Archibus SaaS / Reservations
Workplace Services / Hoteling

How Bookings are Created

When a user books a room with the Create Bookings task, a number of events occur that are not evident to the general user. You may encounter questions as to what happens when the system actually books a room.

For the rooms that the user has highlighted in the drawing, the system does the following when the user selects the Book button of the Create Bookings task:

• If you are booking a seat on behalf of someone else, the system checks that employee is authorized to book seats in this type of room, according to the
• definitions in the rmstd_emstd table.
  • See Associating Allowable Room Standards and Employee Standards.
  • (If you are searching on behalf of yourself, this check is done when searching for the room because you know the employee's standard. When booking seats on behalf of others, you do not know the employee and its standard until the employee is selected after the search.)
• Creates a record in the Activity Log Items table that stores the request of the booking. If the booking is of a recurring pattern, this record defines the recurring pattern.
• From the information in the Activity Log Items table, creates a record in the Workspace Transactions table that stores the details of the bookings for each date.
  • If you did not specify a recurring pattern, this record will have the same information as the parent Activity Log Item record.
  • If the booking request is of a recurring pattern, the system will create the necessary Workspace Transaction records for each date falling within the range. For example, if you want a booking for every Monday for time frame of the next 10 weeks, the system will create 10 Workspace Transaction records.
• In the Workspace Transactions table, sets the status to Approved or Requested, depending upon the user's security settings and the approval procedures for the site.
• In the Workspace Transactions table, the system completes the Space Percentage field by comparing the booking to the room capacity. If the room capacity is 1, the system completes the Space Percentage field with 100 percent. If the room capacity is 4, the system completes the Space Percentage field with 25 percent.
• In the Workspace Transactions table, the system completes the Time Percentage field with 50 percent if the booking is for either the morning or the afternoon. If the booking is for the entire day, the system completes Time Percentage with 100 percent.
• Note that when you run reports that update area calculations, this figure will be updated to calculate the amount of time within the specified date range that the room is occupied. For example, if a hotel booking has a start date of 2/1 and an end date of 2/14, and the user specifies a date range of 2/1 to 2/28, then Time Percentage will be 50. If this booking were for the entire day, the Time Percentage would remain at 50. If the booking was for either morning or afternoon only, Time Percentage will be further calculated to 25.