Configure and Manage Workspace & Desk Reservations

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

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 arent 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 workspaces & resources 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, the Appspace app on a mobile device (Android or iOS), or via touch screen devices displaying the Room Schedule card or the Schedule Board card.

This article provides administrators with the instructions to configure workspace resources, rules, and permissions in the Reservations module.

Note
For guidance on navigating this module, you may refer to Browse and Navigate Reservations Module in Appspace 8.0. Employees looking for guidance on making a reservation may refer to Workspace Reservations For Employees.

Prerequisites

  • An Appspace user account.
  • Account Owner or Location Admin role.
  • Buildings and locations with floor plan(s) created in Locations for resource mapping.
  • Appspace App 2.10.2 or later for using QR codes to check-in to a building.
  • Schedule Board card v 1.12.0 or Room Schedule card v 1.15.0 and later.

Configure Reservations

To configure resources, you may choose to connect to a calendar provider used by your organization to import, configure, and enable booking for corporate meeting rooms and such.

However, to enable booking for hotdesks, huddle spaces, or any points of interest (POI), which don’t typically exist as a resource in the calendar provider configurations, you can create the resource directly in the reservations system.

Add Calendar Provider

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

To use resources from an external 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.

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Click the + CREATE button arrow, and select Add Provider.
  4. Click the CREATE PASSPORT button to create a new provider or select your provider from the Select Provider drop-down menu.
  5. 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.

Resources

Create Resources

  1. In the Resources tab, click the + CREATE button, and select Create Resource.
  2. In the Create Resource window, enter the following details:
    • Name – Enter the name of the resource.
    • Type – Select Room or Space type from the drop-down menu.
    • Subtype – Select a subtype from the drop-down menu. The options listed are differ based on the Type selected. 
    • Location – Select the Building or Floor where the resource is located from the drop-down menu.
    • Status – Select the status of the resource from the drop-down menu.
    • Reservable – Configure if the resource can be reserved, by sliding the slider to YES to enable. If the resource is disabled (default), users may still view the resource displayed on the map, but unable to reserve it. If an external provider is used, this option is disabled (default) and follows the external provider’s configuration settings. 
    • Capacity – Enter the user capacity of the resource, as certain resources may limit the number of attendees in a room or space.
    • Facilities – Enter the facilities available within the resource, such as wifi, whiteboards, projectors, etc.
    • Floorplan Location – Determine the location of the resource in the floor plan. For instructions, follow the instructions in the Add Resources to Floorplan section below.
    • Photo – Upload an image of the resource.
    • Notes – Enter additional notes regarding the resource.
  3. Once done, click CREATE.

Manage Resources

Once resources are created, you may perform the following by clicking the resource:

  1. In the Resources tab, navigate and select the building or floor plan of the resource from the Locations tree.
  2. Select and click the desired resource, or click the ellipsis of the resource, and select Edit.
  3. In the Edit Resource window, you may perform the following resource management:

Edit Resource Details

  1. In the Edit Resource window, click the General tab.
  2. You may proceed to make the following edits, the same way it was configured. For detailed instructions, please refer to the Create Resources section above.
  3. The QR Code Settings for the resource is set to Inherit (Enabled) by default, and can be disabled from the drop-down menu. You may also PRINT or DOWNLOAD the resource QR Code for reservations.
  4. Once done, click SAVE to make changes.
  5. Optionally, you may also remove the resource by clicking DELETE RESOURCE.

