The Booking section of the OneLens 360 application provides a central location for Facility Managers to create and manage bookings for a building.

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📌Applies to app version 2023.02 or later

The Bookings section in OneLens 360 has the following pages:

• Booking List that opens first by default
• Booking Trends
• Schedule View

Booking List

The Booking List page provides a list of all bookings in the selected building for today.

There are several options available to you on this page:

• To select another date or date range to view bookings.
• To change the building to view bookings there.
• To add a new booking: Adding a new booking in OneLens 360.
• To export the displayed booking list.
• To filter bookings using filter.
• To reject or approve bookings if you have appropriate role permissions. If you are an approver and you book a space requiring approval, it will be automatically approved.
• Edit bookings made by others if you have appropriate role permissions.
• Check other users in if you have appropriate role permissions. To do this, also mind the early check-in period when this option is available at all.

Editing an existing booking

Click the pencil icon in the Action column next to the needed booking that you want to edit. When editing a booking, you can:

• Edit the booking name
• Add or edit the booking description
• Edit date and time of this booking. If you change it, the space may not be available for booking any more.
  Use Schedule View under Bookings in OneLens 360 to see space availability and safely move meetings across different spaces.
• Add an Online Meeting Link.
• Edit the person that you book for.
• Add or remove attendees.
• Edit cost codes.
• Add or remove services: equipment or catering.
• View booking status:
  New
  Is Active
  Checked In
  Completed
  Cancelled
  Auto Check-In
  Early Check-In
  Late Check-In
  Check In Time
  Completion Time
  Cancellation Time
  Cancelled By

Exporting booking data

Administrative users are also able to export all booking data shown in the table for deeper analysis or business reporting. To do this, click the Export button. This will export all visible records shown in the table.

Note: You can export maximum of 2000 rows from the system.

Booking Trends

The Booking Trends page shows the following:

• All bookings in the form of a bar chart for the two past weeks starting from yesterday. Bookings are shown in colours that represent different statuses:
  • No Show
  • Cancelled
  • Auto Cancelled – after a certain time period that is set in the booking policy
  • Completed – after the planned booking time has elapsed
  • Active (to be deprecated)
• Donut charts with bookings that are sorted by:
  • Booking Status:
    • No Show
    • Auto Cancelled
    • Cancelled
    • Completed
  • Check-in Status (transitional state):
    • Early Check-in – within a certain time period before the booking that is set in the booking policy
    • Late Check-in – depending on the organisational configuration, typically 5 minutes
  • Checkout status:
    • Completed – this status is activated only after the end of the actual booking, not when the person has checked out

How the charts work

1. Hover over one of the bars that represents a day in the upper bar chart to view number of bookings for that day.
2. Click one of the bars. The below donut charts will show you details for that day.

Schedule View

With Schedule View, you can now make informed decisions when managing meeting room bookings within your organisation.

✅ From the Schedule View, you can:

• Create a new booking in available slots.
• Select an existing booking to edit or cancel it.
• Amend existing booking data by clicking the booking without interrupting the management workflow.
• Swap bookings to a different host or similar room, allowing for reallocation and modification of user bookings.

❌ In the Schedule View, you cannot:

• Creating a new meeting by selecting all needed time range. For this, refer to the procedure of creating a new booking that is described below.
• Move meetings by dragging and dropping them across the table. For this, refer to the procedure of editing an existing booking that is described below.
• Copy and paste a meeting. Open an existing meeting and create a new one with the same details instead.

Read more about Schedule View in OneLens 360 here: Schedule View under Bookings in OneLens 360.