Workstation bookings allows Optimaze Worksense users to book workstations. This way users can secure a workstation before arriving to the office.
How it works
Once workstation bookings are enabled (see section Setup for details) all users can book any workstation using the Worksense mobile and desktop applications. Workstation bookings can be made 7 days in advance and a booking can be for the whole day or for a shorter time.
You can also utilize these videos that show how bookings are made in the mobile application.
Book using mobile
Book a workstation 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.
2. Select a floor plan from the results view.
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'.
5. You’ll be redirected back to ‘Find’ and you can create additional bookings or navigate to ‘Workplace’ view where all your bookings are listed.
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.
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.
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’.
Bookings on the floor plans
Currently booked workstations are marked on the floor plan with an icon. 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.
How to interpret occupancy status in Optimaze 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: 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.
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 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’ where you can see all your bookings and expand the booking you wish to cancel. You should see now a ‘Cancel’ button.
Q: Can I book a workstation for two days?
A: You can make workstation bookings 7 days in advance and only up to one day (24h) in duration.
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 using the web application if the feature is enabled in 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: 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. 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 objects type or capacity in Optimaze Space: Worksense users see their booking and the booking’s location eventhough it might not be anymore bookable.
Setup
You must have an ‘Administrator’ role in Optimaze Worksense to setup the feature.
Log in to Optimaze Worksense
Navigate to the ‘Administration’ tab
If the tab is not visible please contact a Optimaze Worksense administrator or support@optimaze.com to find out who in your organization to contact.
Select ‘Settings’
Select ‘Enable workstation bookings’
* You can also decide if users can see other users' workstation bookings. 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.
* You can decide if users can create a workstation booking for a visitor.Click ‘Save’
Test that you can create workstation bookings with the mobile application
You might need to close and restart the mobile app
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’ defined as a reporting type. Check instructions for how to edit reporting type here.