What's new

Booking Flow update

• We've introduced an updated flow and rules to the space booking process. First the space should be booked. After the booking is confirmed, users can add attendees individually or in bulk upload (new), services, resources. All add-ons to the booking are now displayed on the booking edit page in individual sections. Read the updated instructions on space booking in Flex here: Space booking options in Flex.

Background Tasks page

• New Background Tasks page under Settings to list the import and export background processes running for the logged-in user.

What's changed

• We've added a helper text to the booking name field to increase awareness: Avoid personal or confidential details in booking name.
• When creating a recurring booking and alternative spaces must be selected for certain dates, the search results will show suggested spaces on the same floor as selected during search. If no alternative spaces can be found on that floor, the user will be offered to Expand Search and choose other floors.
• Unified how the Task Due info is displayed in Flex and OneLens.

What's fixed

Login

• AAD users can successfully login with their valid credentials. The error messages about an incorrect username are no longer shown if the email is correct.

Home page

• Active announcements and events are updated every 15 minutes and not every time when the page loads.

Bookings

• Booking confirmation popup now has all editing options properly linked to relevant pages.
• Booking details page can be opened with no issues. Now the correct Node ID is called instead of Node ID 0.
• When editing the booking time or date, the Check availability button is shown to validate space availability.
• When opening a booking that is part of the series in attempting to edit it, the page doesn't crash anymore.
• Users can add to their bookings only resources that are available: set to active and not used in other bookings. We've fixed the endpoint that's being called to filter out the unavailable resources.
• Cancel button is disabled for in-progress bookings. Users can update or check out of the in-progress booking.
• Moving a booking to a different space doesn't cause the page to turn blank.

Spaces Schedule

• The default building from user's preferences is selected upon loading this page.

Catering

• When creating a booking for a space that is set to have automatic catering orders applied, the catering order is created from both Simple Booking page and Advanced Booking page. Previously, it worked only when creating a booking from the Simple Booking page.
• When creating a catering order for a space that has several menus available, the Order by (cut-off time) was static and displayed the cut-off time only for the first menu. We've fixed it to show corresponding cut-off time when switching between menus.
• When creating a catering order for a linked space, the system now uses the first single space ID within a linked space ID to fetch the Catering Menu's back for the linked space booking.
• Catering Order edit page now makes the correct call to load the order (/v2/{nodeid}/bookings/orders-placed/{bookingid}).
• Catering Order edit page now correctly reflects if the order has been automatically created.

Events

• Events time filtering is fixed to include all dates in the selected range. Previously, the last day would be cut off at the midnight on the day before the end date.
• The Building dropdown on the Events page is pre-selected with the user's preferred building. Previously it was blank until switching week.
• When the Need events toggle is on, only relevant spaces are returned is results list. Previously the system included spaces that didn't allow events. Also, the system will offer only spaces that allow events for moving a booking with event between spaces.

Tasks

• When creating a service request for a booking, corresponding task categories are loaded based on the space type.
• List of active service requests for a space now properly excludes the cancelled and resolved tasks.

Known issues

• Booking host can be also added as attendee to the same booking.
• When raising a task on the Tasks Raised page, the spaces dropdown doesn't show full names of the spaces.

What's new

Bookings Dashboard under OneLens > Analytics

The page offers a set of perspectives to look at the organisation's booking data. Using date range or day picker filters, users can view peak booking and average booking data on week days, on days of the month, utilisation by hour, and utilisation heatmap. More here: Booking Analytics Dashboard. 

Background Processes page

New Background Processes page under Operations to list the import and export background processes running for all users in the building. More details here: Background Processes in OneLens.

What's changed

Tasks

• Unified how the Task Due info is displayed in Flex and OneLens.

Catering

• Catering Template can be marked as active or inactive. The Booking Policy page will then filter out disabled catering templates.
• When editing a catering menu, we've made the pop-up window larger to assign items.
• When a supplier is being deleted, a popup prompts the user to confirm this action.

Events

• Made a few changes to the create/edit event pages:
  • Made page layout cleaner by removing section names (Event info, Event details, Manage event) and grouping the checkbox questions.
  • Removed the External option from the Invite Permissions as all organisational events are intended to always include internal participants.
  • Added helper text to the checkbox “Does the event have a cost to attend?”

Booking

• Added the No. of Attendees column to the Booking List page.

