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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, were Workplace Management will be the background system, 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 and relevant master data with Workplace Experience. 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 (applicable based on the setting in the module activation down below)

• Master data: Catalog items (applicable based on the setting in the module activation down below)

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

There are two options to activate the Workplace Experience integration module:

• As a complete solution (complete solutions can only be rolled out initially if no other module has been activated yet and will include any relevant module related to this solution).

• As a module (the Workplace Experience integration module is rolled out as an additional ‘module’ next to other already activated solutions or modules).

In a new environment both the solution and individual module can be activated. If another solution or module is already activated, the Workplace Experience integration module can only be activated.

4.1 Prerequisites before activating this module

The following prerequisites only apply to enabling the module and not to the complete solution, since the solution activation already takes all prerequisites into account.

The following modules need to be activated before the Workplace Experience reservation integration module can be activated:

• Master data: Buildings and areas

• Master data: Assets (Only if assets (equipment) is to be reserved via Workplace Experience)

N.b. Catalog items (services) can also be reserved via Workplace Experience, but this module does not have a separate module activation and is automatically enabled if relevant.

4.2 Module activation

As a complete solution

If the solution is activated, it will automatically 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.

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

Settings to be determined

• Create reservations only in Workplace Experience: If this setting is set to Yes, the options in Workplace Management to create reservations and additional options such as periodic reservations, calendar, etc. are all hidden, so that key users have clearer screens for managing buildings, rooms, users and via Workplace Experience created reservations.

• Reference Workplace Experience tenant: Enter the Workplace Experience tenant reference. The reference can be found in Workplace Studio as a prefix to the username. For example axxprod1.username.

• New buildings to Workplace Experience: Determine whether all new buildings are automatically exported to Workplace Experience or whether the buildings are manually added to the External app.

• New areas to Workplace Experience: Determine whether all new areas are automatically exported to Workplace Experience or whether the areas are manually added to the External app.

• New users to Workplace Experience: Determine whether all new system users are automatically exported to Workplace Experience or whether the system users are manually added to the External app.

• Reserve assets (equipment): Determine whether assets can be reserved. Enabling this will also enable the option to set this setting per reservable type (if reservations are created via Workplace management) or the option to automatically add new assets to the Workplace Experience external app, if Workplace Experience is used to create reservations.

• New reservable assets to Workplace Experience: Determine whether all reservable assets are automatically exported to Workplace Experience or whether the reservable assets are manually added to the External app.

• Reserve catering (services): Determine whether catalog items can be reserved. Enabling this will also enable the option to set this setting per reservable type (if reservations are created via Workplace management) or the option to automatically add new reservable catalog items to the Workplace Experience external app, if Workplace Experience is used to create reservations.

• New reservable catalog items to Workplace Experience: Determine whether all reservable catalog items are automatically exported to Workplace Experience or whether the reservable catalog items are manually added to the External app.

• New cost centers to Workplace Experience: Determine whether all cost centers are automatically exported to Workplace Experience or whether the cost centers are manually added to the External app (if relevant)

Automatically create user profiles:

In a solution, user profiles are automatically generated (as appose to only a module activation, in which case the relevant user profiles need to be created or update manually via the profile wizard.
Via this solution, the following two user profiles are automatically generated and can be assigned to users:

• End user profile (reservations: This profile will be used by end users who make reservations (either in Workplace Management or Workplace Experience)

• General manager: This profile is used for the manager of a Workplace Experience environment (user management, building management and reservation coordinator system groups)

See Authorizing users for more information on user profiles and authorizing users.

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 or solution 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.

As a module activation

If the module activation instead of the solution activation is started, it will only activate (if not active already) the reservation module. The same settings to be determined apply to the module activation as are used in the solution activation described above (whit the exception of the first setting 'Create reservations only in Workplace Experience').
Any relevant user profiles must also be created or updated with the relevant system groups manually via the User profile dashboard. if the reservation module was already in use in Workplace Management, the users most likely already have the correct system groups in their user profile. See user groups down below for more information if needed.

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 the Workplace Experience integration

If Workplace Experience integration is activated as a solution or module, the following default import connectors become available (some depending on the setting in the module activation) :

*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

4.3.1 Mandatory hierarchy for buildings and areas

Main area

For every building 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 building 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 Workplace Studio is explained in this article: Studio location mapping.

When importing or manually creating buildings and areas in Workplace Management please make sure to stick to the following rules regarding hierarchy. To create this hierarchy we’re using the building and area objects combined with area categories.

¹ When a custom Area category is created, 95% of the cases it will be on the same hierarchical level as workplaces, rooms or parkings. 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.

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

Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant user groups.

4.5 Navigation menu and startboard options

Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant navigation menu and startboard options in Workplace Management.

5. Additional reports

Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional reports in Workplace Management.

6. Additional settings and options after enabling

Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the additional settings and options after enabling in Workplace Management.

7. Additional information

7.1 Check-in Settings

To optimize space utilization and reduce ghost bookings (without the use of sensors), you can use the check-in functionality. When enabled, a user must confirm a reservation via the Workplace App a few minutes before it takes place. It the check in is not done, the reservation will get canceled automatically.

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

• Open The Workplace Experience external app (via the workplace experience button bar on the administrator startboard)

• Navigate to the “Category settings. include

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

After pressing the “New” button, you can create a new “Check-in” setting.
Choose per area category and building combination the desired check-in settings.

7.2 Group Bookings

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 via the module settings option, tab ‘Workplace Experience’ via the administrator startboard.

8. User manual

Since this module is about the integration of the Reservation module with Workplace Experience, see the reservations user manual with a more step-by-step explanation of the process itself: Reservation module for (end)users

9. Q&A

Waiting for questions to answer