Space Reservation Overview

Introduction

In this introductory path, you will learn the basics about how Appspace can be used to manage and reserve workspace resources such as rooms and desks in one or more locations. Appspace provides the necessary tools for you to create an inventory of all workspace resources that are reservable, and can also integrate with calendar providers such as Google Calendar and Microsoft Office 365 to sync availability data.

Employees can reserve workspace resources in advance using the Employee App, or they can instantly book a room on location using the room check-in endpoints.

Prerequisites

Before you begin, ensure that you meet the following prerequisites:

  • An Appspace account that is enabled with the Reservations module.
  • Permissions to create and manage locations.
    • Get these permissions with the Location Admin role.
  • Permissions to register and manage devices.
    • Get these permissions with the Location Admin role.
  • Permissions to create and publish channels.
    • Get these permissions with the Location Admin role or Publisher role.
  • Compatible devices for room check-in endpoints.
  • Any device with a web browser for making workspace reservations.

Create, Manage, and Make Reservations

Appspace has a collection of tools that lets you create reservable workspaces such as rooms and desks that can be reserved by employees and visitors. These workspaces can be imported from a calendar provider, or can be created directly in Appspace itself. The workspaces can also be linked to Room Schedule and Schedule Board templates to display current meetings and reservation information.

Create an inventory of workspace resources

A workspace resource can be any tangible space or object such as a meeting room or office desk that can be reserved for use. Appspace lets you create as many of these workspace resources that are available for reservation using the Reservations module.

Each workspace such as a room or desk can be tracked as a reservable resource in Appspace. A reservable resource can have multiple reservation rules, and will also collect secure visitor data for usage tracking. Use the Reservations module to create your inventory of rooms, desks and any other reservable resource. You will need the Location Admin role in order to create and manage the inventory of resources.

1

Room Schedule card for meeting rooms

An on-screen check-in point can be created for any reservable workspace using the Room Schedule card. Employees and visitors can see the current schedule of a room or desk, and perform a touchless check-in by scanning the QR code that is displayed.

Learn more about the Room Schedule card and how to configure it in this how-to article.

2

Schedule Board card for conference centers

For conference centers with multiple meeting rooms and resources, the ability to show multiple rooms on a single screen or endpoint helps employees and visitors look for information from a single location. The Schedule Board card can be published to a screen at a concierge location where they can inquire about workspace availability and check the reservation status.

Employees and visitors can see the current schedule of multiple rooms or desks, and can select any of the workplace resources from the list or the floor map to make the desired reservation.

Learn more about the Schedule Board card and how to configure it in this how-to article.

3

Use the Employee App to make reservations

Employees and visitors can check the availability of any workspace resource using the Employee App. Building passes, meeting rooms, or desks can be reserved in advanced through the app using any device with a browser. All reservation information is collected and securely tracked so that administrators can review workspace usage reports. 

Learn more about the Employee App in this guided path.

4

View usage analytics

Data is collected for every reservation check-in and stored securely for usage tracking. You can go to the Analytics module to run reports that can show the usage statistics of workspace resources, such as the most popular booked resources, or the busiest reservation periods.

Learn more about using the Analytics module in this how-to article.

5

Congratulations!

You now know how to use the tools to create and manage the inventory of available workspace resources, and how to book reservations.

You can create and manage workspace resources at anytime using the Reservation module, and track usage statistics through the Analytics module. Employees can book reservations using the Employee App or book on location.

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