Difficulty: novice
Content
Learning Objectives
After reading this article, you’ll be able to:
- Create a reservation.
- Add items to your reservation.
- Look up your (recurring) reservations and adjust them.
- Create a recurring reservation.
Reservations
A reservable area, workplace, asset, or room can be reserved by using the reservations functionality in Asset.
How to make a reservation?
How to make a reservation?
Create a reservation
You can make a reservation by clicking on the ‘Reservation+’ button on your startBoard.
- To create a reservation fill in the fields. The fields with an asterisk (*) are mandatory.
- Requestor: For whom is the reservation? Your own name is filled in here. Key users can also create reservation on behalf of some one else. Fill in the name of that person here.
- Type: the type determined the options available when making a reservation. For example, some types might not allow catering to be added to the reservation, where other types can only be used to reserve a company car. The details of the types are determined by the system administrator
- Subject: subject of the meeting
- Property: in what property does the reservation take place. This setting acts as a filter for the items (areas, equipment, etc.) that can be added to the reservation
- From/ Until: start - and end time of the reservation
- Persons: how many people will attent the meeting
- Arrangement: choose a seating arrangement. This field acts as a filter for the areas that can be added to the reservation. You can leave this field empty if the seating arrangement does not matter or if you simply want to see all available areas - Now press the button “Show availability”
- Depending on the input so far (type, property, etc.), the list of items that can be added to the reservation is shown/ updated
In the tabs on the bottom of the page, select the items (e.g. areas, catering, and visitors) you want to add to the reservation by clicking on the checkbox. Adding items to an reservation is explained in detail in the next section of this article.
- Click on the button “Next step”
- On this screen you can check if everything is correct. Several quick access options are available to change the reservation, e.g.:
Add remarks
- Delete areas
- Duplicate catering items (for example to add ‘coffee’ a second time)
- Add/ delete visitor
- Click on ‘Previous step’ if you want to change the reservation, or press the “Confirm reservation” button to finalize the reservation.
Available equipment
In this section you can add equipment to your meeting. For example a beamer.
Catering
If needed you can add catering items to the meeting. For example you can add coffee, lunch and bitterballen to the reservation.
Visitors
Below an example of the “visitor” tab.
If there (external) visitors, you can add them to the meeting by using this tab. You can select a visitor from the list or create a new visitor. When creating a new visitor, you need to fill in the details regarding the visitor.
Field name | Description |
|---|---|
Name | The name of the visitor |
Organization | The organization name of the visitor |
Expected arrival time | The expected arrival time of the visitor |
Expected end time | The expected end time of the visitor |
Visits | The person whom the visitor is visiting |
Description | Description of the visit, for example : training |
Car | Yes or No |
License plate | If Yes on the option car, you will be able to enter the license plate number of the car |
Reservation overview
Reservation overview
You can see an overview of your request by using the “My reservations' button on your startboard.
In the next screen, you can choose for which period you want to see your reservations by adjusting the “Start time since” and “Start time until” and then press the “Search” button. Leave all fields empty to display ALL your reservations.
The reservations will be listed as shown below.
Making a recurring reservation
Making a recurring reservation
If you have the option to create recurring reservations, you will have the additional button “Create reservation schedule“. This button is available:
- On the screen where you confirm a newly created reservation
- When you open a reservation in the status ‘Confirmed’.
Let`s create a new reservation:
1. Press the “Reservation +” button on your startBoard
2. Fill in the requested fields, Press the button “Show availability,” and add the items needed
3. Press “Next step.” In this screen you can confirm this single reservation, but also see the “Create reservation schedule” button.
4. Click on “Create reservation schedule” to create a recurring reservation.
5. You will see a pop-up warning that the current reservation will be converted to a periodic reservation. Press ‘Ok’ to continue.
Note
The initial reservation is used as a template for the reservation. This status of the initial reservation is therefore now changed back to 'Draft'.
6. After pressing OK, the recurring reservation is created. Now you can add the details of the recurring reservations:
- The time of the reservation
- The recurrence daily, weekly, monthly, and yearly.
- The start date of the series
- An end date or the total number of occurrences
A example of settings of a recurring schedule for a reservation every month on the second Wednesday from 10-12 am for the next 10 weeks | A example of settings of a recurring schedule for reservation every week on the Wednesday from 10-12 without an end date. |
|---|---|
7. If you are satisfied with the settings, press “Create/submit/update Reservations” to confirm the recurring reservation and create the reservations for this schedule.
Note: Depending on the settings, creating the reservations can take a while as authorizations and availablibiliy need to be checked for every reservation.
Changing a recurring reservation
Changing a recurring reservation
As an end user you don`t have an overview of your recurring reservations. You only have a overview of all your reservations. Every occurrence of your recurring reservations is shown as a separate reservation.
1. Open a reservation that is a part of series
2. Now you can click on the recurring reservation, see screenshot marked in red.
Preparations
3. Click ‘Change’ and ‘Ok’ when you see the popup
4. Now you can change the details of the schedule
5. You can also open the 'Reservation template' by clicking on the hyperlink. On the reservation template you can add/ delete item, etc. After making the desired changed, click ‘Save and return’ to navigate back to the reservation schedule
Changing the reservations
6. Click on ‘Create / submit / update’ on the recurring reservation
Button | Description |
|---|---|
Create / submit / update Reservations | If you changed the details of the recurring reservation, for example the end date or number of occurrences changed. Use this button to created/ submit the changes and generate the new reservations. |
Cancel selected reservations | Cancel the selected reservation. |
Back | Go back to the previous screen without saving, |
Save and return | Save your changes and go back to the previous screen. |
Info
- To change to name of the reservation, you need to change the name of the reservation template! Not the name of the recurring reservation.
Summary
- To create a reservation use the reservation button on your startBoard
- It is possible to add items to your reservation
- To create a recurring reservation, use the “Create reservation schedule” while creating a reservation
- (Recurring) reservations can be cancelled.