Difficulty: novice
Content
Learning Objectives
After reading this article, you’ll be able to:
- understand possibilities and limitations of Recurring Reservations feature
In the flow of making your reservation (and if you have the permission to create recurring reservations) on following touch points, you can make your reservations recurring:
- in GO web portal: https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4357489537/GO+-+Confirm+Location+Reservation+screen#Reservation-Details
- in Workplace app
- in Outlook, see Exchange Sync and Outlook
Get started to create a recurring reservation
In all cases, you start by entering the most suited time and you select a location that is already available for that initial time slot.
Next to the From-To Date & Time for that initial appointment, you can use the “Make recurring” button to configure a repetition of the reservation on a daily, weekly, monthly or yearly basis.
Good to know
- Users cannot add visitors to recurring reservations but can add visitors individually to each occurrence through the edit flow.
- When an occurrence in a series is edited, it is marked as exceptional but remains part of the series. If users update the series afterward, those exceptional occurrences also receive the latest changes from the series and are no longer considered exceptional.
- Past occurrences are deleted when users update the series with a new recurrence pattern.
- In case a reservation is made by another person (creator/requestor): The reservation responsible person does not receive notifications (submission and completion) for both update and cancel actions.
- If a location has a maximum or minimum time set for how far in advance you can or must make a reservation: When you edit the start or end time in a series, any reservations that no longer meet this time requirement will be deleted. However, other changes like the title, number of participants, reserved for, remarks, inviting colleagues, adding visitors, or adding services/equipment will not delete reservations, regardless of the location's time restrictions.
- The reservation will follow the settings of the selected item (such as Location, Service, or Equipment). This means that if the Service or Equipment has setup/cleanup times or specific advance requirements (maximum or minimum time set for how far in advance users can or must make a reservation), the whole reservation must meet those requirements, even if the Location doesn’t have similar restrictions. If any of these settings cause a conflict with the reservation, it won’t be created.
- If there is a limit on the maximum number of scheduled occurrences (see below), and a location has a minimum time set for how far in advance users can or must make a reservation (“advance until” setting): when users create a recurring reservation with 'Never End' or more occurrences than allowed by the “advance until” setting, Workplace will only create the allowed number of occurrences.
So when a location must be reserved 2 weeks in advance, and on 1st of January, you schedule a daily recurring reservation from 1st of January until 30th of January: then only the reservations from 1-14 January will be committed. The reservation requests from 15-30 January will not be treated by Workplace
- Number of occurrences:
No End date limit meaning it will run until max number of default occurrences.
- The default occurrence max is set to 180, and it applies to all bookable spaces. There is a configuration possible to change to any value between 2 and 1080, which will also apply to all spaces
- Recurrent Reservations feature only works with IWMS Axxerion under the hood.
What happens when you create 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