Reservations (incl. recurring) for Key-user

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Laura CARBO

Difficulty: starter

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Manage all (recurring) reservations
  • Learn what reservable objects are
  • Use the Reservation Calendar

Reservations

A reservable area, workplace, asset, or room can be reserved by using the reservations functionality in Asset. You also can add equipment, catering and visitors if needed.

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Create new reservation

  • Menuoption ‘Reservations’ > ‘Reservation calendar’ > click the '+' symbol on the top right on your screen
  • Menuoption ‘Reservations’ > ‘Reservation calendar’ > use drag and release option (see screenshot)

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    • Info

    It`s also possible to limit the number of reservations of a “Workplace” per period. For example an end user can only reserve one workplace per day. An administrator can change this setting.

    Options to search for reservations

    Searching via the menu option “Reservations”

    Enter a query to search for a reservation or leave it empty (it will show all reservations). Press the “Search” button to start the search. You can also use the advanced search option.

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    Searching using the “Reservation Calendar”

    You can see the created reservations on the different time slots in the calendar. The initial view of the calendar is always the day-view. The options you have to change the view are explained in t

    Info

    Double-clicking on a reservation to open it.

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    Modifying or cancelling a reservation

    Reservation Calendar details

    • If you click on a reservation it will open it and you will be able to edit the details.

    • Another way to create a reservation is to select a time slot in the row of the area you want to reserve. (See screenshot below:the red box is the selected time slot, a reservation will be created for that period.) This is also possible in the weekly and monthly view. But beware of the the selected period if you use this other than on the daily view , you can adjust it the time period in the reservation creation view.

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    Colors of a reservation

    The status of a reservation determines the color of the reservation in the calendar.

    • Light yellow: Reservation that has not yet been submitted (status ‘Draft’)
    • Orange: Reservation that is submitted, but not yet approved (status ‘Requested’ or ‘Change’)
    • Green:  Approved reservation

    Also:

    • Cancelled reservation are hidden in the calendar
    • A small red line indicates that catering is added to the reservation (see screenshot)

      • Note: no line is available to identify other reservable items such as visitors and equipment.

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    Recurring Reservations

    Changing a recurring reservation

    The instructions for changing recurring reservations are found in the end user article on Reservations (incl. recurring). Again with the addition that you, as a key user, can also change other peoples recurring reservations.

    Reservable objects

    Reservable objects

    Info

    • ‘Reservable objects’ are all areas, assets, and catalog items that can be added to a reservation.
    • Catering items are found under Object type ‘Catalog Item’.

    To open and change settings on a reservable object

    1. Use the menu option “Reservable objects” in the menu under “Reservations”.
    2. Optionally select an object type and click ‘Search’.
    3. You will see a list of the reservable, open an object to edit one.
    4. You can change the settings of a reservable object. Hover over the options with your mouse, to view the help text that explains what that option does.
    5. After making a change, press “Save and return” to save your changes.

    Only objects with setting ‘' Reservable = yes' are found in the reservable objects menu option. When you open a reservable items and change this setting to 'no’ it can no longer be found via this menu option.

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    Manually creating new reservable objects

    The method for creating a reservable object is the same for all object types. To make an asset, area, or catalog item (no longer) reservable follow these steps:

    1. Find the item via the menuoption:

      1. ASSETS: Assets > Asset >search

      2. PROPERTIES: Properties > Properties > open property > ‘Areas’ tab
      3. CATALOG ITEMS: Assets > Catalog > use keyword search to find your catering item, or use Advanced search > “Category = Reservable items” > OK.
        Note: only catalog items with category ‘Reservable items’ can be made reservable.
    2. After you’ve opened the item > set ‘Reservable = yes’
    3. The tab ‘Reservation settings' now appears and the item is now reservable. You can open the tab and make additional settings if you like.
    4. You can now find the item you made reservable via the menu option: Reservations > reservable objects

    Info

    If you have large numbers of items that need to be created or that you want to make reservable, please contact you Spacewell consultant to discuss the possibility to import the items.

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    Reservations dashboard

    Each button leads you to a overview page of the indicated topic:

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    Reservation Types

    Summary

    • Key users can manage reservations for other users
    • There are multiple ways to create a new reservation, including the possibility drag a reservation in the calendar view.
    • The setting of a reservable object can be edited

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