Reserve Workspace & Building Pass in Console – Administrators

This article provides instructions for administrators to make reservations for building passes and resources such as workspaces or desks, for themselves or on behalf of another user, directly via the Reservations module on the Appspace console.

Prerequisites

• An Appspace Platform user license.
• An active Appspace public/private cloud user account.
• Account Owner or Location Admin permissions.

Reserve a Building Pass or Resource Workspace

1. Log in to the Appspace console.
2. Click Reservations from the ☰ Appspace menu, and click the Reservations tab.
3. In the Create Reservation window, follow the instructions below for the desired reservation type:
   Only resources that you have permission to access are displayed.
   • Reserve Building Pass
     1. Click the CREATE drop-down arrow button and select Reserve Building Pass.
        
     2. Click + Find building, select the desired building, and click Add. If the building is not listed, enter the building name in the Search field.
        Note

        If the selected resource requires approval during the reservation process, a note will display that the resource requires approval.
     3. Enter the name or title for the reservation in the Reservation name field. The organizer’s name is used by default if the field is left empty.
     4. Select the start and end date of the building pass from the Date drop-down calendar.
     5. You can switch the Time Zone in case the reservation is for someone else. Click More options and select the Time Zone from the drop-down menu .
        
     6. The Organizer defaults to your user account. If the building pass is for another user, select the username from the drop-down menu, or enter the user’s name in the field to search for it.
     7. Invite or add attendees to a reservation in the Attendees section by entering their usernames or email addresses in the field. For each invited attendee, you have the choice to edit and choose the attendance type (In-person, Virtual).
     8. You may add additional notes or information for the reservation to be seen by attendees. You can also apply basic formatting to your text.
        
     9. Optionally, you may make your reservation private by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
   • Resource Workspace
     1. Click the + CREATE button to make a reservation.
     2. (New) Suggestions displays up to three suggested workspaces based on the currently selected reservation date, time, and duration, and availability within the resource’s rules and office hours (this feature is not available if Duration is set to All Day). You may select a suggested workspace here, or select a resource workspace in the next step.
        
     3. Click + Find resource.
     4. You can select or search the Building, Workspace Type, or Amenities from the drop-down menus to filter the desired results.
     5. You can also search for the desired resource workspace by entering the resource name in the Search workspaces field.
        
     6. Click the Settings icon to select additional filters such as the Status (Available or Unavailable) and Capacity (the number of attendees that the resource can accommodate) of the workspace resource.
        
     7. After you have found the desired workspace resource, select it.
        Note

        • If the selected resource requires approval during the reservation process, a note will display that the resource requires approval.
        • Depending on the constraint rules set by the administrator for a resource, a resource may be unselectable for the reservation. For example, a message may indicate that a resource cannot be used for a reservation due to a constraint rule or restriction that has been set. The user must select a different resource to proceed with the reservation.
        • • If you are adding more than one resource workspace for the reservation (known as a multi-resource reservation), perform the following steps:
            1. Select more resource workspaces from the list.
               Important

               • Recurring multi-resource reservations can only support resources from one calendar provider. Multiple providers are not supported.
               • (New) Mixed-resource reservations are now supported, where a reservation contains resources from Appspace and resources from one external calendar provider (such as Office 365 or Google Calendar). However these only support non-recurring (single) reservations. Reservations with resources from different external providers are not supported.
               • Once a mixed-resource reservation is created, you cannot transition from a reservation with resources from multiple providers (Appspace resources and resources from one external calendar provider) to a reservation with just Appspace resources. A minimum of one resource from the external calendar provider needs to remain in the reservation. You can add other resources from the same external calendar, but the last resource of the original batch cannot be removed.
               • Currently, the following edits to multi-resource reservations can be performed:
                 • Modify a mixed-resource reservation to only have resources from a single external calendar provider.
                 • Add resources from an external provider to a reservation with only Appspace resources.
                 • Add Appspace resources to a reservation with resources from a single external provider resource (Google or Microsoft).
               • Once a multi-resource reservation is created with resources from an external calendar provider (such as Office 365 or Google Calendar), the first resource (known as the organizer room) cannot be removed when editing the reservation.
               