Accessibility maintenance

We've changed the following items for improved accessibility (visually, for screen readers, for keyboard navigation, etc.):

• Booking List
  • The Date dropdown label
  • The Status column can be reached with only keyboard
  • Status colours have been fixed for the dark mode
  • The Eye or Pencil button can be activated with only keyboard
  • Filters dropdowns labels
  • The Map and list buttons labels added for screen readers
  • Edit Search Criteria fields labels
• Booking Trends
  • Date selection functionality can be reached with keyboard
• Schedule View
  • Date field accessible label
  • Manually editing the date field is enabled
  • Keyboard navigation to add a booking from calendar
  • Focus is moved to the booking details modal
  • All edit buttons now have descriptive accessible labels
  • Close button is now in focus order
  • Grey text against white has improved contrast
• Visitor Dashboard
  • The Add Visitor button has focus indication now
  • The Visitors awaiting approval button is now in focus order
• Visitor List
  • The Date field is now properly labelled
  • Filter modal fields has labels now
• Catering Items
  • Keyboard navigation is available to the "Classification", "Status", and "Action" columns.
• Cost Codes
  • The "Cost Codes Table" aria label is fixed for the screen reader not to say "Table" twice.
• Announcements
  • "Roamer and Flex" and "Inspire" buttons are in focus order
  • "Enter your announcement" field is in focus order
  • Notification of errors to screen reader is fixed
• Spaces
  • When tabs are selected, appropriate screen reader announcements have been added
  • Tables in each tab are in focus order
  • Grey text in table headers now meets contrast requirements
• Sustainability
  • Links in charts can be accessed using keyboard
• Space Analytics
  • The "clear selections" button is in focus order
• Home
  • Grey against white text under headers meets text contrast requirements

What's fixed

Login

• AAD users can successfully login with their valid credentials. The error messages about an incorrect username are no longer shown if the email is correct.
• Double scroll bar is removed on the Welcome to IBSS popup.

Bookings

• For cancelled or no-show bookings, the buttons to add resources or attendees are now disabled.
• On the Bookings > Schedule View page, selecting Desks as Space Type or Desk Work as Work Type sets Space Capacity to 1 automatically, and relevant spaces are returned.
• When clicking Back from a booking editing page, the user returns to the original page where they opened the booking record from: Booking Dashboard or Booking List.
• Exporting a Booking List has been fixed with the Recursive flag set to True.
• When searching on the Booking List page, relevant results are returned, and page doesn't crash any more.
• On the Booking List page, the Auto-Cancelled bookings don't have the Check In button available any more.
• When opening a booking that is part of the series in attempt to edit it, the page doesn't crash any more.

Visitors

• Visitor Analytics used to make a call for time period that extends beyond the requested time period. It is fixed now to accurately query for visitor records within the selected time frame.
• The Visitor List page gets the Building Node ID of the currently selected building. Previously the system was calling Node ID 1 in this scenario.
• Clicking Print Pass on the Visitors List page opens the visitor pass in the popup and does not result in blank page any more.
• Exporting a visitors list has now a correctly set time range.

Catering

• The Catering Templates list page shows 2 decimal places in the Cost PP column.
• An individual Catering Template can be opened for editing with no issues.
• Fixed page titles for Create and Edit Catering Template pages.
• Creating a Catering Order Policy has been fixed and the API is calling the correct POST endpoint.
• Exporting a catering menu with the state set to Any returns all menus in both statuses: active and inactive.
• The issue with adding a Catering Item has been resolved.

Events

• When moving the event to a new space, only spaces that allow events are available for selection.

Announcements

• Duplicating an announcement does not create an invalid announcement. Missing and mismatched fields in the payload have been fixed.
• Confirmation popup is now displayed once the user duplicates the announcement to a different building.
• When updating announcements, the time selector does not allow the user to select time or date in the past.

Tasks

• Exporting Tasks list has been fixed by setting Recursive the flag to True and fixing status field names.

Analytics

• On the Analytics > Sustainability > Zones page, clicking Historic Data doesn't result in displaying a blank page any more and loads correct data.

Known issues

• On the Space Layout page, the updates to existing layouts wipe out previous settings and save just the most recent ones. Contact IBSS Customer Support to help you introduce adjustments to furniture layouts or to link spaces in one bookable configuration.
• There's a rendering issue on the Schedule View page. Navigating away to Booking Trends and back to this page or opening and closing the slide-out panel many times causes the displayed bookings to disappear. Refresh the page to resolve this rendering issue.

