Reserve a Workspace, Desk, or Room – Employees

This article provides instructions for employees to reserve and manage workspace reservations, such as office spaces, meeting rooms, and hot desks via the Appspace Employee App portal on web browsers, or from the Appspace Employee App on mobile devices.

Important

Prerequisites

Employee App Portal

Reserve Workspace

  1. Log in to your Employee App Portal with your Appspace Premium User credentials.
  2. Click Places from the menu, and click the Workspaces tab.
  3. Select the Date, Time, and Duration of the workspace you wish to reserve from the respective drop-down menus.
  4. Proceed to select one of the recent buildings or workspace listed, or select the building from the Search drop-down menu.
    If the building or workspace is not listed, enter the building or workspace name in the field to search for it.
  5. Search for the desired workspace in List View, or click View Map for a graphical layout of the available workspaces.
    Only resources that you have permission to access are displayed.
  6. Additionally, you may use the Filters to further refine your search for your desired workspace, based on the following:
    • Workspace Type and Sub-type
    • Reservation Status
    • Workspace Capacity
    • Facilities
    • Show Colleagues – Enabled by default
      Note
      The Show Colleagues feature allows users to identify their fellow colleagues who have reserved workspaces in both list and map views. This feature is enabled by default, and can be toggled off by sliding the slider OFF. However, if an employee chose to make their workspace reservation private, then the user icon will not appear on their booked workspace reservation. 
      In Map View, employees may also search and locate workspaces reserved by colleagues by entering their username in the search field.

  7. Select the desired workspace and click the Reserve button.
    You may also view any restrictions that may have been configured for the workspace here.
  8. In the Create Reservation side panel, configure the following fields:

    • Enter the Reservation Name in the text field.
    • Confirm the Date and Time (start time and end time) of the reservation from the drop-down calendars.
    • 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.

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.
      • Add Attendees of the reservation by entering their user names or email addresses in the field.
        Note
        The Add Attendees field will be hidden if the resource capacity has been configured to be equal or less than two (2). If unconfigured or left blank, it would default to zero (0)
      • Optionally, you may enter Notes for the reservation.
      • Optionally, you may make your reservation private, preventing other employees from identifying your reservation via the Show Colleagues option, by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
  1. Once done, click CONFIRM.
  2. Optionally, you may be required to complete any checkpoints that may have been configured for the workspace, 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 all dependant on how the checkpoint has been configured.
  3. Once the workspace reservation has been successfully reserved, it would be listed and available in the Reservations section.

Manage Workspace Reservations

  1. Log in to your Employee App Portal with your Appspace Premium User credentials.
  2. Click Reservations to view all your workspace reservations.
  3. Select the workspace reservation you wish to manage to perform the following actions:

    • Confirm Attendance – You may confirm your attendance by clicking the relevant response.
    • View or scan QR Code – You may view the QR code, or click to enlarge the QR code for scanning if needed.
    • View Completed Checkpoints – Click to view the completed checkpoints.
    • Edit Workspace Reservation – Click the Modify Reservation icon to make the following edits on the workspace reservation, and click CONFIRM once done.
      • Change the Reservation Name.
      • Change the Date, Time, or Duration of the workspace reservation.
      • Enable or disable Recurring Reservations.
      • Add or remove Attendees.
      • Edit the workspace reservation Notes.
      • Enable or disable the Reservation privacy of the workspace reservation.
    • Delete Workspace Reservation – Click the Cancel Reservation icon to delete the workspace reservation, and click OK to confirm.

Appspace Employee App (Mobile)

Reserve Workspace

  1. Log in to your Appspace Employee App with your Appspace Premium User credentials.
  2. Click Places from the menu, and click the Workspaces tab.
  3. Select the Date, Time, and Duration of the workspace you wish to reserve from the respective drop-down menus.
  4. Proceed to select one of the recent buildings or workspace listed, or select the building from the Search drop-down menu.
    If the building or workspace is not listed, enter the building or workspace name in the field to search for it.
  5. Search for the desired workspace in List View, or click View Map for a graphical layout of the available workspaces.
    Only resources that you have permission to access are displayed.
  6. Additionally, you may use the Filters to further refine your search for your desired workspace, based on the following:
    • Workspace Type and Sub-type
    • Reservation Status
    • Workspace Capacity
    • Facilities
    • Show Colleagues – Enabled by default
      Note
      The Show Colleagues feature allows users to identify their fellow colleagues who have reserved workspaces in both list and map views. This feature is enabled by default, and can be toggled off by sliding the slider OFF. However, if an employee chose to make their workspace reservation private, then the user icon will not appear on their booked workspace reservation. 
      In Map View, employees may also search and locate workspaces reserved by colleagues by entering their username in the search field.

  7. Select the desired workspace and click the Reserve button.
    You may also view any restrictions that may have been configured for the workspace here.
  8. In the Create Reservation side panel, configure the following fields:

    • Enter the Reservation Name in the text field.
    • Confirm the Date and Time (start time and end time) of the reservation from the drop-down calendars.
    • 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.

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.
      • Add Attendees of the reservation by entering their user names or email addresses in the field.
        Note
        The Add Attendees field will be hidden if the resource capacity has been configured to be equal or less than two (2). If unconfigured or left blank, it would default to zero (0)
      • Optionally, you may enter Notes for the reservation.
      • Optionally, you may make your reservation private, preventing other employees from identifying your reservation via the Show Colleagues option, by toggling the Reservation privacy slider to PRIVATE (which is PUBLIC by default).
  1. Once done, click CONFIRM.
  2. Optionally, you may be required to complete any checkpoints that may have been configured for the workspace, 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 all dependant on how the checkpoint has been configured.
  3. Once the workspace reservation has been successfully reserved, it would be listed and available in the Reservations section.

Manage Workspace Reservations

  1. Log in to your Appspace Employee App with your Appspace Premium User credentials.
  2. Click Reservations to view all your workspace reservations.
  3. Select the workspace reservation you wish to manage to perform the following actions:

    • Confirm Attendance – You may confirm your attendance by clicking the relevant response.
    • View or scan QR Code – You may view the QR code, or click to enlarge the QR code for scanning if needed.
    • View Completed Checkpoints – Click to view the completed checkpoints.
    • Edit Workspace Reservation – Click the Modify Reservation icon to make the following edits on the workspace reservation, and click CONFIRM once done.
      • Change the Reservation Name.
      • Change the Date, Time, or Duration of the workspace reservation.
      • Enable or disable Recurring Reservations.
      • Add or remove Attendees.
      • Edit the workspace reservation Notes.
      • Enable or disable the Reservation privacy of the workspace reservation.
    • Delete Workspace Reservation – Click the Cancel Reservation icon to delete the workspace reservation, and click OK to confirm.

Access Workspace QR Code for Check-Ins or Attending Meetings

  1. Log in to your Appspace Employee App with your Appspace Premium User credentials.
  2. Click Reservations to view all your workspace reservations.
  3. Select the desired workspace reservation to display the QR code to be scanned.
    Click to enlarge the QR code for scanning if needed.

    Important
    If a checkpoint has been configured for the workspace, 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 attendee’s list, depending on how the checkpoint is configured.
  4. Once scanned, you may exit the app.

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