Workplace Services / Reservations

Roles in the Reservations Application

The Reservation application provides a wide variety of roles. Each role has access to different tasks. In addition, each role has different restrictions for creating reservations and canceling reservations.

For information on assigning processes to roles and users, see Assign Processes to Roles or Users.

Reservation Roles

The following list displays the Reservations application roles that are available and the processes/tasks that are assigned to each role.

Reservation Manager – All Reservations application processes: Develop Background Data; Reserve Rooms and/or Resources; Approve Reservations; Manage Trade Work; Management Reports; Manage Reservations. Users assigned to this role, are able to cancel multiple reservations at once from the View or Edit My Reservations view.
Reservation Approver – Approve Reservations process. These users see only reservations for rooms/resources if they belong to the defined "group allowed to approve."
Reservation Assistant – Reserve Room and/or Resources process. On the View or Edit My Reservations view, these users see reservations they have created or requested, or which were requested for them.
Reservation Host – Reserve Room and/or Resources process. On the View or Edit My Reservations view, these users see reservations that they created, or that were requested for them.
Reservation Service Desk – Three processes: Reserve Room and/or Resources; Manage Trade Work; Approve Reservations. For Approve Reservations, this user sees only reservations for rooms/resources where "Group allowed to approve" IS NULL, and those for which the user belongs to the defined "group allowed to approve".
Reservation Trades – Manage Trade Work process
AFM – All Process Navigator domains; link to Room Reservations from Workplace Services domain

Restriction Variables

In the Reservations application, most roles (including the AFM user) have certain restrictions that affect actions such as when they can create a room/resource reservation or cancel a room/resource reservation. The Reservation Manager does not have any of these restrictions, and the Reservation Service Desk role does not have most of these reservation restrictions. For example, the Reservation Manager and the Reservations Service Desk Manager can cancel reservations at any time. The Reservations Manager can select multiple reservations when canceling reservations.

The restriction variables specified in the Resources table and Room Arrangements tables, such as Cancellation # of Days Ahead, specify restrictions for most users. For example, the Cancellation # of Days Ahead restriction specifies that the reservation can be canceled until a certain number of days ahead of the meeting.

The following are restriction variables that are defined for resources and room arrangements. For detailed information on the purpose of each field, see the Define General Resources and Define Room Arrangements topics.

Maximum Days Ahead – restricts all roles except Reservation Manager, Reservation Assistant, and Reservation Service Desk
Available for Group – restricts all roles except Reservation Manager and Reservation Service Desk
Announcement # of Days Ahead – restricts all roles except Reservation Manager and Reservation Service Desk
Announcement Time – restricts all roles except Reservation Manager and Reservation Service Desk
Cancellation # of Days Ahead – restricts all roles except Reservation Manager and Reservation Service Desk
Cancellation - Latest Time – restricts all roles except Reservation Manager and Reservation Service Desk
Group Allowed to Approve – Reservation Manager can approve any reservation. The Reservation Service Desk role is only allowed to approve if the Group Allowed to Approve is null, or if this user belongs to the defined "group allowed to approve." Otherwise, only people who belong to the group listed in the Group Allowed to Approve can approve the reservation.
Maximum Capacity - Maximum number of people allowed for a room arrangement
Minimum Required - Minimum number of people allowed for a room arrangement
# of Days to Approve [not used for any roles in this release of the Reservations application]

Default Requested Values

When a user creates a room or resource reservation, the Requested By values are by default left blank for the Reservation Manager and Reservation Service Desk roles. For all other users, the Requested By values are by default filled in with the same value as the Created By value. Reservation Host users are not allowed to change the Requested By roles (these fields appear as read only.)