Difficulty: novice
Content
Learning Objectives
After reading this article, you’ll be able to:
Make a reservation on the Workplace app by scanning a QR code, or
There’s different ways of booking a Meeting Room, Workplace, or Parking space, depending on requirements: is the user in front of the location he wants to book? Or is he looking for the best fit to specific requirements?
When the user is in front of the location he wants to book
If the location bears a QR code linked to Workplace, a user can book this location in under 20 seconds:
Open action item “Scan to Book Now”
Scan the location QR code
Select the end-time of the reservation (either by drag-and-drop on the timeline or by selecting a preset (1h, 2h, 4h or until end of the day)
Optional “Booking Details”: indicate who is reservation responsible
When the user is looking for the best fit to his requirements
Step 1. Select the location you want to book
Location selection can have different starting points:
You can use the floorplan (either select Action button “View Floor Plan” or by using Floors card). Upon location selection, user is brought to Resource Detail Screen.
You can immediately go to Resource Detail Screen by selecting one of your favorite resources on the Home Screen.
You can use different Action buttons "Book a Meeting Room / Book a Workplace / Book a Parking space" on the home screen, to search on date/time, specific location or category etc
In each of the Action buttons “Book a … (resource)”, 3 tabs are shown:
This is the default tab.
User can search for the available rooms or desks by providing a date, time, location, number of attendees, category and capacity details for the meeting
Date: User can select the current or next day by toggling the Today / Tomorrow button. The date picker is displayed when user selects the date /selects “Other day”, which allows the user to change the date value.
Multi-day booking is supported in the app: create bookings which start on one date and end on another. Reservations can span multiple days without having to make separate reservations. The visualization of a multi-day booking is visible on other touchpoints (Kiosk, Room Display, Go) ; however, it can’t be edited from those touchpoints.
Time:
‘Time’ picker is displayed when the user selects the time or selects “other time” button
Quick Timeslots can be defined per site.
Location: User can limit search to a specific floor
The user can increase the participants count using the slider to go up to ‘20+’
The categories will reflect all available resource categories.
Define who will be the Reservation Responsible. This person will see the reservation in their touchpoints “upcoming meetings”, will potentially receive messages about this reservation etc
User can limit search to a specific zone
When user taps on the ‘Proceed’ button the user is navigated to ‘Select Resource’ screen.
After having entered the search criteria, when the user taps on the ‘Proceed’ button: the user is navigated to ‘Select Resource’ screen.
Header icons:
search for specific resource. Voice search is supported
filter options to filter on Resource Name (A-Z, Z-A), Capacity (Low-High, High-Low) or Favorite First
Workplace app repeats the search criteria that were entered in the previous screen
List view (default) or Floor plan view:
List view shows all resources that are a match with the given criteria (see chapter “Extra” on this page > “Search Recommendations” for more details). List view includes: resource name, picture, capacity, location. Upon time slot selection, user is brought to Resource Booking Screen.
“Recommended for your” will show the resources that are the best match to the given criteria:
Available rooms with at least 1 slot within the next 2 hours
Available rooms on the requested day
Available rooms on the requested floor
Available rooms that match the required capacity
“Other great options for you” will show resources that slightly differ from the given criteria, usually the rooms are a bit larger than the mentioned number of attendees
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Floor plan view where all resources that are a match with the given criteria are highlighted. Selecting a location from the floor plan opens a small pop-up with a picture and meeting room name. Upon location selection, user is brought to Resource Booking Screen.
To find other resources, the user can either go back to the previous screen or scroll down to widen the search (eg add other floors to the search criteria).
‘Floor Plan’ tab opens the floor plan view. Upon location selection, user is brought to Resource Detail Screen.
Step 2. Resource Detail Screen
On Resource Detail Screen, select “Book this … (resource)”
As described above, in some cases, you’ll skip this step
Step 3. Resource Booking Screen
If you have not filled in search criteria in Step 1: Resource Booking Screen allows you to select date/time, enter number of of participants and meeting subject
If you’ve filled in search criteria in Step 1: Resource Booking Screen repeats the most important information on the reservation request (date/time, number of participants), and allows you to add extra information such as a meeting subject to the reservation.
Time zone deviation between the location time zone and device time zone will be indicated.
While creating a reservation, you can make a booking for someone else.
When a new responsible person is selected, this person becomes the actual organizer of the meeting, and this meeting will appear in his/her reservation agenda.
When booking on behalf of someone else, the reservation scope restrictions (locations, zones, departments) will be applied based on the selected reservation responsible.
There’s no restriction on who can booking on behalf of which other user.
Booking is created when user selects “Confirm Booking” button.
On the successful creation of booking, user is navigated to “Booking successful” screen.
Step 4. Booking successful screen
This screen is displayed when user creates a booking.
All the booking details are displayed as read-only.
Share your reservation with your colleagues. They will see this appear in their Notification center.
Buttons:
Book another goes back to Search with the same search details filled in.
Return to Home allows the user to navigate to the Home screen.
Verify Reservations
There are different ways to verify the Reservations for either the logged in user, or any resource:
On the Home screen “Ongoing Events” & “Upcoming Events” cards show upcoming reservations for the logged in user.
In Resource Detail Screen, timeline tab, the reservations for the selected resource are shown.
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