Workplace Services / Hoteling / Background Data
Archibus SaaS / Reservations / Background Data - Facilities

Define Amenities for Hotelable Rooms

When reserving a seat using Workplace, you have the option to search for rooms that have fixed resources (amenities), such as a stand-up desk or a window view.

Use the Define Amenities for Hotelable Rooms (ab-ht-rm-amenities.axvw) view to:

Note: Using this task to associate amenities (fixed resources) with rooms is used only by the Workplace task; the corresponding Create Bookings task does not support searching for rooms based on amenities. Both Workplace and Create Bookings do support searching for rooms based on unlimited resources. This requires using the Define Resources task to associate unlimited resources with your sites or buildings.

This topic has the following sections:

Select the Floor to Work With

Load the Define Amenities for Hotelable Rooms view using the tasks listed at the top of this topic.

To get started, complete the filter at the top of the view and enter the building and floor holding the rooms to which you want to add amenities, or view existing amenities.

Complete the filter options as follows, and click Show. The view will display either a floor plan or room list meeting the criteria you specify in the filter.

Filter Option Description
Site Code

This field is optional.

If you enter a site, the Building Code field will be restricted to buildings in this site.

Building Code

Floor Code

Select the floor for whose rooms you want to specify amenities.

You must enter values for these two fields.
Rooms

  • Hotelable Rooms -- Only rooms whose Is Hotelable? value is Yes will display in the room list or will be highlighted on the floor plan in blue.

  • All Rooms -- This behavior depends on if you set Display (below) to Floor Plan or Room List.

    • On the floor plan, only rooms whose Employee Capacity> 0 will be highlighted in blue.

    • The room list will show all rooms on the floor. The room list will include your hotelable rooms.

    • Showing all rooms is useful in situations in which you want to see the resources for rooms that are not hotelable. For example, you might wish to convert a set of rooms to be hotelable and want hotelable rooms to have certain resources. By setting to all rooms, you can check current resources for all rooms and determine which ones should be made hotelable based on their existing resources.

Display

  • Floor Plan -- Displays the floor plan for the specified floor. Depending on the above Rooms option, highlights in blue hotelable rooms or rooms with an Employee Capacity > 0.

  • Room List -- Displays a list of rooms on the specified floor and includes only hotelable rooms or all rooms, depending on the above Rooms option.

Select Rooms and View their Current Amenities

Once you set the filter, select one or multiple rooms to view their current amenities or to add the same set of amenities.

For the selected rooms, the Resources in Selected panel will display the list of entities.

From the Room List

After you set the restriction, the grid displays the rooms meeting the restriction (either hotelable rooms only, or all rooms).

  1. Click on the checkboxes for one or more rooms.

  2. The Resources Selected panel displays the currently assigned amenities for these rooms.

Note: If you have selected All Rooms, note that the room list displays all rooms on the floor, including rooms whose Employee Capacity = 0. You should review the Employee Capacity field to be sure that you do not assign amenities to areas such as mechanical closets or stairs. You may need to resize the panel in order to see the values for the Employee Capacity field.

Note If you are working with the Archibus features for meeting room reservations, you may be accustomed to associating fixed resources with meeting rooms. Note that this should be done with the Define Fixed Resources task, as fixed resources for meeting rooms must be assigned to the room arrangement.

From the Floor Plan

After you set the restriction, the floor plan highlights in blue rooms meeting the restriction (either hotelable rooms only, or all rooms with capacity >0).

  1. Click on one or more rooms in the floor plan.

  2. The floor plan highlights the selected rooms in yellow. For example, the below image shows that HQ-17 has two hotelable rooms (originally both were highlighted in blue) and the user has selected one room (highlighted in yellow) to see its amenities.

  3. The Resources Selected panel displays the amenities for the selected rooms.

 

Assign Amenities to Selected Rooms

Select the floor and room set as described above. Once you have you selection of rooms (either from the floor plan or the grid), you will use the Add button on the Resources in Selected panel to access a list of amenity types (resource standards) to associate with the room.

  1. In the Resources in Selected panel, click Add.

  2. The Add Fixed Resource to Selected Rooms form appears:

  3. In the Resource Standard field, select a Resource Standard that represents the type of amenity (resource) that exists in the selected rooms.

    • If the desired Resource Standard does not exist in the list, you can enter it by using the Add New button. See below discussion.

    • Resource Standards are also used for meeting space reservations, such as reservations for conference rooms. The Select Value - Resource Standard form shows all Resource Standards, including standards for unlimited resources, such as catering or coffee services. Unlimited resources are affiliated with the entire site and defined with the task; therefore, there is no need to assign unlimited resources to an individual room.

  4. Click Save.

    • Archibus generates records in the Room Amenities (rm_amenity) table to represent the entity in each selected room. To complete the Fixed Resource Code field, Archibus combines the Resource Standard Name and the room number. The Fixed Resource Code field displays this numbering format, is shown in the image in Step 2.

    • For example, if you were adding ADJUSTABLE LIGHTING and rooms HQ-17-127 and HQ-17-128 were selected, Archibus would generate two records in the Room Amenities table. The Fixed Resource Code values would be ADJUSTABLE LIGHTING-HQ-17-127 and ADJUSTABLE LIGHTING-HQ-17-127.

    • Before creating the records, Archibus validates the new set of records against the existing records in the Room Amenities table so that you do not create a duplicate record in the database for any of the selected rooms.

  5. The Add Fixed Resource to Selected Room form stays active so that you can easily add more resources to the selected set of rooms. To do so, clear the value in the Resource Standard field , enter a new value for this field, and Save.

Remove Amenities from Selected Rooms

You might find that amenities no longer exist in a room. In this case, you will want to update the Room Amenities table to reflect the actual conditions at your site.

  1. Select a set of rooms in the grid or floor plan, as outlined above.

  2. In the Resources in Selected panel, find the Resource Standard for the amenity that you want to remove and click the Remove button.

  3. Archibus deletes the records in the Room Amenities table for the combination of the resource standard and room IDs of the selected rooms.

Create a New Type of Amenity (Resource Standard)

If the Resource Standards table does not contain a record for an amenity you want to enter, you can create the Resource Standard right from the Define Amenities for Hotelable Rooms view.

  1. Follow steps 1-3 in the Assign Amenities to Selected Rooms procedure, above.

  2. Click Add New at the bottom of the Select Value - Resource Standard form. This form is shown in Step 3 of the Assign Amenities to Selected Rooms procedure, above.

  3. Archibus presents the Add New Resource Standard form.

  4. For information on completing the fields, see Define Resource Standards.

  5. Save the new Resource Standard and Archibus adds it to the Resource Standards table.

  6. Return to the Select Value - Resource Standard form and you can select your new resource.

See Also