Configure and Manage Visitor, Space, & Desk Reservations

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 our latest offering for building or visitor, and workspace or desk reservations, with the following features:

  • Manage workspaces – Manage resources, implement reservation rules, set employee permissions, manage reservations.
  • Reservation & Wayfinding – Reserve a building pass or a workspace resource from the Appspace Portal on personal devices.
  • Check-in from anywhere – Check-in, end, and extend a reservation from your mobile or workplace devices.
  • Analyze & report – Measure your workplace utilization and adapt easily to new trends, and monitor and track users.

All space reservations and visitor registration activities are conducted via the Appspace Content Portal, touch screens using the Room Schedule card or the Schedule Board card, or simply by using a mobile phone.

This article provides you with an introduction to all the features available in the Reservations module, and instructions to configure and make reservations.

Prerequisites

  • Buildings and locations with floor plan(s) created in Locations for resource mapping.
  • Appspace App 2.10.2 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.

Dashboard

The Reservations dashboard is accessed from the ☰ Appspace menu on the console sidebar.

Reservations

  • The Reservations tab allows you to view every reservation that has been made on the Appspace platform (this tab will initially be empty).
  • Each reservation is listed with the following details:
    • Reservation Date
    • Resource
    • User or Organizer
    • Reservation Date and Time
    • Resource Status
  • Clicking the ellipsis for any reservation, allows you to edit the reservation details or delete the reservation, provided you have the necessary permissions to do so.
  • To search for a specific reservation, you may select one of the following filters which narrows down the search, presenting you with a list of reservations based on the filter aspect:
    • Location
    • Duration Period
    • Resource Status
    • Users / Organizers

Resources

  • The Resources tab is for creating, configuring, and managing all resources such as buildings, meeting rooms, huddle spaces, and hot-desking spaces within your organization.
  • Resources can be imported from your calendar provider or created directly from the Appspace platform for hot desks or any POIs that don’t exist as a calendar provider resource.
  • Resource details can also be exported to a .xlxs format for quicker bulk edits, and re-imported back for changes to be made.

Configuration

Important
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

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, 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.

Create Resources

  1. In the Resources tab, click the + CREATE button, and select Create Resource.
  2. Enter the following resource details:
    • Name – Enter the name of the resource.
    • Type – Select the type of resource.
    • Room / Space – Select a room or space type from the drop-down menu.
    • Location – Select the building location of where the resource is located from the drop-down menu.
    • Status – Select the resource status.
    • Timezone – Select the timezone for the resource.
    • Reservable – Slide the slider to enable the resource to be reserved. If disabled (default), viewers may still view the resource on the map, but unable to reserve the resource. If an external provider is used, it is disabled 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.
    • Notes – Enter notes regarding the resource.
  3. Once done, click CREATE.

Add Resource Rules – Checkpoints & Constraints

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.

Follow the instructions below to configure rules:

  1. In the Resources tab, click the ellipsis of the resource to edit, and select Edit.
  2. Click the Rules tab, to configure the resource rules, or to view inherited rules.
  3. Click the Add icon to create a rule for the resource.
  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 rule based on the type selected.
      • Enter a Description for the rule.
    • Checkpoint – Checkpoints configured here will be displayed to the user during a reservation or check-in.
      • 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.
      • Enter a Description for the checkpoint.
  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 Resources tab, click the ellipsis of the resource to edit, and select Edit.
  2. Click the Permissions tab, to configure the resource permissions, or to view inherited permissions.
  3. You may disable inherited permissions by sliding the Inherited Access Control Permissions slider to NO.
  4. 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.
  5. Once done, click SAVE.

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.

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.

Managing 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.

Making Reservations

Reservations via Content Portal

Reserve Building Pass

  1. Log in to the Appspace Content Portal.
  2. Click Places from the sidebar, and click Building Pass button.
  3. Select the Date and Duration of the building pass you wish to reserve from the drop-down menus.
  4. In the All Buildings section, click the desired available building, and click the RESERVE BUILDING PASS button.
  5. Confirm the date and duration of the building pass, and click CONFIRM.
  6. The building pass will be made and displayed in your My Reservations tab.

Reserve Workplace

  1. Log in to your Content Portal.
  2. Click Places from the sidebar, and click the Workspace button.
  3. Select the Building location and Floor of the workspace resource you wish to reserve from the drop-down menus.
  4. Select the Date, Start Time, and Duration of the workspace resource you wish to reserve from the drop-down menus.
  5. Optionally, you may also select the Workspace Type, Capacity, and Facilities to narrow down workspace resources that are available and meet your requirements.
  6. Once done, click the available workspace resource from the floor plan or resource listing, and click RESERVE.
  7. Confirm the date and duration of the workspace resource reservation. Optionally, you may enter the reservation Name, Attendees, and Notes.
  8. Once done, click CONFIRM.
  9. The workplace resource reservation will be made and displayed in your My Reservations tab.

