Workplace web (GO) End user Quick Guide
- Julie Isebaert
Difficulty: novice
Learning Objectives
After reading this article, you’ll be able to:
Use the Workplace web (GO)
BOOKINGS MADE EASY
Find and book rooms and desks through different functionalities that combine reservations and live occupancy data
VIEW DATA IN REAL TIME
The data is mapped intuitively on floor plans to show you immediate results at any moment
GET CONTEXTUAL INFO
Choose a room based on its equipment, capacity, comfort data
SYNC WITH OUTLOOK
Synchronize your bookings with Outlook
Quick start guide
In any of your preferred browsers, go to Workplace
Workplace web (GO) is optimized for mobile (only portrait orientation supported).
How to log in?
If SSO is set up for your environment
Log in with your SSO user details. The Workplace platform will recognize SSO has been set up and log in automatically.
If SSO is not set up for your environment
Log in with the provided log in details.
Sessions are stored for a couple of days, so you might not have to log in every time to visit GO.
After logging out, we’ll still remember your user name. You only need to provide your password.
In case your forgot your password, Workplace can send you a code to retrieve your login (if e-mail has been configured)
How to use Workplace web (GO)?
Depending on your rights in GO, you might see following menu items:
Live Data
Check live sensor data
Make reservations
Create Booking
Create a booking based on search details
My Reservations
Check your reservations
Replay
Replay sensor data values from the past
Dashboards
Look into sensor data values from the past
Functionality Overview
Location Detail Screen
Location name & Picture
Comfort & Occupancy information (depending on sensors available for the location)
Linked zone & department
Capacity
Latest Sensor data shows timelines in a graphical representation for current day and the past 1 month.
Select a specific type of sensor data from the drop down list or click the "Show all" button to see different types of captured sensor data for this location.
"Show all" Data automatically shows Today, but it's possible to select a date from max 1 month in the past through the calendar.
It’s possible you are not permitted to view this information.
“Check Availability” button will open a calendar view, allowing you to make a reservation
Reservations made easy in Create Booking
Based on date/time & nr of participants search > Search Results contain more info about locations
Select location
Confirm Date & Time, Add description and reservation responsible
Confirm the reservation
The tool will confirm if the reservation creation was successful
Reservations made easy on Live Data Floor plan
Select a location and check the availability
Select date & time. This will automatically open on “Today”, but the calendars allows a search on other data. Use Quick Timeslots or select from-till period.
Confirm timeslot
Confirm the reservation
The tool will confirm if the reservation creation was successful
Floor plan Legend
Occupancy View
Green indicates that there is no occupancy detected for the location.
Red indicates the current occupancy status of the room or desk. The icon will gradually fade over time, reflecting the decreasing likelihood of the space still being occupied. Once a sensor is triggered, it takes 15 minutes for the status to turn green, unless another trigger event occurs.
Grey means that this location should not be used/ occupied (for example a checkered pattern due to COVID-19).
If a location does not have any color associated, we don’t have occupancy data to show for this location:
there is no sensor linked to this location
sensor did not connect to Workplace since more than 7 days
Reservation View
Red means the room is reserved and occupied.
The number indicates for how long the room is reserved in minutes.
Yellow means the room is reserved but not currently occupied.
The number indicates for how long the room is reserved in minutes.
Green with an icon means the room is not reserved but occupied.
Green with a number means the room is reserved in X minutes.
Red with an icon means that the room is not reservable but currently occupied.
Complete floor plan legend can be found here: View By Space Reservations
This information in a presentation
Use this End User Quick Guide Template to help end users quickly navigate your environment. Don't forget to customize the slides by taking the questions on the first slide into account.
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