1. Go to Workplace and click Manage Bookings.
2. Alternatively, go to Meeting Rooms and click Manage Bookings:
This opens the booking calendar, which allows you to create and manage bookings. Most of its filtering functionality is in the highlighted area to the left. The calendar takes up the rest, which can be switched between Day, Week, and Month views.
Book Meeting Rooms, Hotdesks, and others
1. Choose the type of resource you want to book from the drop-down menu:
2. Set the date and click on an empty time slot below the meeting room/hotdesk/etc. you want to book in the calendar. Alternatively, click Book.
In the New Booking dialog that opens:
Choose a team and an employee.
(optional) Enter the booking title.
(optional) Choose a different meeting room.
Choose the booking's date, start, and end time.
(optional) Enter the preparation time.
(optional) Enable Repeat if you want to create a recurring booking that repeats daily, weekly, or monthly.
(optional) Enable Invite attendees and select them guests from the field that appears below.
(optional) Enable Private to make the booking visible only to you.
Click Book Now.
Create Bookings For Employees
You can book meeting rooms, desks, and other resources for regular (non-admin) employees from the Web Portal:
1. Go to Office Map, Meeting rooms, or another resource page in the Web Portal.
2. Click on the resource on the office map (or a time slot for the meeting room):
3. Click More Options to open the booking modal:
4. Select the employee from the Book For drop-down menu:
4. Finish the booking.
Edit, Delete, and Cancel Bookings
Double-click on any booking in the calendar to open the Edit Booking dialog:
Click Delete to erase the booking.
Click Cancel to initiate the booking cancellation. The 'Apply booking cancellation policy' checkbox will appear on the left. You can enable or disable it before you confirm the cancellation.
Click Update when you're done with editing.
Manage Bookings
Use the booking calendar in either Calendar or List View to manage bookings. We suggest using List view if you're dealing with many bookings.
Use the Search field to find bookings. You can also filter the list by:
Time period (choose the Start and End date)
Status (Canceled, Confirmed, Lapsed, Tentative)
Resource Type
Resource (select a resource from the drop-down menu to view the bookings for it)
Source (where the booking originates from, i.e. the Members Portal)
Team (select a team from the drop-down menu to view the bookings for it)
Export And Analyze Bookings Data
Export
You can export a rich amount of booking data to analyze and store. Notably, you can look into booking cancellations - when the booking was canceled, who canceled it, and whether the cancellation was made manually or automatically by the system (i.e., due to missed check-in). This information is crucial for your operations.
1. Open the Manage Bookings page and click List.
2. Use the available filters and search fields to find the bookings you need.
3. Select the bookings you want to export and click Export in the upper-right.
4. Click Download CSV and save the spreadsheet file. Please note that exporting over 10.000 bookings can take up to a minute due to the large amount of data.
Analyze
The following data for each booking is available for analysis in the spreadsheet:
Order | Field | Description |
1 | Employee | Name of user in OfficeRnD |
2 | Primary Team | User's Primary Team in OfficeRnD |
3 | Reference | Booking reference number |
4 | Status | i.e. Confirmed, Canceled, Pending, Expired |
5 | Start | Booking start date and time (i.e. 30 Nov 2023 10:00) |
6 | End | Booking end date and time (i.e. 30 Nov 2023 17:00) |
7 | Resource | Resource name (i.e. Hotdesk 1-15) |
8 | Resource Type | i.e. Hotdesk, Meeting Room |
9 | Location | Location name where a resource is located |
10 | Floor | Floor name where a resource is located |
11 | Neighborhood | The neighborhood where a resource is located (empty if N/A) |
12 | Booking Duration | Number of hours from booking start to end time |
13 | Is Recurring | i.e. TRUE (empty if not recurring) |
14 | Recurrence Start | Date of first booking occurrence (i.e. 19 Nov 2023) |
15 | Recurrence End | Date of last booking occurrence (i.e. 15 Dec 2023) |
16 | Employee Primary Location | Name of user's primary location in OfficeRnD |
17 | Created At | Date and Time that booking was created |
18 | Booking Source | Channel used to make the booking (i.e. Portal, MS Teams, Mobile) |
19 | Booking Title | This was previously called "Summary". |
20 | Canceled At | Date and Time that booking was canceled (only applies for Cancelled bookings) |
21 | Canceled By |
|
22 | Cancelation Reason | Shows if booking cancellation was Manual or Automated (due to missed check-in) |
23 | Custom Field 1 | Booking custom property |
24 | Custom Field 2... |
|
Hide Past Bookings
You can hide past bookings for you and your colleagues in the Web Portal, Mobile App, and MS Teams. Go to Settings > Organization, open the Privacy tab, and enable the Hide past Bookings for Users feature.
Note: This feature is only available for customers on the Enterprise plan. Click to learn about our plans.