What's new

Task Category self-service page

We've introduced a new page that enables admin teams to create Task Categories as one of the first steps in task management within their organisations. Read more here: Task Category page in Admin Portal.

Task Type self-service page
New page to create Task Types per category so that the organisation users can select it when raising a task within a space. Read more here: Task Types in Admin Portal.

System Filter new editor

On the System Filters page, we've changed the filter is creating and editing options. We now offer the Expression Editor tab to confidently create queries and add only allowed conditions. Flexibility to create advanced queries remains in the Text Editor tab. Read more here: Creating System Filters in Admin Portal.

What's changed

We've removed the Set Status button on the Manage > Spaces page. Spaces can be managed from their corresponding individual pages only.

What's fixed

Spaces and Floors

• When creating a new space, we've updated the API call to get browser cache updated with the correct node ID for the user not to have to log out and log back in to view changes.
• Fixed the confirmation popup for activating, deactivating, or deleting a floor to include relevant messages to the user.
• When searching for a space on different pages of the Manage > Spaces table, available results are now shown as expected.
• When editing a space, the floor name is now displayed in the Location section > Floors as expected.

Signposts

• Signposts > Create a Signpost > QuickLink: We've added helper text to the QuickLink Order field to explain that by assigning the same order number to a quick link, the user can group them on Flex and Roamer home pages.

Booking Policies

• Fixed UI layout issues on the Booking Policies page when browser zoom level exceeds 100%. The page is aligned regardless of the zoom level.
• The Booking Policy edit page is loading properly now.
• Bookable Slots on the Booking Policy page are now correctly fetched from the API.
• The Assign Spaces page for Booking Policies is now displaying list of assigned and unassigned spaces.
• On the Booking Policy edit page, disabling the Auto-Cancel Bookings toggle now correctly updates the API, and auto-cancellation is turned off.

Notifications under Setup and Manage

• On the Notification Reminders create page in the Manage section, the Time of Day field correctly reflects the building's time zone. It was showing the default hh:mm before.
• When editing a notification on the Notifications Setup page in the Setup section, all fields are not correctly populated from the API response.

Users

• The Roles table loads correctly for users with the appropriate permissions when they access it via Manage > Users > [User name] > Manage Roles.
• When creating a user on the Admin Portal > Manage  > Users page, user is able to enter email address, password, user type, identity provider type fields as expected. These fields were read-only before.

Known issue

• When adding a Parameter under Setup > Organisation > Regions > PARAMETERS, the app crashes or the ADD button is not enabled.
• Admin Portal cannot be accessed if a user does not have one of the AdminPortal.Security permissions but has other permissions to some Admin Portal pages. It is fixed in the following app release.

What's new

Booking Flow Update (Booking Creation > Booking Tailoring)

• Introduced Booking Summary API with calculated fields:
  • BookingParties GET /v2/{nodeid}/bookingparties/parties-count
  • CateringOrder GET /v2/{nodeid}/catering-order/orders-placed
  • Tasks GET /v2/{nodeid}/tasks/service-requests
  • Moved service-requests and order-placed endpoints to the Bookings controller
• Extended Booking_Parties_Types
  • Modified Booking Parties POST /v2/{nodeid}/bookingparties to change visit creation so only BookingParties that need a visitor record are created as visitors
  • Modified Booking Parties PATCH /v2/{nodeid}/bookingparties
  • Modified Bookings POST /v2/{nodeid}/bookings
  • Modified Bookings PUT /v2/{nodeid}/bookings/{bookingid}
  • Modified Booking Parties Data Model to include: IsExternal, IsRemote, Pass
• Added booking state lock, queue support, and retries for bulk import of booking participants

Bookings Dashboard under OneLens > Analytics

• Created new endpoint to fetch space utilisation data:
  • GET Daily/Weekly/Monthly Summary endpoints
  • [Shared] Summaries - added Monthly utilisation
  • Summaries - added Monthly utilisation endpoint
  • Added Quantity (total capacity) to monthly space utilisation summary
  • Added Permission OneLens360.BookingAnalytics.Overview under App Settings in OneLens360 section

Background Tasks in Flex and OneLens

• Enabled existing export and import requests to be processed by system:
  • GET /v2/{nodeid}/import-requests
  • GET /v2/{nodeid}/import-requests/{id}
  • GET /v2/{nodeid}/import-requests/{id}/status
  • POST /v2/{nodeid}/import-requests/{id}/download
  • Updated status enums for Exports/Imports