View, Extend, or Cancel Reservations

  1. Log in to your Content Portal.
  2. Click Places from the sidebar, and click the My Reservations tab.
  3. Select and click the reservation listing you wish to Extend or Cancel.

Configure Device to Scan Building Pass

Configure an Appspace App device via 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 resource building.

Prerequisites
  • Registered PWA or iOS device running Appspace App 2.20.2.
  • 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.

 

Card Features for Reservations

Apart from the current features available on the Room Schedule and Schedule Board card, below are the additional features when utilizing the Reservations service via the Appspace Calendar Provider:

  • The Appspace Calendar Provider has been added as an option when selection a calendar provider in cards in Editing mode.
  • Reservation resources can be assigned to cards.
  • Support for Reservation rules on resources:
    • Supported resource constraint rules:
      • Min advance booking period.
      • Max advance booking period.
      • Min reservation duration.
      • Max reservation duration.
      • Max capacity (not sure if applicable for booking actions on the card).
      • Min duration between reservations.
      • Restricted days/times.
    • Error handling if booking fails due to resource rule constraints.
  • Support for non-bookable resources if the following conditions are met:
    • The resource is delegated to a user with read access only permissions (applicable for rooms imported from passports).
    • The resource is set with “Non Reservable” in the “Reservable” field.
    • The resource is set with “Inherit” in the “Reservable” field, while the parent location (building/floor) is set with “Non Reservable”
  • Support for QR Code on Room Schedule cards allows for touchless reservations, which redirects users to the resource on the Content Portal for reservations to be made on their own device.

Reservations via Room Schedule Card

When using reservations on the Room Schedule card, the Room Schedule card must be authenticated using the Appspace provider, instead of an external calendar provider such as Office 365 or G Suite. To use resources from an external provider, it must be first be imported into the Reservation resources module.

Configure Room Schedule Card

Complete instructions on how to create and configure a Room Schedule card can be found in the Create Room Schedule Card article section.

  1. Log in to the Appspace console.
  2. Click +QUICK ACTION from the Appspace menu bar on the top right, and select Create Content.
  3. Select Services from the All Templates drop-down menu, and click Room Schedule.
  4. Authenticate the card by clicking the Appspace Connect button.
  5. Once authentication is successful, select the Manually selecting by room name option, and enter the resource name.
  6. Click Finish, and proceed to configure the Booking Options, Design, Configuration, and Room Details sections as per instructions in the Create Room Schedule Card article section.
    Important
    The Enable QR code for touchless reservations checkbox is a new feature in the Booking Options, which allow users to scan a QR code that is displayed on the card to instantly make a reservation.

Reserve Resource via Room Schedule Card

Reserving a resource via the Room Schedule card follows the same workflow as to how we would normally book a single meeting room. For more information on how to do this, please refer to the Book Single-Room Instantly with Room Schedule Card article.

Reserve Resource via QR Code on Room Schedule Card

  1. Scan the QR code from the Room Schedule card from your mobile device.
  2. You will then be redirected to the resource on the Appspace Content Portal. You may be required to enter your Appspace credentials.
  3. Click the RESERVE button, and confirm the date and duration of the workspace resource reservation. Optionally, you may enter the reservation Name, Attendees, and Notes.
  4. Once done, click CONFIRM.
  5. The workplace resource reservation will be made and displayed in your My Reservations tab.

Reservations via Schedule Board Card

When using Reservations on the Schedule Board card, the Schedule Board card must be authenticated using the Appspace provider, instead of an external calendar provider such as Office 365 or G Suite. To use resources from an external provider, it must be first be imported into the Reservation resources module.

Configure Schedule Board Card

  1. Log in to the Appspace console.
  2. Click +QUICK ACTION from the Appspace menu bar on the top right, and select Create Content.
  3. Select Services from the All Templates drop-down menu, and click Schedule Board.
  4. Authenticate the card by clicking the Appspace Connect button.
  5. Once authentication is successful, enter the resources to be displayed on the schedule board, or search for the resources by clicking the Find rooms link.
  6. Click Save, and proceed to configure the Layout, Design, and Configuration sections as per instructions in the Create Schedule Board Card article section.

Reserve Resources via Schedule Board Card

Reserving a resource via the Schedule Board card follows the same workflow as to how we would normally book multiple meeting rooms. For more information on how to do this, please refer to the Book Multiple Meeting Rooms Instantly with Schedule Board Card article.

 

 

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