Add Resource Rules – Checkpoints & Constraints

Important
Below is how the Checkpoint and Constraint rules work:

  • Allow a rule to target specific users or user groups.
    • If no target selected, the rule applies to all.
  • Allow a rule to be applied more than once (e.g. the “Restricted Days/Times” constraint applied twice but with different targets).
    • If same targets, existing rule is overwritten.
  • If a user is targeted by multiple rules of the same type, the following logic is applied.
    • Priority
      • The inherited rule is lower in priority than the direct rule.
      • The target user is higher than the target user group that the user belongs to.
      • If priority is the same, then the last rule created (sort based on date) is used.
    • These rule types are replaced based on priority:
      • Min durationmax durationmin book timemax advance book timecapacity.
    • These rule types are replaced based on the OR rule:
      • Restricted Days/Times

Follow the instructions below to configure rules:

  1. In the Edit Resource window, click the Rules tab to configure the resource rules, or to view inherited rules.
  2. Click the Add icon to create a rule for the resource.
  3. Select the Resource where the rule is applied to from the drop-down menu:
    • Floors
    • Rooms
    • Spaces
  4. Select the Category rule:
    • Constraint – Constraints will be processed when searching for resource availability.
      • Select the Type from the drop-down menu, and proceed to configure the constraint fields based on the type selected.
      • Enter the Duration of how long the constraint rule is enforced.
      • In the Target Users field, enter the user or user groups the constraint rule is applied to.
      • Enter a Description for the constraint rule.
    • Checkpoint – Checkpoints configured here will be displayed to the user during a reservation or check-in.
      Important
      Checkpoint rules description:

      • Consent –  The administrator must input the text for this checkpoint. During a check-in/reservation, the consent text is displayed, and the user must choose to either Accept or Decline. If a consent form is declined by the user, they cannot proceed with the check-in or room reservation/booking.
      • Notice – The administrator must input the text for the notice. During a check-in/reservation, the notice is displayed. The user only needs to read the text and click Done. The check-in or room reservation/booking will proceed once Done is clicked.
      • Form – The administrator can either choose to include a custom card or a URL (HTTPS recommended) pointing to a form, both with a checklist that returns data for validation. During a check-in/reservation, the checklist form is displayed, and the user must select the options for each item, and click Submit. If the user does not meet any one of the items listed in the checklist, they cannot proceed with the check-in or room reservation/booking.
      • If there are no checkpoint rules configured for reservations, the booking is performed in the normal workflow.
    • Select when the checkpoint is displayed to the user from the Checkpoint drop-down menu.
    • Select one of the following checkpoint Requirements the user would need to fulfill before being able to make a reservation or check-in:
      • Consent (Agree/Disagree) – A consent message must be declined or accepted by the user before proceeding.
      • Notice – A notice is displayed to the user. The check-in or room reservation/booking will proceed once Done is clicked.
      • Form – A validation form is required to be filled in by the user, and can only proceed if the validation is passed.
    • Select the desired Document format for entering the checkpoint requirement information:
      • Rich Text – Enter the desired text using the rich text editor.
      • Web URL – Enter the website URL link that would be displayed to the user.
      • Content – Select a content that can return a validation from the Library, etc Custom Form Card.
        Note
        • It is recommended that Web URL links are in HTTPS.
        • If using the Form option, we recommend using only the Web URL or Content document format at this point. Ensure the Web URL website or Content using a custom card is able to return a Pass or Fail validation in order for the checkpoint to proceed.
    • In the Target Users field, enter the user or user groups the checkpoint rule is applied to.
    • In the Applies To drop-down menu, select if the checkpoint rule is applied to the following:
      • All
      • Attendees Only
      • Organizers Only
    • Select the Organizer Compliance action from the drop-down menu.
    • Select the Attendee Compliance action from the drop-down menu.
    • Select the Interval Frequency
    • Enter the duration of the checkpoint rule that which is Valid From <x> before the event starts, and Valid until <x> the event starts.
    • Enter a Description for the checkpoint rule.
  5. Once done, click SAVE.
Note
Multiple checkpoints can be added to any check-in or reservation/booking. During a check-in/reservation, the checkpoints will be displayed in sequence. If the user declines or does not meet one or more of the checkpoints, the check-in/reservation will be declined.

Add Resource Permissions

  1. In the Edit Resource window, click the Permissions tab, to configure the resource permissions, or to view inherited permissions.
  2. You may disable inherited permissions by sliding the Inherited Access Control Permissions slider to NO.
  3. Click the Add icon to provide users or user groups access to reserve the resource.

