On the Simple Booking page, you can create a one-time booking of the most suitable space. Search results are filtered based on:

• Access permissions for spaces that your organisation has defined for you. Space results display only spaces that you are permitted to book.
• Your user preferences for building, floor, and workspace type. The booking start time defaults to the nearest time of your working day:
  • Today (if you're booking earlier than your working day starts).
  • Tomorrow (if the current time is after the end of your working day). 
  • See also about user preferences here: Settings in IBSS.

Making a booking

Booking a space involves three steps: searching for a suitable space, selecting a space, and confirming the booking.

Step 1. Searching for a space

By default when opening the Simple 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. Your default view is also the one that you have defined under Settings > Preferences.

Icons on space cards - definitions

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 equipment 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 spaces are available (combining multiple rooms).
	This space has multiple furniture layouts available.

 

 

Additional search criteria

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.

 

 

Search not returning any results

Should your search not return any results, the app 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.

 

 

Step 2. Booking a space

First, select the needed space from the search results in map or list view. A new page with three tabs opens.

1. On the Space Information tab, check the associated booking policy, additional space information, space guides, and other space details as available that might impact your choice of space.
2. On the Booking details tab, fill in the following:
   1. Check the time & date of your booking.
      ⚠️ If you change time and/or date of your booking, the space might not be available at the updated time, and you'll have to go back to space search.
   2. Add Booking name, as this field is required. If you don't need to adjust anything else, you can move on to the last step in this procedure.
   3. (optional) Enter a Booking description.
   4. (optional) Indicate Planned In-Person Attendance for the operational team to plan space and visitor management support accordingly.
   5. Change booking host to another user if you have corresponding permissions. Depending on your role permissions, the options are:
      1. Employee
         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.
      2. Visitor
         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. Favourites with the list of colleagues that you've added to your Favourites.
      4. Delegated By displays users who have delegated booking permissions to you.
         Learn more here:
   6. Cost Code (if your organisation is using them). You have the following options:
      • Depending on your organisation's configuration, you can either enter cost codes manually or select 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.
      • Learn more about this here: Cost Codes in Workspace.
   7. Click Confirm booking to finalise making your booking.
3. The Actions & Management tab becomes active after your booking gets confirmed. You will be able to add attendees or services to your booking if available.

Once your booking has been confirmed, you can add attendees, tags, and services if they are available for the space directly on this page or later on the My Bookings page.

After you've made a booking

1. 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.
2. Approvals. 
   Booking of 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 on the My Bookings page. Meanwhile, the designated approver reviews the booking and either approves or declines it. You will receive a corresponding notification about this.
3. Checking in. 
   Make sure to check in before your meeting at the beginning or within the allowed early check-in period that is set by your organisation. There might be an automatic checkout set up for the space if you don't check in.
   Note: Checking in to a booking via the web app is security controlled by your organisation. Depending on your organisation's security policies, remote check-in through the web application may not be available, but only in the mobile app Roamer X.
4. Checking out. 
   After your meeting or if you've finished your meeting early, remember to check out of the space to make it available to others.
5. Cancelling. 
   If you don't need the booking any longer, make sure to cancel it and free up the space for someone else. Go to My Bookings, select the row with the needed booking, and click Cancel.

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