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Workstation bookings allows

Optimaze

EG Worksense

mobile app

users to book workstations. This way users can secure a workstation before arriving to the office.

Table of Contents

How it works

Users

Once workstation bookings are enabled (see section Setup below for details), all users can book

a

any workstation

for a day

using the Worksense mobile

application. Workstation bookings can be made 7 days in advance and a booking is always for the whole day. Currently bookings are only shown in the web application but you cannot create bookings

and browser applications.

You can also utilize these videos that show how bookings are made in the mobile application.

Book using

Find

mobile

Book


1. Book a workstation from the Bookings page or with the

Find

‘Find’ functionality by selecting ‘Workstation’.

  • Select a date you wish to see the availability
of workstations.
  • for workstations.
  • If you want to book a workstation for a shorter period than a full day, then deselect the ‘All day’ selection and enter a start and end time as a search criteria.
  • You can narrow you search by building and floors.
Image Added

2. Select a floor plan from the results view

a floor plan

.

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3. Available workstations are shown on the floor plan based on your search criteria.

4. Confirm your bookings by selecting a workstation and pressing 'Book'

.

  • You’ll be redirected to your bookings where your new booking is shown.

    • You can add more bookings by selecting again ‘Find’

    .

    • If you have an

    existing booking for a day and you book another workstation it will automatically cancel your previous booking and create a new one. You can only have one booking per day.

    • overlapping booking with another workstation, the application will notify you automatically.

    • If you continue with the booking your previous overlapping booking will be cancelled.

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    My workstation bookings

    You can see the workstations you have booked

    at the beginning of the ‘Workplace’ menu. Here, you can cancel your booking or check the location of a workstation you have booked.

    on the Bookings page.

    • You can see who of your colleagues have also made bookings

      • Private bookings are not shown

    • You can cancel

    your booking by expanding the booking info

    • and

    selecting 'Cancel booking'.You can

    • see the location of your booked workstation by

    expanding the booking info and selecting ‘Show location’.
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    • tapping your booking

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    Bookings

    Current days bookings

    on the floor plans

    Booked

    Currently booked workstations are marked on the floor plan with a profile picture, headshot icon, or the person's initials. If an occupancy sensor has been installed on the workstation, the round button and the icon presenting the booking status is colored according to the occupancy information.

    You can book a workstation

    for the current day also

    from the floor plan view by selecting a workstation and pressing ‘Book’. You can also cancel the booking in the floor plan and, if you want to switch your booking to another workstation, you can

    book

    do so by booking a new workstation and your booking will automatically transfer to the most recent workstation. This removes your previous booking.


    Image Modified

    How to interpret occupancy status in

    Optimaze

    EG Worksense?

    Optimaze

    Worksense shows six types of occupancy

    status

    statuses:

    • Unoccupied: The seat, room or parking spot is currently available for use.
    • Recently occupied: The seat, room or parking spot has recently been occupied. Adjust the duration of recently occupied here.
    • Occupied: The seat, room or parking spot is currently in use.
    • No
    data
    • occupancy information: There is no sensor attached to the seat, room or parking spot, or the sensor is not working properly. If you think the sensor is not working, please contact Optimaze Helpdesk.
    • Out of use: The seat or room is not in use.
    • Booked: The
    seat
    • workstation is currently booked
    for the day and not available. Image Removed
    • .
    • +: The workstation is currently bookable

    Image Added


    FAQ

    Q:

    How will I know if a workstation

    has been

    is booked?

    A:

    Check from the floor plan the workstation’s booking status by clicking on it. It will say ‘Booked’ if it is currently booked.

    Bookings are also represented

    Booked workstations also show the initials or profile picture of the person who has booked it on the floor plan

    with a small icon inside the circle that represents a workstation

    .

    Q:

    What do the colors mean on the workstation?

    A:

    Workstations are colored according to the occupancy sensors information: red (occupied), green (unoccupied), yellow (temporarily unoccupied), grey (no occupancy sensor installed)

    Q:

    I don’t remember which workstation I booked, where can I see the location?

    A:

    Navigate in the mobile application to ‘Workplace' where all of your workstation bookings are listed. Expand your booking and select ‘See location’.

    Q:

    How do I cancel my booking?

    A:

    Go to

    ‘Workplace’

    ‘Bookings’ where you can see all your bookings and

    expand

    tap the booking you wish to cancel. You should see now a

    ‘Cancel’

    trashcan button. Tap it to cancel.

    Q:

    Can I book a workstation for two days?

    A: You Q:

    Each booking must end by midnight at the latest, but you can make

    workstation bookings 7 days in advance, 1 booking per day.

    bookings for consecutive days. The number of days in advance bookings can be made depends on your organization’s settings.

    Q:

    Can I book just for 3 hours?

    A: Unfortunately not, currently bookings are for the whole day.

    Yes, use the search functionality to find available workstations for a specific time period.

    Q:

    Can I book for another person?

    A: No, a booking is for you and created with your personal Optimaze Worksense account.

    You can book a workstation for a visitor or colleague using the web application if the features are enabled by your organization.

    Can I see which workstation my colleague booked as I want to sit next

    ?

    A: Unfortunately not at this time. We are considering adding a feature where you can search where others sit.

    Q:

    to them?

    In the Worksense mobile app, open the 'Bookings' page and tap the profile pictures of your colleagues to see the full list of who are coming to the office on the selected day. Tap the name of the colleague to see the location of their booking on the floor plan

    What should I do if somebody is at the workstation I booked?

    A: Find another workstation or sit next to them

    Depending on your office guidelines you can tell them about your booking and the policy, or find another workstation.

    How do changes in capacity objects affect bookings?

    If you delete or edit a capacity object it will not change existing bookings. These changes are not communicated in the system to users. This can lead to the following situations:

    1. Deleting a capacity object in Optimaze Space: Worksense users cannot anymore see the location of their booked workstation.
    2. Moving a capacity object in Optimaze Space: Worksense users see their booked workstation in the new location if they view their booking’s location in Worksense.
    3. Changing a capacity object's type or capacity in Optimaze Space: Worksense users see their booking and the booking’s location even though it might not be anymore bookable.



    Setup

    You must have an ‘Administrator’ role in Optimaze Worksense to setup the feature.

    1. Log in to

    Optimaze

    EG Worksense

    2. Navigate to the ‘Administration’ tab

    • If the tab is not visible please contact a
    Optimaze

    3. Select ‘Booking settings’


    4. Select ‘Enable workstation bookings’

    5. After enabling workstation bookings, you can:

    • Show who has booked which workstation - If enabled, person’s initials are shown on the floor plan inside the booked workstation and whole name is shown when the booked workstation is selected.
    • Enable booking a workstation for a visitor
    • Enable booking a workstation for a colleague
    • Set how many days in advance bookings can be made
    • Enable private booking 

    6. Click ‘Save’

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    Image Added

    7. Test that you can create workstation bookings with the mobile application

    • You might need to close and restart the mobile app

    note


    Info
    Make sure that the capacity objects that you want to include in the workstation booking feature have
    ‘workstation’ defined as a reporting type. Check instructions for how to edit reporting type here. Make sure that the capacity objects that you want to include in the workstation booking feature have ‘workstation’
    ‘Workstation’ defined as a reporting type. Check instructions for how to edit reporting type here.