Workplace App End user Quick Guide
- Julie Isebaert
Difficulty: novice
Learning Objectives
After reading this article, you’ll be able to:
Use the Workplace app
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
FIND COLLEAGUES
Search for and find your colleagues based on their reservations
SYNC WITH OUTLOOK
Synchronize your bookings with Outlook
Quick start guide
Download the app onto your phone from any of the official appstores.
Use below QR-codes or search “Spacewell Workplace” on your store.
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.
Select your building and you’re good to go
If SSO is not set up for your environment
Log in with the provided log in details.
Select your building and you’re good to go
Sessions are stored for a couple of days, so you might not have to log in every time.
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)
Functionality Overview
Reservations made easy
Fill in Search Criteria
Verify the search results. View results in different ways (floorplan, filter, etc.) by using the buttons in the top right corner
For example, select floor plan view: the search results will be highlighted on the floor plan
Fill in the details and confirm the reservation
The app 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 their environment. Don't forget to customize the slides by taking the questions on the first slide into account.
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