👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improving this knowledge base based on your comments.

The Advanced page is designed for bookings that have more conditions than a one-time space booking. It helps create:

• A standard booking for your nearest working day
• An ad-hoc space booking
• A series of bookings with or without any pattern

You can also add needed services or equipment to your booking where available. For meeting room bookings, you can also choose the capacity and layout to accommodate the special needs you might occasionally have.

Types of bookings

One-time booking

You can create a one-time space booking for a single use on the Advanced page. However, we recommend creating such bookings with no distraction on the Simple page. 
📝 Read more here: Simple Booking in Workspace 

When creating a single booking on the Advanced page, date selection by the system has the following logic:

• If current time is before start time of working day preferences, the date is set for today. 
  📝 Read more about working day preferences here: Settings in IBSS 
• If current time is after start time of working day preferences, the date is set for the next day.

In any case, you can change the date manually.

Advanced booking

Your steps to create a booking will differ slightly depending on what and for how long you're trying to book. Here are the options:

• Advanced page − Booking for right now (ASAP) 
• Advanced page − Recurring bookings 
• Advanced page − Multiple bookings without any pattern 

Space booking process

1 – Defining your search

Booking a space starts with defining the space that you need and searching for an available space using a wide range of search criteria. Space search results are based on:

• Access permissions for spaces that your organisation has defined for you. Space results will list only spaces where you are allowed to book.
• Your user preferences for the building, floor, and workspace type for the day, and the booking would start at the nearest time of your working day:
  • Today (if you're booking earlier than your working day starts)
  • Tomorrow (if it's now past your working day start time).
• 📝 Learn more about user preferences here: Settings in IBSS 

2 – Choosing a space

After you've found the space that you'd like to book, check the space information that might impact your choice:

• The associated booking policy
• Additional space information
• Space guides if available

3 – Adding booking details

Once the space is selected, add at least a booking name to complete creating a booking.

⚠️ System adjustment for booking start time
Note that your organisation can set the 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 searched for. View the difference in time on the example below.

4 – After you've made a booking

Your booking will be synchronised across all applications in the IBSS solution. This means it will be available for amendments or cancellation in Workspace and Roamer X, and available for check-in on tablets with Unity and Inspire applications, depending on what IBSS apps your organisation is using.

📝 Read more about modifying your bookings here:

• Modifying a booking - Booking details tab 
• Modifying a booking - Actions & Management tab 

⚠️ 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 Bookings. Meanwhile, the responsible person will make a decision whether to approve or decline your booking. You will receive a corresponding notification about this.

5 – Using the booking

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 Workspace is security controlled by your organisation. Due to the business policy, it may not be possible to check in to bookings remotely in Workspace.

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

1. On the My Bookings page, click the pencil icon next to the upcoming booking that you want to check in.
2. Click the Check In button.

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:

1. Go to My Bookings
2. Select the needed booking row
3. Click Cancel in the top right corner of the table with your bookings