            2. Click Add.
            3. If you wish to add more rooms or workspace resources that are not currently listed (e.g. because your resource does not meet the current search or filter criteria or is in a different building), click Add Another, then repeat Steps 2 to 6 above. You may add up to 50 resources per reservation.
               
          • You may also select a connected resource for a reservation. Connected resources are a grouping of two or more resources (such as rooms, spaces, or POIs) that allow users to reserve multiple resources as a single, unified area. This functionality is used for accommodating larger numbers of attendees, such as by merging two or more rooms or spaces.
            Note

            • Connected resources first need to be created and configured by an administrator. Please refer to this article.
            • Connected resources are indicated by a symbol. Move your mouse over the symbol to view the resources linked to the connected resource.
            To view and select connected resources if they are available in the location, perform the following steps:
            1. 1. Click Find resource or Add Another if you have not already done so.
               2. In the Resource Finder, click Workspace type and select Connected Resources.
               3. Select a Connected resource from the result. Click Add.
               4. When viewing the reservation list or details, a symbol will indicate that your reservation is for a connected resource. Move your mouse over the symbol to view the resources linked to it.
                  
   • Alternatively, you can select a zone for the reservation. Zones are specific areas within a building or floor that contain a group of resources (such as rooms and workplaces). Selecting a zone when making a reservation will automatically allocate a resource within that zone to employees, based on availability and the number of attendees. This removes the need to manually select a specific resource.
     Important

     • You can only select one zone for a reservation.
     • Currently, multi-resource reservations are not supported when a zone is selected.
     • Click Add.
4. Enter the name or title for the reservation in the Reservation name field. The organizer’s name is used by default if the field is left empty.
5. (New) Time Suggestions displays up to four suggested time slots, based on the currently selected reservation date, time, duration, and resource availability. You may select a time slot, or manually set the reservation date and time in the next step.
   
6. Select the Date of the reservation from the drop-down calendar, and the Time from the drop-down menu.
7. Select the Duration from the drop-down menu (from 30 minutes to 1 – 12 hours). You can select Office Hours if it is available (usually on the next working day) and configured for the selected resource.
8. Select More Options to view and set the All Day, Time Zone, and Recurring Reservation options:
   • Select the All Day option to set the reservation for the entire day or office hours. This is similar to selecting Office Hours under Duration if office hours are configured for your selected resource.
   • You can switch to a different Time Zone from the drop-down menu, in case the reservation is for someone else.
   • Check the Recurring Reservation checkbox if the reservation would occur periodically. The following settings can be configured:
     
     • Enter the number of times the reservation occurs in the Repeats every field and drop-down menu:
       • Day – The reservation occurs every set number of days.
       • Week – The reservation occurs every set number of weeks.
         • In the Repeats on drop-down menu, you may select if the reservation is repeated on the day of each week. For example:
           • Reservation is repeated every Monday, Wednesday, and Friday of each week.
       • Month – The reservation occurs every set number of months.
         • In the Repeats on drop-down menu, you may select if the reservation is repeated on the date, or day of each month. For example:
           • Day 6 – 6th of each month.
           • The first Sunday of each month.
       • Year – The reservation occurs every set number of years.
         • In the Repeats on drop-down menu, you may select if the reservation is repeated on the date, or day of each year. For example:
           • 6 June – 6th of June each year.
           • The first Sunday of June each year.
     • Select when the reservation Ends:
       • • Never – The recurring reservation never ends.
           Note

           When set to Never Ends, the maximum recurring reservations will be determined by the reservations provider:

           • Appspace Provider: Maximum of 730 meeting instances, or meeting instances until the year 2100, whichever comes first.
       • After – The recurring reservation ends after the set number of occurrences.
       • On – the recurring reservation ends after the set date.
9. The Organizer defaults to your user account. If the reservation is for someone else, select or enter their user name from the drop-down menu. If the user name is not listed, enter the user’s name in the field to search for it.
10. Add the Attendees of the reservation by entering their usernames or email addresses in the field. For each invited attendee, you have the choice to edit and choose the attendance type (In-person, Virtual).
    
