Difficulty: novice
Content
Learning Objectives
After reading this article you will be able to:
Perform the module activation for Workplace Experience: Reservations
Keep in mind: If you’re setting up a Workplace Management-Experience Integration, this module activation is step 4 in the WPM-WPE integration: setup guide. Finish up steps 1 to 3 before starting this activation.
How to navigate to the module activation
To start the module activation for Workplace Experience: Reservations,
Navigate to the startBoard.
Click on the “Module Activations” tile
Select the “Available modules to roll out” tab and select “Workplace Experience: Reservations”.
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.
As part of this module activation, Properties and Area are also activated. So you don't need to run the SBR ‘Masterdata: Properties and areas’ separately.
Steps to follow
Step 1: Settings to be determined:
Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text:
Setting | Description |
|---|---|
Reference Workplace Experience tenant | Enter the Workplace Experience tenant reference. The reference can be found in Cobundu Studio as a prefix to the username. For example axxprod1.username. |
Properties to Workplace Experience | Add properties automatically (after create) to the External app or manage the properties in the External app manually. Objects linked to the External app can be used in Workplace Experience. |
Areas to Workplace Experience | Add areas automatically (after create) to the External app or manage the areas in the External app manually. Objects linked to the External app can be used in Workplace Experience. |
Users to Workplace Experience | Add system users automatically (after create) to the External app or manage the system users in the External app manually. Objects linked ot the External app can be used in Workplace Experience |
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.
When importing properties and areas make sure to apply the mandatory hierarchy. If this is not done properly, this will result in issues when mapping areas and workplaces in Workplace Experience.
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
Make sure to stick to the mandatory hierarchy to prevent issue when setting up Cobundu Studio.
Don’t change the category of the main area (the main area is automatically created when you create a property)
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.
Axxerion Location Category | Hierarchy | Cobundu Location Category |
|---|---|---|
Property of the category “Geographical area” | Highest level | Area |
Property of the category “Site” | A site can be part of a Geographical area | Site |
Property of the category “Property” | A property can be part of a site | Building |
Area of the category ‘Floor’ | A floor is part of a property | Floor |
Area of the category 'Meeting room' | A meeting room is part of a floor | Room |
Area of the category 'Area' | An area is part of a floor | Room |
Area of the category 'Workplace' | A workplace is part of an area | Workplace |
Area of the category 'Custom category’ 1 | A custom category is part of an area | Workplace |
Area of the category ‘Parking’ | A parking is part of a floor | Parking |
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
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
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.”
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