Workplace Services / Hoteling
Hoteling: Application Overview
When workers -- whether they are on a temporary contract, typically telecommute and do not have a permanent seat, or are employees temporarily displaced from their offices and requiring swing space-- arrive at the site, their first immediate action is to go to their assigned workspace so that they can settle in to the day's work.
Ensuring that these workers have an office or workspace to go to, that this office is equipped to meet their needs, and that the employee is notified of their assigned space can be accomplished through the Archibus Hoteling application and its tasks to create and manage the hoteling process. From the administration and cost side, the Archibus Hoteling application supports charging departments for their use of temporarily occupied seats, assessing the utilization of booked seats, and helping you to determine if you have enough seats dedicated to the hoteling process.
The Archibus Hoteling application is organized into a set of role-based tasks designed for the various roles within your organization. With roles and security established by a business process owner, users will log into Archibus and access just those tasks appropriate for their roles and security settings.
Concepts
Comparing the Archibus Hoteling and Reservations Applications
How Hoteling Searches for Available Rooms
Getting Results with the Hoteling Application
Typical Workflow
Step 1: A business process owner develops background data and configures how the application will operate to best meet the site's particular needs.
- Develop facility background data.
- Configure the application by defining the types of rooms each type of employee can request, whether or not check in is required, and so on.
- As part of configuration, you set application parameters that activate several features. Take the time to review the parameters and decide on the features you want to implement.
- Assign user roles to the hoteling security groups.
Step 2: A staff member books a seat in a room.
Many users at a site are able to book a seat for temporary occupancy, cancel a booking, and review bookings. Note that your security group and how the application has been configured for your site will determine such factors as the types of rooms that you can book, whether or not departmental approval is required, and whether you can request and cancel bookings for other users.
To book a room, run the Create Bookings task. This entails:
Note: If general staff, building occupants, and guests have access to the Archibus Workplace Services Portal mobile app, they can book and check into rooms directly from their smart phone or mobile device. Bookings made from the mobile app appear in both the Hoteling views and the Service Console of the appropriate users.
Note: Rather than providing general staff with the Hoteling application or Workplace Services Portal mobile app, your site might provide general staff with Archibus Workplace on a tablet, kiosk, or smart phone. With Archibus Workplace, general staff and guests can reserve working space on a one-time or recurring schedule. Bookings made from Archibus Workplace are automatically approved, and appear in both the Hoteling views and the Service Console of the appropriate users. If you are considering both the mobile app and Workplace, note that Workplace supports functionality (controlled by application parameters) that is not available in the mobile app. See Using Archibus Workplace.
Step 3 (Optional): A manager approves the booking.
Depending upon operations at your site, an approving manager for your department may need to approve requested bookings.
Step 4 (Optional): Staff members check in the day of the booking.
If your site has implemented the confirmation process, you may need to check in the day of the booking.
Step 5: Staff members manage bookings.
As an ongoing activity, staff members may need to manage their bookings:
Step 6: Managers analyze hoteling behavior and trends.
Use the following reports to analyze the usage and cost of booked seats.