Workplace Services / Reservations

Reservations: Application Overview

The ARCHIBUS Reservations application provides a web-based application for managing enterprise room and resource reservations. With this application, you can manage several variables to ensure optimal use of space and resources as well as a smooth transition from one meeting to the next.

You can define various room arrangements, such as a conference room, a classroom, or a theater room arrangement. In some instances, you can define multiple room arrangements for one room. You can also define different set-up and clean-up times for each room arrangement. The user can then reserve the room arrangement that best suits their needs, and can also take into account set-up and clean-up times when planning their agenda. In addition, trades people can easily review set-up and clean-up tasks.

You can also reserve various types of resources. First, you can define fixed resources that always remain in a room. In addition, you can create a resource reservation to correspond with a room reservation. You can also set up resource reservations that are separate from room reservations. A resource reservation may include:

After a reservation is made, the automated workflow rules ensure that the appropriate employees and external guests receive email notifications of the reservation.

You can use the management reports to review the utilization rate of your rooms and resources. This provides you with vital information to optimize the use of your shared resources.

Note: If you have the Workplace Services Portal mobile app, you can also make room reservations directly from your smart phone or mobile device.

Note: Rather than providing general staff with the Reservations application or Workplace Services Portal mobile app, your site might provide general staff with ARCHIBUS Workplace on a tablet, kiosk, or smart phone. With ARCHIBUS Workplace, general staff and guests can reserve meeting space on a one-time or recurring schedule, and a manager can manage the reservations using the Reservations application. Reservations made from ARCHIBUS Workplace are automatically approved. Reservations made from ARCHIBUS Workplace appear in the Reservations views. See Using ARCHIBUS Workplace.

This topic has the following sections:

Reservation Timeline

The Reservations application provides a graphical timeline for booking room and resource reservations. You first use the restriction console to specify your search criteria. After conducting your search, you can review the available room arrangements and resources in the timeline. You can then reserve the room arrangements or resources that best suits your needs. The time line shows the time for the site for the selected room or resource. To compare the site's time to time elsewhere, you can select an additional time zone that is displayed at the bottom of the timeline.

Typical workflow process

The following is a typical workflow to manage enterprise room and resource reservations:

Step 1. Determine how you want to deploy the Reservations application.

You can deploy the Reservations application alone, or using the Reservations Plugin for Outlook or the ARCHIBUS Extension for Exchange integration. For a description of these options, see:

Step 2. The business process owner sets up reservations background data.

This information includes rooms and their configurations and arrangements, resources and their types, users and email, timeline blocks, and timeline start and end times, and application parameters that determine various deployment options, such as whether or not notifications are used. See Setting Up the Reservations Application.

Step 3. Any building occupant can enter room and resource reservations using one form to reserve both.

See Creating Room and Resource Reservations.

Optionally, reservations managers or other authorized users can approve reservations when needed.

See Approve Reservations.

Step 4. Users can update reservations as changes occur.

Notifications of the changes are sent to attendees. If you are using the ARCHIBUS Exchange extension, Exchange handles the notifications; otherwise, the Reservations application handles notifications.

See View and Edit Reservations and Edit Recurring Reservations.

Step 5. Reservations Managers can review operational and managerial reports.

See Reservations Reports.

Role-based Tasks

From the Workplace Services application, users can perform various reservations tasks, such as making a reservation, approving a reservation, editing a reservation, or reviewing set-up and clean-up tasks. Each user views different reservation tasks, based upon their role. See Roles in the Reservations Application.

The following are the main tasks of the system; the exact tasks you can access depend upon your role.

Making Reservations Using the Reservations Application or the ARCHIBUS Reservations Plugin for Outlook

You can deploy the Reservations application with or without the ARCHIBUS Reservations Plugin for Microsoft Outlook installed.

See the Reservations Plug-In for Microsoft Outlook.

Using the ARCHIBUS Exchange Extension and enabling / disabling the listener

You can connect the ARCHIBUS Web Central Room Reservations application to Microsoft Exchange Servers using the ARCHIBUS Reservations Extension for Microsoft Exchange.

When using this configuration, the ARCHIBUS Room Reservations form within Web Central presents the usual ARCHIBUS room reservation information, such as scheduling for rooms, equipment, services, and catering. ARCHIBUS Extension for Microsoft Exchange

The differences with the Exchange Extension are:

Exchange listener: If you have configured Exchange integration, a listener can optionally be enabled or disabled .

For more information, see Configuring the ARCHIBUS Extension for Microsoft Exchange (Reservations Application) in System Management Help.

Email Notifications

Email notifications are handled differently depending on whether you are deploying the Reservations application with or without Exchange integration.

Notifications that approval is overdue for a room arrangement or resource can be sent if the room arrangement or resource has the following settings:

Note: This notification that approval is overdue is handled by the Reservations application whether or not Exchange integration has been configured.

Integrating with Other ARCHIBUS Applications

The Reservation application has been designed so that it can be easily integrated with other ARCHIBUS applications.

Many Reservations application users may choose to use the Space Management applications to develop and manage their space inventory. With the Space Management applications, you can create a detailed space inventory that includes floor plan drawings. You can accomplish tasks such as charging for space, managing your personnel inventory, and tracking building performance.

In addition, the Reservations application includes an option for generating work requests for set-up / clean-up personnel as well as for vendors, such as catering services. The application also creates work orders if you have set the WorkRequestsOnly application parameter to 0. You can manage the work requests created for these set-up and clean-up tasks from either the Building Operations Console or the Maintenance Mobile app. See Integrating work requests with reservations.

You may also decide to add additional equipment management features by using one of the Asset Management applications.

The Reservations and Hoteling applications both focus on tracking space for temporary usage. See Comparing the ARCHIBUS Hoteling and Reservations Applications.

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