Difficulty: novice
Content
Learning Objectives
After reading this article, you’ll be able to:
- Use the information on the Confirm Reservation screen to confirm this is the ideal location for you
- Confirm your reservation
There are different ways to land on the Confirm Reservation Screen (which is nested below the Create Reservation functionality in the Workplace web portal GO):
- through GO live floorplan - location selection, where you’ve selected a room/workplace on the floor plan
- through GO - Create Reservation, where you’ve immediately selected a Favorite location, or used the powerful search function to select the ideal location for your needs
- through https://spacewell.atlassian.net/wiki/pages/resumedraft.action?draftId=734068737&draftShareId=a31495b8-4777-412d-89ce-0dd6ef457983, where you’ve selected a Room or Workplace
- by selecting a Favorite location in GO - Favorites
- …
Location Information
- location picture (can be enlarged to full screen)
- location favorite marker (selection will add this location to GO - Favorites)
- location name
- location floor + building
Space Details
- Latest sensor values, depending on the data captured in that location
- Occupancy indicating:
“Not Occupied”
- “Occupied“ + info bubble “Occupancy detected X minutes ago”
- Capacity (for rooms only; capacity for workplaces = 1)
- Linked zone(s)
Date & Time Selection
If you have entered Date & Time details in a Search before, they will of course reflect the search parameters.
Select Date & Time on the right hand side or in “Create Reservation” panel (allows multi-day booking)
- Date automatically shows Today, but it's possible to select a date through the calendar button
- Select the relevant time frame in the calendar on the right or use (pre-defined) Quick Timeslots
Create Reservation
Reservation Details
- Enter Reservation Title
-
From-To Date & Time take over any selection from the right hand side or allow multi-day booking
Use the “Make recurring” button to configure a repetition of the reservation on a daily, weekly, monthly or yearly basis (see Recurring Reservations for more details)
-
Number of Participants (only available for Rooms) indicates the expected number of people that will use the room.
Use the slider or enter the number in the number field
- Per room, the maximum number of participants will reflect the capacity
- If you’re allowed to make reservations for other people*, you can enter their name here
- Cost Center** field
- Enter Remarks (only available if the field is enabled by your administrator)
- Flag the reservation as “Confidential” if you want to hide reservation details for others
Info
* “Reservation for” allows to make a reservation on behalf of someone else, which technically translates into changing the reservation response on the booking in respective IWMS. When booking on behalf of someone else, the reservation scope restrictions (locations, zones) will be applied based on the selected reservation responsible.
Info
** For room or workplace reservations only, the cost center field is always optional. It can only become mandatory when additional services or equipment are added (and cost center field is marked “mandatory” for those through Workplace User Management)
Cost Center field will be automatically populated if a cost center is assigned at contact level, organization level or parent level in Asset. If no cost center is configured on any level, the field will remain empty.
For best use of Cost Center Search: Enter at least the first 3 characters of the Cost Center Name (as it searches Names only, and considers “Starts with” (NOT “contains”)
Participants
This tab allows you to add Colleagues or external visitors to your reservation.
Add Colleagues
- Select contacts through Search or select from Favorite Colleagues list or Recent History
- Your colleagues will receive a notification in Workplace
- If an Exchange integration has been set-up between Workplace and Microsoft Outlook, your colleagues will receive your reservation as an e-mail invite.
for a reservation made in Outlook: Any answers (will accept/tentative/decline) will be reflected in Workplace.
- for a reservation made on a Workplace touch point: answers provided through Outlook will not be reflected in Workplace.
Add Visitors
- manually add visitors, by providing the requested information
- batch upload a list of visitors, that can be prepared in an excel format
Info
You’ll only see the Visitor-relevant features after your administrator assigns the relevant permission.
Add-ons
This tab allows you to add Services or Equipment to your reservation
- In the right hand pane, select the required amount of Services or Equipment to add to your reservation
Info
Use the search or filter to limit the list
- Confirm to get an overview of your selection
For each object, you can add specific notes, like dietary requirements.
- For each service, you can add a separate start time, as you might want to receive your lunch only at midday even if the reservation starts in the morning.
Info
If Cost Center field is mandatory, fill it in on “Reservation Details” tab
For best use of Cost Center Search: Enter at least the first 3 characters of the Cost Center Name (as it searches Names only, and considers “Starts with” (NOT “contains”)
Reservation Confirmation
In the Reservation Confirmation screen, you’ll have the possibility to share your reservation with your colleagues. They will see this appear in their GO - Notification center.
Confirmation of Recurring Reservations
When you create a recurring reservation, you’ll first receive the notification that your recurring reservation has been submitted.
While Workplace is creating these reservations in the background, you can continue your work!
Once Workplace has tried to create all reservations, you’ll receive another notification, which will list if it was possible to book all occurrences, or for those that there was an issue. In case it was not possible to book an occurrence, Workplace will provide the option to
- select another time slot
- select another location
Once a reservation is confirmed, it will appear in GO - My Reservations.