    (New) You can also add Visitors to the reservation by entering their email address and selecting an existing visitor from the drop-down list or by clicking the Attendees field and selecting +Add new visitor.
    • After selecting an existing visitor, a window opens, allowing you to choose the Attendance type (Visitor, Virtual), Visitor Type, and Visitor Purpose.
    • If you select to Add new visitor, a window opens, allowing you to enter the Email, Attendance type (Visitor, Virtual), First Name, Last Name, Visitor Type, and Visitor Purpose.
      Note

      • (New) For the inclusion of visitors in workplace reservations, The Allow visitors in reservations option must be enabled in Reservations > Settings.
      • After the attendees and visitors are entered, the reservations panel will list attendees and visitors, as well as their attendance type.
      • All reservations must have at least one in-person attendee.
      • (New) When a reservation is created with visitors, a visitor invitation will be automatically created with the visitors, which can be viewed in the visitor management module.
      • When an event has checkpoints, only the in-person attendee needs to complete the checkpoints.
    • If the amount of in-person attendees and visitors exceeds the maximum capacity of the selected resource workspace(s), a note stating that the resource is unavailable is displayed and the reservation cannot be confirmed. In this case, you will need to manually rearrange the attendees from the overbooked resource into the other available resources:
      
      1. Click the ellipsis (…) icon of the attendee and click Edit.
      2. Select a different workplace resource for the attendee.
         
      3. If required, add more workplace resources and repeat the process.
11. (New) Select the services (checkpoint rules) that you wish to apply for the reservation. You can select multiple options. For multi-resource reservations, on-demand services from all resources will be shown. Keep in mind that once the reservation is created, selected checkpoint rules cannot be removed.
    The checkpoint rule is only applicable to the meeting organizer. Only the meeting organizer will be able to view the Services field and receive notifications from these checkpoints.
    Service checkpoints are configured when you create checkpoints set as On-demand (services) for the resource.
12. Select a Conferencing software (e.g. Google Meet, Microsoft Teams, or Webex) for the reservation by clicking Add conferencing and selecting an option. A conferencing link will be available to all attendees on the Appspace console, Employee App, and email and messaging notifications.
    Note

    • • This option cannot be changed after the reservation is created.
      • The conferencing options available will depend on the configured integration settings in the Reservations module.
13. You may add additional notes or information for the reservation to be seen by attendees. You can also apply basic formatting to your text.
    Important

    When one of the multiple recurring reservations is in conflict with some other independent reservation, you will be notified of the conflict, but will still be able to go ahead with this recurrent reservation. You may then separately modify the conflicting event.
14. (New) Enable the Show as Busy option to set your status as Busy during the reservation, or disable the option to set it as Free. Disabling this option keeps your calendar open for creating additional reservations during the period, even if you’ve already made an all-day reservation for a resource such as a desk or workplace, for example.
15. Optionally, you may make your reservation private by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
16. At this point, you may be required to complete any checkpoints that may have been configured for the resource, before being able to proceed with the reservation. For future reservations, you may be requested to return at a later date to complete the checkpoint, this however is dependent on how the checkpoint has been configured.
17. Once done, click the CONFIRM button to create the building pass or to make the reservation. The reservation will then be displayed in the Reservations list.
    Important

    • If the resource requires approval, the reservation or building pass will be set to pending approval until it is approved by the approver of the resource. During this pending status, the resource will be shown as unavailable for the reserved time slot in the system. Invitees will not be able to see pending reservations or receive any notification of the reservation until the meeting is approved.
    • Once a reservation or building pass is approved, it cannot be further edited or changed. The meeting organizer will receive an email confirmation of the approval.