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Defining Reservable Rooms and Room Configurations

You define whether or not a room is reservable with the Define Reservable Rooms task. You can assign a single room , or can bulk assign rooms to be reservable You also can define configurations for the rooms, which can further be broken down to room arrangements.

Defining Reservable Rooms

A room must be defined as reservable in order for it to be available for room reservations. With this task, you mark rooms as reservable / not reservable which edits the value of the Reservable? field in the Rooms table.

Note: It is not possible to define a new room with this task. To define new rooms, you must define the room as part of your space hierarchy. See Setting Up the Reservations application for more information.

To define a room as reservable / not reservable:

  1. Select the Define Reservable Rooms task from a path listed at the top of this topic.
    The Rooms list appears.
  2. If needed, use the Filter Console to restrict the rooms that appear in the Rooms list.
  3. Select the checkbox for one or more rooms in the Rooms list.
  4. Do one of the following:
    • To mark the rooms as Reservable, click Mark reservable.
    • To mark the rooms as not Reservable, click Mark not reservable.
  5. Click OK on the confirmation message that appears.

    Note: When marking a room to be reservable, if the room does not have a configuration defined for it, the application creates one in the rm_config table.

Understanding Room Configurations

When you define a room as reservable, it automatically creates a corresponding room configuration, which is required for processing the room reservation. If there is only one way that you can configure the room, you can associate arrangements with this generated configuration record and you do not need to further define room configurations.

Room configurations define the ways that you can configure a rooms with removable walls. For example, a large ballroom might be divided into three smaller areas by using removable wall partitions. In this case, you might have a room record, HQ-20-001, which has multiple Room Configuration records. Each room configuration record, in turn, can have its own set of room arrangements.

When establishing room configurations, you must enter all the possible methods of dividing the room with removable walls. For example, suppose the ballroom HQ-20-001 can be divided into areas A, B, C. This means that there are six possible configurations as shown below: use all three areas at once, use areas A and B together, use areas B and C together, use each area on its own

diagram showing all possible room configurations for an example room configuration

 

Note: You would not establish a configuration for using areas A and C together since they are not adjoining.

For each configuration that you define, you must specify the configurations that are not available when the specified configuration is activated. For example, when you use configuration ABC, all other configurations are unavailable because you are using all the space. However, when you use configuration AB, configuration C is available, and ABC,BC, A, and B are not available.

Defining Room Configurations

When you define room configurations, you can put redlines on a drawing that mark each configuration. You can then add this document to the room configuration to show the layout of that configuration. The requestor can then use the drawing to quickly choose the desired configuration.

To define a room configuration for a room:

  1. Select the Define Room Configurations task from a path listed at the top of this topic.
  2. In the left panes, select values in the Buildings and Floors lists to drill down to see a list of existing room configurations. Recall, the system automatically created a room configuration for each room you set as Reservable. You can now:
  1. Click the Add New button, or click a room configuration to edit.
  2. In the right pane, complete the following information for the room configuration:
    FieldDescription
    Building/Floor You cannot edit these values. If the system generated the room configuration, the system completed these values with the room's properties. If this is a new record, the system completes this with the building and floor you selected from the drill down.
    Room Code If the system generated the room configuration, it completed this field with the room code of the parent room. If you are creating a new room configuration, choose the room number from the list.
    Configuration CodeEnter a value, that when combined with the Building Code, Floor Code, and Room Code, uniquely identifies this configuration. In the above example, you might have values of HQ-20-001-ABC, HQ-20-001-BC, HQ-20-001-A, and so on.
    Configuration Name Enter a descriptive name for the configuration.
    Room Mailbox

    If you are integrating with Exchange and wish to monitor room mailboxes, enter the email of the room mailbox in Exchange. For example, enter an email such as HQ-17-127@archibus.com.

    With this feature, you can directly reserve a room by adding the room mailbox (specified in this field) to the mail meeting invitation that you create in Exchange .

    For information, see Using Room Mailboxes with Exchange (System Management Help).

    Layout DocumentUse this document field to store a sketch of the layout of the configuration.
    Excluded ConfigurationsHolds the configurations that cannot be used when this configuration is active. With the ABC configuration above, you would enter that all other configurations are excluded since ABC takes up the entire space. However, for the AB configuration, configuration C could be separately used, therefore you would exclude BC, A, B, and ABC. Enter the values of the Configuration Code and separate each value with a comma. Or, choose from the configurations in the list.
  1. Click the Save button to save your changes.

Next

After defining your reservable rooms and their configurations, you set up your room arrangements for each configuration. See: