Configure and Manage Building Passes – Administrators

Important
This is an Appspace Limited Release feature. Contact your Appspace Customer Success Manager to be a part of this Limited Release program and enable this feature.

The Reservations module is ideal for configuring space reservations in a flexible, hybrid workplace. You can configure our system for reserving rooms, workspaces, desks, and even building passes for limiting access to offices on certain days. You may choose to import room and other resource details from supported external calendar providers such as Google or Office 365, or simply add new resources using Appspace’s built-in calendar provider services introduced with this reservations system. The Appspace calendar provider will be ideal to add desks and points of interest (POIs) that aren’t available in a regular calendar provider.

Administrators can use our Locations module to upload floor plans to a building, campus, or individual floors, and map resources and points of interest to these floor plans and link them to the Appspace Reservations system. They can also choose to upload the floor plans in the Locations module, and thereafter do the resource mapping directly in the Reservations module. providing a clear visual guide and experience for employees and visitors when making reservations later on.

All administrative tasks are performed in the Reservations module in the Appspace console, as follows:

  • Create reservable resources – Import room resources from a calendar provider, or create them directly in Appspace.
  • Manage buildings –  Implement reservation rules, set employee permissions, manage reservations.
  • Upload floor plans and link resources – Upload floor plans and map workspaces to resources to provide a better visual guide and experience to employees and visitors.
  • Analytics & reports – Measure your workplace utilization, and monitor and track users’ access.

Once the system is set up, reservations can be made via the web using our Employee App portal, or the Appspace Employee App on a mobile device (Android or iOS).

This article provides you with instructions to configure building passes in the Reservations module.

Important

Prerequisites

  • An Appspace user account.
  • Account Owner or Location Admin role.
  • Buildings created in Locations for resource mapping.
  • Appspace App 2.10.2 or later for using QR codes to check-in to a building.

To configure building passes you may choose to connect to a calendar provider used by your organization to import, configure, and enable building passes.

However, buildings don’t typically exist as a resource in calendar provider configurations, thus you can create the resource directly in the reservations system (using Appspace as a calendar provider).

Add Calendar Provider

Important
Skip this section if you plan to create resources utilizing the Appspace calendar provider, and proceed to the Enable Building Pass section below.

However, if you’ve already created buildings on your external calendar provider, or wish to use an external calendar provider, such as Office 365 or G Suite, a provider must first be added into the Reservation resources module by creating an authentication passport to enable a secure connection between Appspace and the calendar provider.

Please follow the instructions below to add and authenticate a calendar provider.

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Click the + CREATE button, and select Add Provider.
  4. Select your provider from the Select Provider drop-down menu, or click the Add new passport to create a new provider.
  5. Once selected, click Next.
  6. Proceed to Configure Locations, by selecting one of the following options for the building resources:

    • Do not Import
    • Import as a new building – If this option is selected, proceed to select the location the building will be created in.
    • Import to an existing location – if this option is selected, proceed to select the building the resources will be imported to.
      Note
      Each building displays the number of floors and resources it has been configured with. When importing the resources, you have the option to import the resources from a particular floor, and to either have these resources newly created or added to an existing floor in your building in Locations.
  7. Once done, click Next.
  8. The Configure Resources section displays all resources that will be added. Optionally you may use the filter to further narrow the resources to be imported.
  9.  Once all resources have been confirmed, click the Import button. The imported resources will be displayed in the Resources tab.

Enable Building Pass

The building pass feature allows organizations to monitor and limit the number of users who can access the building in a single day, week, or month. Building passes are automatically applied for users who make a reservation on a resource, however, the building pass can also be applied on its own and used only for visitor registration.

  1. In the Resources tab, select and click the ellipsis of the building from the Filter by Locations tree, and select Edit.
  2. In the General tab, slide the Reservable slider to ON to enable the building pass feature.
  3. Optional, but highly recommended that a user Capacity be added, as this will limit the number of users that are able to access the building in a single day.
  4. Once Done, click SAVE.
  5. Employees may now reserve a building pass via the Employee App portal on a browser, or the Appspace Employee App on a mobile device.

Configure Device to Scan Building Pass

Configure any device running the Appspace for Devices app, with a custom device task, to scan user’s building passes that were generated by the Reservation service.

This device would be placed at the entrance of the building.

Prerequisites

  • Registered PWA or iOS device running Appspace for Devices 2.20.2 or later.
  • The Reservation: Verify QR reservation status device task package.

Configure Device Task

  1. Navigate to Admin > Device Tasks from the ☰ Appspace menu.
  2. Click the Task Templates tab, and import the Reservation: Verify QR reservation status device task package.
  3. Once imported, click the Advanced Tasks tab, and click the +ADD button.
  4. Select the Reservation: Verify QR reservation status device task, and click Select.
  5. In the Common Parameters section, configure the following:

    • Select one of the options in the Show Camera Layer drop-down menu:
      • No – Does not display the camera on screen.
      • Yes – Displays the camera on screen.
        Important
        Please be aware that this feature only enables or disables the camera screen that is displayed on the device, and not the camera itself. The camera will always be turned ON, even during content playback.
    • Enter the Device ID in the Resource ID field.
  6. In the Deploy To section, select the location to deploy the device task to.
  7. Once done, click Save.

The Appspace App device will now be able to utilize the device camera to scan the Building Pass QR code (as in the image below). The Appspace App device can still be configured to display playlist channels, while QR code scanning is running.

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