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Workplace Services / Hoteling

How the Hoteling Features Search for Available Seats

When an employee searches for a seat to book using the Create Bookings task, Archibus Workplace, or the Workplace Services Portal mobile app, the system considers several factors in generating the list from which the employee can choose a seat. You may encounter questions as to why certain seats are available for bookings for certain employees, while other seats are not. Review this topic if you need to understand how the system compiles the list of available seats.

When a user enters the properties of the seat that they desire, Web Central: 

• Checks if the user belongs to the Hotel Bookings All Departments or the Hoteling Administration security groups. If the user is not part of these security groups, the system fills in the division and department fields of the search filter with the values corresponding to the connected user, and makes these fields uneditable. This ensures that the user can search for rooms belonging only to his division and department.
• Searches the hotelable seats matching the filter criteria entered by the requestor and that are available. (Room Status = Available, and Is Hotelable = Yes).
• For these rooms, the system checks the room capacity (rm.cap_em) and subtracts from it the fixed employees assigned to this room (in the Employees table), and the number of existing bookings (in the Workspace Transactions table) that matches the searched date and times. The system also checks if there is already a booking for this part of the day (the day_part selected field).
• If you are searching for a seat for yourself, the system filters the available rooms for the connected user by searching for those rooms whose room standard is available for the connected user's employee standard in the rmstd_emstd table. See Associating Allowable Room Standards and Employee Standards. (If you are searching on behalf of others, this is done when booking the room because at this point you do not know the employee who will occupy the seat.)
  • Users whose Employee Standard is not listed in the rmstd_emstd table can book rooms of any room standard.
  • Rooms of Room Standards not listed in the rmstd_emstd table are available to any employee standard.
• The system considers time zones in order to avoid users creating bookings that are in the past or that already started (unless they belong to a security group with permission to do this).

You can also set parameter to control the list of available seats. See Setting Hoteling Application Parameters.

Note:Rooms with a Room Status "Do not Use" are not bookable in the present or in the future. Rooms with a Room Status of "Requires Cleaning" cannot be booked for today, but you can book them in the future.