On this Simple Booking page you can create a one-time booking of the most suitable space with search results based on your user preferences for the building, floor, and workspace type for today, and the booking would start at the nearest time of your working day – today (if you're booking earlier than your working day starts) or tomorrow (if it's now past your working day start time). See also about user preferences here: Settings in Flex.

Making a booking

Booking a space starts with searching for an appropriate space using available search criteria, then you select one, and then confirm your booking.

Search for a space

By default when opening the Simple Booking page, you can view the filtered search results based on your user preferences as for working time for the current date, building, floor, zone, work type and space type. You default view is also the one that you have defined under Settings > Workplace Preferences > SEARCH RESULTS: map or list.

Space cards that you see in search results show details that are available for the space. Icons denote the following features:

	Catering is available for this space.  You can add it after the booking is confirmed.
	AV is available in the space
	A portable hearing loop is bookable for this space
	Additional presentation aids are bookable for this space (such resources as a flip chart, whiteboard, portable monitor, etc.).
	Linked space booking (combining multiple rooms) is available
	This space has multiple furniture layouts available

You can change any of the existing filters on top of the page or click Additional criteria if you need to book a space that has these items available: equipment, catering services, linked spaces with different furniture layout, or a space should allow for running events. Read more about creating events in Flex here: Ticketed Events in Flex. 

Should your search not return any results, Flex will suggest a few other options for you to consider:

• Try different space type
• Try searching on another floor
• Try searching for a smaller room

System adjustment for booking start time

⚠️ Note that your organisation can set Allowed time range per building that will allow start time adjustments for your bookings to match booking policy requirements. You will see the corresponding notification if the start time of your booking differs from what you have searched for. Compare the difference in time on the example below.

Book a space

When all criteria are set as needed, and you have selected the needed space from map or list view, proceed to adding details to your space booking.

⚠️ Make sure that you checked the associated booking policy, additional space information, and space guides if available that might impact your choice. The space may include space guides as links, too.

To book the selected space:

1. Booking Date/Time you have already set during space search. You can change it, but the space may not be available for your new date and/or time. In this case, you will be prompted to check space availability.
   Click View Booking Schedule for the selected date to check if you can change the time for your booking on this date.
2. Add booking details under Booking Options:
   1. Add Booking/meeting name as it's the required field. If you don't need to adjust anything else, you can move on to the last step in this procedure.
   2. (optional) Add description.
   3. (optional) Indicate Booking Attendance for the operational team to plan space and visitor management support accordingly. It is auto populated from the selected space capacity during search.
   4. (if you have corresponding permissions) Define whether you're Booking For Someone Else?
      

      Here, indicate who you are booking for:

      EMPLOYEE	VISITOR
      Search for your colleague or select from the FAVOURITES or from DELEGATED BY if you were appointed as a delegate by someone else.   Use checkboxes in the popup – right under the name of the employee that you indicated – to make important decisions about the booking you are making for someone else. You can:	Indicate all details about your visitor and you can check them in to this booking. They will have to check in to the building separately.

       

       
3. Cost Code (if your organisation is using them) has the following options:
   • Add cost codes in free text or by selecting them from a list.
   • Edit the default ones if you are booking for yourself.
   • Check the cost codes of the person that you book for if you selected to use their default cost codes in the previous step.
4. Click Confirm Booking to finalise making your booking.

Now after your booking is confirmed, you can add tags and services if they are available for the space straight from this confirmation popup. Or do it later on the My Schedule > Bookings page. To have services available in the space that you have booked, make sure to have these criteria selected during search.

After you've made a booking

You can modify your bookings. Read more about this here: Modifying a booking in Flex. 

Booking approval

Some spaces may have an approval flow enforced by your organisation in the corresponding booking policy. Typically, these spaces are high-value boardrooms or other unusual spaces within your building. After you make a booking of such space, you will see your booking status still as New in green, just like other bookings under My Schedule > Bookings. Meanwhile, the responsible person will make a decision whether to approve or decline your booking. You will receive a corresponding notification about this.

Checking in

When you have a space booking, make sure to check in before your meeting within the allowed early check-in period that is set by your organisation. Also, mind the automatic checkout of the space if you don't check in.

Note: Checking in to a booking via Flex is security controlled by your organisation. Due to the business policy, it may not be possible to check in to bookings remotely in Flex.

You can check in to your bookings or to bookings made on your behalf. For this:

1. On the My Schedule > Bookings page, click the pencil icon next to the upcoming booking that you want to check in.
2. Click the Check In button on the left under the space details.

Checking out and cancelling

After your meeting or if you've finished your meeting early, remember to check out of the space to make it available to others.

If you don't need the booking any longer, make sure to cancel it and free up space for someone else. Go to My Schedule > Bookings, select the needed booking, and click CANCEL in the top right corner of the table with your bookings.

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