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Workplace Services / Hoteling

Hoteling: Application Overview

When workers -- whether they are on a temporary contract, typically telecommute, or are employees temporarily displaced from their offices and requiring swing space-- arrive at the site, their first immediate action is to go to their assigned workspace so that they can settle in to the day's work.

Ensuring that these workers have an office or workspace to go to, that this office is equipped to meet their needs, and that the employee is notified of their assigned space can be accomplished through the ARCHIBUS Hoteling application and its tasks to create and manage the hoteling process. From the administration and cost side, the ARCHIBUS Hoteling application supports charging departments for their use of temporarily occupied seats, assessing the utilization of booked seats, and helping you to determine if you have enough seats dedicated to the hoteling process.

The ARCHIBUS Hoteling application is organized into a set of role-based tasks designed for the various roles within your organization. With roles and security established by a business process owner, users will log into ARCHIBUS and access just those tasks appropriate for their roles and security settings. The application is organized as follows:

Concepts

Comparing the ARCHIBUS Hoteling and Reservations Applications

Uses of the Hoteling Application

How the Hoteling Application Searches for Available Rooms

How the Hoteling Application Creates Bookings

Getting Results with the Hoteling Application

Typical Workflow

Note: If general staff, building occupants, and guests have access to the ARCHIBUS Workplace Services Portal mobile app, they can book and check into rooms directly from their smart phone or mobile device.

Step 1: A business process owner develops background data and configures how the application will operate to best meet the site's particular needs.

1. Develop facility background data.
2. Configure the application by defining hotelable rooms, the types of rooms each type of employee can request, whether or not confirmation (check in) is required, and so on.
3. Assign user roles to the hoteling security groups.

Step 2: A staff member books a seat in a room.

Many users at a site are able to book a seat for temporary occupancy, cancel a booking, and review bookings. Note that your security group and how the application has been configured for your site will determine such factors as the types of rooms that you can book, whether or not departmental approval is required, and whether you can request and cancel bookings for other users.

To book a room, run the Create Bookings task. This entails:

1. Search for rooms to book.
2. Book a room.
3. Review bookings you made.

Step 3 (Optional): A manager approves the booking.

Depending upon operations at your site, an approving manager for your department may need to approve requested bookings.

Step 4 (Optional): Staff members check in the day of the booking.

If your site has implemented the confirmation process, you may need to check in the day of the booking.

Step 5: Staff members manage bookings.

As an ongoing activity, staff members may need to manage their bookings:

• Reviewing All Bookings
• Canceling Bookings
• Servicing Bookings

Step 6: Managers analyze hoteling behavior and trends.

Use the following reports to analyze the usage and cost of booked seats.

• Operational Reports
• Management Reports
  • Charging Departments for their Booked Rooms
  • Hoteling Utilization Reports
  • Seat Savings Reports