HID wallet passes integration

• Created process flow for HID Origo for Apple Wallet Integration:
  • POST endpoint for digital wallet pass template creation
  • DELETE endpoint to revoke digital wallet pass
  • PUT endpoint to update pass status
  • GET endpoint for apple digital wallet pass issuance
  • PUT endpoint to upload user photo
  • Service for all HID internal functions
  • Modified HID user flow
• Modified Pass Template POST endpoint to create Google template

What's changed

• If the user has an existing booking and searches for spaces with the intention to extend this booking or start earlier, the system will:
  • Return the booked space as available
  • Show overlap with the existing booking allowing to adjust booking times
  • Adjust setup and reset time slots around the updated booking if the space isn't booked by someone else.
• Added an additional isEnabled flag to the catering template to mark it as enabled/disabled.
• Visitor records are now created for internal or external attendees who need a visitor pass. The visitors import file must also include Pass column where 0 = no pass or visitor record needed, 1 = pass is needed and visitor record will be created.
• Visitor can check in any time before the visit end time. For this, in the POST /v2/{nodeid}/visits/checkin call, the Vis_Arvl_Wndw_Mins parameter is only used to determine when a user can check into a visit before the visit start time and it is no longer used to determine how far into a visit a user can check in.
• Added the Space_Light_Mode field into the response of GET /v2/configuration/{nodeid}/spaces/{spaceId}.
• Booking_Attendance is included in the booking export files.

What's fixed

Spaces

• Values in the Space Configuration file don't have to be modified from integers to strings to be accepted for import.
• Meta_Avail_Serv_Reqs and Space_Light_Scenes fields are being updated as expected when importing the Space Configuration file.
• Spaces import file supports the following fields with no issue now: Meta_Ext_Occ_System, Meta_Ext_Booking_System.
• Resolved the issue with updating space configuration using the v2 endpoint.
• The v2 Space Search POST endpoint will return checked-in spaces as well now.

Visits

• Fixed API response body when creating a visit using V2 > Visits > POST /v2/{nodeid}/visits.
• Visits cannot be updated if they have been checked out or moved to the No-Show state.

Bookings

• When user changes booking time in Flex, the associated resources task gets cancelled and re-added now.
• When updating a booking, resources records were duplicated previously. We've fixed this issue, and the Booking Parties POST call is updating as expected.
• Updating a booking with a new owner will succeed now. Previous booking owner will be deactivated and the new one assigned.
• When user checks in with incorrect PIN, the full 403 message is returned explaining the error.
• User is able to move booking to a different space on a different floor without issue now.
• The Booking Spaces record updates correctly when a linked space booking is moved to a different spaces combination.
• When adding, updating, or importing booking attendees, the updated validation now ensures that their email addresses exist in the system.
• API now returns the appropriate error message when creating a booking where its setup booking would be created in the past.

Catering

• When adding a catering item, item's Name, Description, and Nutritional Details accept special characters.
• Catering Order POST/PUT calls are now using the Catering Menu Operational Settings or Pre_Book_Cat_Time Parameter to generate Catering_Cutoff_Time.
• Catering Orders POST/PUT payloads accept empty array or empty string for Cost Codes.
• Resolved the Catering Suppliers export issue.
• Booking Attendance field supersedes the number of attendees added to the booking when calculating number of automated catering orders.
• Updating the Booking Name also updates the Automated Catering Order Booking Name without deleting and recreating the original order.

Misc.

• Delegates & Tag2EventTypes endpoints are returning successful response when the user has appropriate permission. Previously, code 403 error was returned.
• Roles GET /api/user/v1/Roles/{name} no longer times out and correctly returns Role based on the Name parameters provided.
• When using GET /v2/{nodeid}/export-requests/{id} to export the import requests.
• Fixed the time zone issue in the Environmental Daily Summary calculation.
• A minor discrepancy is fixed in the Space15minSummary to create a record every 15 minutes precisely.

Known issue

• When moving a booking with catering orders to a new space on a different floor that does not have catering enabled, the catering order isn't moved accordingly. Orders remain in the Pending Approval or Approved state. This needs to be resolved manually by checking booking space vs. order changes. Users with the appropriate permissions can move the order to the updated space in the Order Location dropdown.