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. Click the + CREATE button to make a reservation.
4. 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. Select or search for the desired building location from the Resource drop-down menu. If the building is not listed, enter the building name in the field to search for it.
     2. Select the start and end date of the building pass from the Date drop-down calendar.
     3. You also have the option of switching to a different Time Zone from the drop-down menu, in case the reservation is for someone else.
     4. The Organizer defaults to your user account, thus if the building pass 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.
     5. You can 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).
     6. Optionally, you may make your reservation private by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
   • Resource Workspace
     
     • Select or search for the desired resource workspace from the Resource drop-down menu. If the resource is not listed, enter the resource name in the field to search for it.
     • Select the Date of the reservation from the drop-down calendar, and the Time from the drop-down menu.
     • 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.
     • You also have the option of switching to a different Time Zone from the drop-down menu, in case the reservation is for someone else.
     • Optionally, you may check the Recurring Reservations checkbox if the reservation would occur periodically. If the checkbox is checked, 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.
         • After – The recurring reservation ends after the set number of occurrences.
         • On – the recurring reservation ends after the set date.
     • Enter the Reservation name for the reservation in the field.
     • The Organizer defaults to your user account, thus 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.
     • 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).
       
     • Optionally, you may enter any Notes for the reservation.
       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.
     • Optionally, you may make your reservation private by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
5. Once done, click the CREATE button to create the building pass or to make the reservation. The reservation will then be displayed in the Reservations list.