    •  Search and select users or user groups, and click APPLY.
  4. Once done, click SAVE.

View Resource Reservations

  1. In the Edit Resource window, click the Reservations tab.
  2. You may view all reservations for the resource based on the default Period, which can be changed from the drop-down calendar.
  3. You may search for a specific reservation by entering a keyword in the Search field, or by clicking the Filter icon to filter reservations by user.
  4. Once done, click SAVE.

View Resource Analytics

  1. In the Edit Resource window, click the Analytics tab.
  2. You may view all analytics for the resources here based on the Activity Period, which can be changed from the drop-down calendar.

Manage Multiple Resources

Resources can be managed by directly clicking the resource, or selecting multiple resources which can be managed in bulk, allowing you to easily edit resource information quickly.

  1. In the Resources tab, select all the resources to be managed and click the ellipsis of the resource.
  2. You may perform the following options:
    • Manage Permissions – Manage the permissions for the selected resources.

      1. In the Access Control Permissions field, enter the User or User Groups that would be given access to the selected resources.
      2. Once done, click SAVE to make the changes to all the selected resources.
    • Edit – Bulk manage the selected resources.

      1. Proceed to make the following configurations to the selected resources:
        • Type – Select the type of the resources from the drop-down menu.
        • Subtype – Select the subtype of the resources from the drop-down menu.
        • Location – Select the location of the resources from the drop-down menu.
        • Status – Select the status of the resources from the drop-down menu.
        • Reservable – Select if the resources are reservable from the drop-down menu.
        • Capacity – Enter the resources capacity.
        • Facilities – Enter the resources facilities.
      2. Once done, click SAVE to make changes to all selected resources.
    • Delete – Delete the selected resources.

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.

Note
For instructions to configuring a building pass, refer to Configure and Manage Building Passes.

Add Resources to Floorplan

If the buildings and floor plans have not been created or uploaded, please follow the instructions to Create Building Location and Upload a Floor Plan.

  1. Click Locations from the ☰ Appspace menu.
  2. Select and click the floor plan you wish to configure.
  3. Click the Edit icon, and select the “not mapped” resource.
  4. Click the Set Position button, and select one of the map tracing options:

    • AUTO TRACE – Automatically traces the borders of the room.
    • Polygon – Manually trace the borders of the room using your mouse pointer.
    • Marker – Manually hotspot a location.
  5. Click on a room or space on the floor plan to complete the action from step 4 above.
  6. Once done, proceed to configure the following fields:
    • Name – Enter the name of the room or point of interest, if not auto-filled by the calendar resource.
    • Identifier – Enter the room number or specific location of the area.
    • Type – Select the type of mapping.
      • Room – To define rooms in the floor plan, such as offices, conference rooms, auditoriums, etc.
      • Space – To define spaces in the floor plan, such as training areas, social areas, huddle spaces, etc.
    • Room / Space – Select the type of room, space. For a list of complete options that are available, refer to the Floor Plan Rooms, Spaces, and Points Of Interest Options section below. 
    • Capacity – Enter the capacity of the room.
    • Coordinates – Enter the coordinates of the room to the floor plan.
    • Facilities – Add the facilities available in the room.
    • Photo – Add a photo of the room.
  7. Once done, click SAVE.

Manage Floor Plan Resources

Follow the instructions below to bulk manage the rooms, spaces, or points of interest on the floor plan.

  1. Click Locations from the ☰ Appspace menu.
  2. Select the floor plan you wish to manage, and click the Edit icon.
  3. Check the rooms, spaces, or points of interest that you wish to manage.
  4. Click the ellipsis, and select one of the following actions:
    • Change Type / Facilities – Change the type, sub-type, or facilities of the rooms, spaces, and points of interest.
    • Link to Appspace Reservations – Links all the selected rooms, spaces, and points of interest to this Reservations module.
    • Delete – Delete the selected rooms, spaces, and points of interest.
  5. Once done, click Save.
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