Skip to main content

Reservation management

Book for colleagues

Overview

A normal user shall create reservation for the own personal needs, which means that one desk, one parking spot at a time based on the global settings and user groups defined by the administrator. This is the standard use case, however in some cases the user require more than one object. A reason could be: a special company event, team day etc.

💡
Note! The fact that you can create a reservation for a user doesn't mean that you should do it always. Try to avoid becoming the personal assistant of your colleagues and only book for them if there is a valid reason to do so.

Create booking as an admin

As an administrator, you can create reservations for the users with fewer limitations:

  • Unlimited time
    Users are usually limited to create reservations X day ahead in the future, this limitation does not apply to administrators.
  • Unlimited object amount
    Users can create only one reservation at a time, as an administrator you can create multiple parallel reservations.
  • Check In advance
    If the check in module is active, users need to check in on the target date. As an administrator, you can check in booking in advance as well.

STEP 1 - Select user & type

Navigate as an administrator in Flexopus to Dashboard > Bookings > New booking and select the user in the first step. Then select the type of the booking you want to create, such as a work station, parking spot, meeting room etc.

Select user and type

It's possible that your organization has not all the object type. In this case, you will have less option for the admin booking.

STEP 2 - Select date & time

In the second step, select the date and time for the reservation:

  • One day
    Book only for the selected date
  • Multiple days
    Create a single booking for each day in the selected time frame.
  • Recurring reservation
    Create a recurring reservation week.

In each case, Flexopus will check, if the user has another overlapping reservation for the selected dates. It's important for you to know as administrator, if the user has an already existing booking in the selected time frame, however you can ignore even if there are already existing booking and still create a booking for the user.

Select date and time, and check conflicts

In the calendar you can see, with the dots, on which days the user has an already existing booking of the selected object type. The conflict for the selected dates will be displayed on the right side, which you can also delete directly in the booking flow, in case you think the user don't need them. Once again, you can also leave the booking as they are and create new bookings parallel to the already existing booking for the user.

Overlapping bookings.

STEP 3 - Select objects

In the last step, select which floor plan you want to book on, and select one or multiple objects.

At the end of the booking flow, you will see a summary and an option to check in the booking in advance, in case the check in module is activated for you.

R0060