

Additional options/settings

 Check-in Settings

Check-in Settings

To optimize space utilization and reduce ghost bookings (without the use of sensors), you can use the check-in functionality.

To turn on the check-in functionality, follow the next steps:

• Click on “Client Settings” in the menu.

• Select the “Applications” tab.

• Select the “External apps” tab in the include.

• Click on the reference of your Cobundu integration.

• Navigate to the “Category settings.”

You can change the “Check-in” settings per category. To add a new setting, press the “New” button.

After pressing the “New” button, you can create a new “Check-in” setting.
Choose which category for which property you want to set it up.

Field	Description
Check-in required	This option determines if a check-in is required. Yes/No option.
Scan to check-in	Is it possible to scan a QR to check in. Yes/No option.
Check-in period (minutes)	The time you have in minutes to check-in before the start of the reservation.
Grace period (minutes)	The time you have in minutes to check in after the beginning of the reservation.

 Group Booking

Group Booking

It is possible to create group bookings in Workplace Experience. The settings must be turned in “Device control” for Workplace Experience to have the option visible.

Also, check if the following setting is turned on in Workplace Management:
”Default reserve on behalf of someone else” is turned on in the settings of the Workplace Experience Module. You can find the setting by:

• Clicking on “Admin” in the menu on the left

• select “Module settings”

• Open the tab for the “Workplace Experience” module settings.

  

It sometimes occurs that some users will not see the “Group Booking” toggle option. If that is the case, check their personal user settings in Workplace management and if the “reserve on behalf of someone” option is set to “Yes.”

Summary

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