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Workstation bookings allows

Optimaze

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

Table of Contents

How it works

Once workstation bookings are enabled (see section Setup below for details), all users can book any workstation using the Worksense mobile and

desktop

browser applications.

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

Book using mobile

Book


1. Book a workstation from the Bookings page or with the ‘Find’ functionality by selecting ‘Workstation’.

  • Select a date you wish to see the availability 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.
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2. Select a floor plan from the results view.

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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'.

  • If you have an 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 on the Bookings page.

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

    • Private bookings are not shown

  • You can cancel and see the location of your booked workstation by

expanding the booking info and selecting ‘Show location’.

  • tapping your booking

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Bookings on the floor plans

Currently booked workstations are marked on the floor plan with

an

a profile picture, headshot icon, or the

persons

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


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How to interpret occupancy status in

Optimaze

EG Worksense?

Optimaze

Worksense shows six types of occupancy 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 workstation is currently booked.
  • +: The workstation is currently bookable
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FAQ

Q:

How will I know if a workstation 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

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

workstation bookings in advance and only up to one day (24h) in duration

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:

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

Q:

Can I book for another person?

A:

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

in

by your organization.

Q:

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

?

A: Unfortunately not at this time. However you can see on the floor plan initials of the persons who have a booking and their full name by selecting the workstation. 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:

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

or sit next to them

.

Q:

How do changes in capacity objects affect bookings?

A:

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.
  1. Deleting a capacity object in Optimaze Space: Worksense users cannot anymore see the location of their booked workstation.
2.
  1. 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.
  1. Changing a capacity
objects
  1. object's type or capacity in Optimaze Space: Worksense users see their booking and the booking’s location
eventhough
  1. 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
  • booking 

6. Click ‘Save’

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

  • You might need to close and restart the mobile app

noteMake 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.


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.