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.

This article provides instructions for employees to make reservations for resources such as rooms, desks, or workspaces either via the Employee App portal on a browser, or the Appspace Employee App on a mobile device.

Prerequisites

Reservations via Employee App Portal

Reserve a Workspace

  1. Log in to your Employee App Portal.
  2. Click Places from the menu, 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. Additionally, you may enable the Show Colleagues feature, by sliding the slider to ON, which displays the user icon on reserved workspaces, allowing you to identify workspaces that were reserved by colleagues in both map and list views.
    If there are workspaces reserved, you may search and locate for workspaces reserved by your colleague(s), by entering their username(s) in the text box.
  6. Optionally, you may also use the Workspace Type, Capacity, and Facilities filters to narrow down workspace resources that are available and meet your requirements.
  7. Once done, click the available workspace resource from the floor plan or resource listing, and click RESERVE.
  8. Confirm the date and duration of the workspace resource reservation. Optionally, you may enter the reservation Name, Attendees, and Notes.
    Additionally, you have the option to prevent users from identifying your reserved workspaces via the Show Colleagues option, by sliding the Make reservation private slider to ON (which is OFF by default).
  9. Once done, click CONFIRM.
  10. The workplace resource reservation will be made and displayed in your My Reservations tab.

View, Extend, or Cancel Reservations

  1. Log in to your Employee App Portal.
  2. Click Places from the menu, and click the My Reservations tab.
  3. Select the reservation listing you wish to edit, and click Modify Reservation
  4. You may perform the following edits:
    • Change the duration of the workspace reservation, by changing the start and end times.
    • Edit the name of the reservation.
    • Add additional attendees to the reservation.
    • Enter additional notes about the reservation
  5. Once done, click CONFIRM.
  6. You may also cancel the reservation, by clicking the Cancel Reservation button.

Reservations via Appspace Employee App (Mobile)

Reserve a Workspace

  1. Log in to the Appspace Employee App on your mobile device.
  2. Click Places from the menu, and click Workspaces.
  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. Additionally, you may enable the Show Colleagues feature, by sliding the slider to ON, which displays the user icon on reserved workspaces, allowing you to identify workspaces that were reserved by colleagues in both map and list views.
    If there are workspaces reserved, you may search and locate for workspaces reserved by your colleague(s), by entering their username(s) in the text box.
  6. Optionally, you may also use the Workspace Type, Capacity, and Facilities filters to narrow down workspace resources that are available and meet your requirements.
  7. Once done, click the available workspace resource from the floor plan or resource listing, and click RESERVE.
  8. Confirm the date and duration of the workspace resource reservation. Optionally, you may enter the reservation Name, Attendees, and Notes.
    Additionally, you have the option to prevent users from identifying your reserved workspaces via the Show Colleagues option, by sliding the Make reservation private slider to ON (which is OFF by default).
  9. Once done, click CONFIRM.
  10. The workplace resource reservation will be made and displayed in your My Reservations tab.

Access QR Code for Check-Ins or Attending Meetings

  1. Log in to the Appspace Employee App on your mobile device.
  2. Click Places from the menu, and click the My Reservations tab.
  3. Select the desired building pass or workspace reservation, and display the QR code to be scanned.
    Important
    If the meeting reservation has been configured with a checkpoint, users are then required to complete the checkpoint before being able to scan the QR code to check-in or attend the meeting. Failure to do so may result in the user being removed from the attendent’s list.
  4. Once scanned, you may exit the app.

View, Extend, or Cancel Reservations

  1. Log in to the Appspace Employee App on your mobile device.
  2. Click Places from the menu, and click the My Reservations tab.
  3. Select the reservation listing you wish to edit, and click Modify Reservation
  4. You may perform the following edits:
    • Change the duration of the workspace reservation, by changing the start and end times.
    • Edit the name of the reservation.
    • Add additional attendees to the reservation.
    • Enter additional notes about the reservation
  5. Once done, click CONFIRM.
  6. You may also cancel the reservation, by clicking the Cancel Reservation button.

 

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