Archibus SaaS / Reservations

Reservations Module: Typical Workflow

The following is a typical workflow to manage reservations of resources, meeting spaces, and working spaces:

Prerequisite: Review these concepts.

General

• Comparing Meeting Space (Reservations) and Working Space (Hoteling)
• Integrating with Other Modules and Mobile Apps

Meeting Space concepts

• Multiple Ways to Reserve Rooms
• Types of Meeting Space Reservations

• Capacity 
• Editing Meeting Space Reservations
• Roles
• Reservations and Email
• Working with Email Notifications
• Archibus Plugin for Microsoft Outlook Overview
• Archibus Extension for Microsoft Exchange

• The Reservations Calendar Console

  • Explore the Reservations Calendar Console
  • Search for rooms and existing reservations.
  • My Reservations tab
  • The Scheduler View
  • Attendee Schedules and Meeting Space Reservations

Working Space (Hoteling) concepts

• Uses of Hoteling
• How the Hoteling Features Search for Available Seats
• How Bookings are Created

Step 1. Determine how you want to deploy meeting space reservations.

For meeting space reservations, you can deploy Reservations alone, the Reservations Plugin for Outlook, or with the Archibus Extension for Exchange. See:

• Archibus Reservations Plugin for Outlook
• Archibus Extension for Microsoft Exchange

Step 2. Set up background data and configure the module behavior.

This information includes rooms and their configurations and arrangements, resources and their types, users and email, timeline blocks, and timeline start and end times, and application parameters that determine various deployment options, such as whether or not notifications are used.

• Develop background validating data
• Set up the Reservations module

Step 3. Staff and guests request working space, meeting space, and resources.

Working Spaces

• Reserve a working space (hotelable room)

Meeting Spaces

• Reserve a one-time meeting space and optionally a resource.
• Reserve a conference call.
• Reserve only a resource.
• Create a new reservation by copying an existing reservation.
• If your site has installed the Reservations Plugin for Outlook, staff can make meeting room reservations from either Web Central or from Outlook; thus, even those without access to Web Central can make reservations that will be entered into the Archibus system.

Both Meeting Spaces and Working Spaces

Staff and building guests can also reserve resources, working space, and meeting space using Archibus Workplace on a tablet, kiosk, or smart phone.

• Reservations and bookings made from Archibus Workplace appear in both the Reservations views, as well as in the Service Console of the appropriate users of Archibus Foundations.
• See Using Archibus Workplace.

Step 4. Managers or other authorized users approve reservations.

• Approve Meeting Space Requests
• Approve Working Space (Hoteling) Requests

Step 5. (automatic) The module notifies attendees.

When reservations for meeting space and working space are created, notifications are sent to attendees.

For meeting spaces, Exchange handles the notification if you are using Exchange. Otherwise, the Reservations module handles notification.

Step 6. Update reservations or booking as changes occur.

Circumstances may arise and a requestor may need to change the reservation or booking. As users make changes to their reservations, the system sends notifications.

• Edit Single Reservations
• Edit Recurring Reservations
• Edit Conference Call Reservations

 

• Cancel a Single Reservation
• Cancel Multiple Reservations (Reservation Managers)
  
  

• Review Bookings
• Edit Bookings
• Cancel Bookings

Step 7. Staff check into reserved rooms.

Your site might want staff to verify that they actually used the reserved meeting space or working space by checking in.

• Check into a meeting space room
• Check into a working space (hotelable) room

Step 8. Managers analyze reservation activity.

Meeting Space Reports

• Reservations Reports

Working Space (Hoteling) Reports

• Operational Reports
• Management Reports
• Over-allocated and Under-allocated Rooms
• Utilization Reports
• Seat Savings Reports
• Charging Departments for their Booked Working Spaces

Back to

• Reservations module: Overview