To start editing, open the booking that you want to edit from one of these pages:

• My Bookings
• Bookings For Others
• Bookings by Delegates
• Or straight from the booking confirmation popup
  

Actions & Management tab

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 .

Move booking location

Users with the API.Bookings.MoveSpace (with the per building level permission) security right can change the booking location instead of recreating the booking in a different space.

1. Click Change Space to open the Moving booking location panel with all space filters for you to choose another appropriate space for your booking.
2. Define new search criteria, click Search.
   Select a new space to move your meeting to. You will return to the main booking editing page.
3. Click Update Booking when you're done editing it.

Attendees

Booking participants can be:

• Employees of your organisation assigned to the same building where you have booked the space and are inviting them to, attending in person or remotely.
• Employees of your organisation assigned to different building, attending in person or remotely.
• External visitors attending in person or remotely.

Depending on these factors, a visitor record may be created for your attendee to welcome them in the building and check in:

To manage your booking attendees:

1. Click Add/Manage Attendees.
2. On the the Manage Attendees page that opens, click Add Attendees.
3. A popup opens, where you can manage your attendees.

Adding internal users

When adding an internal user:

1. Start typing the needed name of your colleague and select them from the dropdown.
2. Click Add attendee to add them to the list below.
3. View that the person is added.
4. Select Virtual if the person is assigned to a different building and won't require a visitor pass.
5. Select Visitor Record if the person is assigned to a different building and will require a visitor pass to enter the building.
6. Click Save.

Adding external visitors

Adding an external visitor requires additional information to create a visitor record in the visitor management system.

Once you have filled in all visitor's information, click Save.

Learn more about inviting external visitors in Workspace here: Visitors in Workspace.

Bulk upload of attendees list

For bigger numbers of attendees, you have an option to upload a list in one go.

On the Bulk Upload tab of the Add Attendees popup:

1. Click Download Template to ensure that your data is formatted correctly. Ensure that the file has the following columns:
   • Booking_Participant_Name
   • Booking_Participant_Email
   • Booking_Participant_Organisation
   • Booking_Participant_Type
   • (optional) Booking_Resource_Id
   • (optional) IsParticipant_On_WaitingList
   • (optional) Ticketed_Event_Id
   • (optional) VisitorTypeId
   • (optional) Is_External
   • (optional) Is_Remote
   • (optional) Pass
   • (optional) Vis_Arvl_Loc (visitor arrival location)
2. Upload the file with the attendees data using the Select File button.
3. Click Upload and Proceed to start processing the file.
4. The file will be processed in the background. You can check the progress on the Background Processes page. You will receive an email confirmation about this bulk upload. Once the data is uploaded successfully, you will see the new records on the Attendees page.

Approvals

If your organisation has the approval flow switched on for the building or for entire organisation:

• You will receive approval status notification.
• Your visitors will receive an invitation notification after the approval.

Catering

Learn about catering service options in IBSS here: Ordering catering in Workspace.

Create an event

Learn about event creation here: Creating an event in IBSS.

Resources

You can add services only to a created and confirmed booking of a space that has these services available. Should you require something specific, search for a space that has the needed option available and book it.

Once the booking is created, you will see the available options to order services (resources or catering) for the room in the booking confirmation popup. Or you can add resources (hearing aids or presentation resources) when editing a booking.

Upon selecting an option, you can decide what resources is required and click Update Booking.

Parking spaces

Organisation's admins set up parking spaces in IBSS first to enable them for booking within an organisation.

To add a parking space:

1. Click Add/Manage Parking Bookings. A new page opens.
   
   Adjust the From and To times for the day if necessary and click Check availability to display available parking spaces for the updated time.
   You can book a parking space for the duration of the booking or longer as well as for self or your visitors.
2. Select a checkbox in the row of the parking space that you want to book.
3. Select the Assigned to card to open the attendee popup. If you're booking several parking spaces, you can choose the same person to book those parking spaces against.
4. Add Vehicle Number Plate.
5. Click Save Changes to confirm the parking space booking.

Select another space if you want to book more parking spaces.

You can select a different time range for each parking space booking.

Parking space bookings are separately listed on the My Bookings page, and you can edit them later too.

Service Requests

Learn about this option here: Service Requests in Workspace.