Booking a workplace

Let your office know when you are coming in. You book per half day: the morning, the afternoon or both. Depending on your office you can also choose a department, a room, a desk, a parking spot and lunch.

Book a day

1. On the home screen, select the day in the date bar.
2. Select the Present at the office card, or turn on its switch.
3. The Reserve workspace form opens. Your day is now booked, filled in with your preferences.
4. Check the morning and afternoon and change what you need (see below).
5. Select Done to go back to the home screen.

Morning and afternoon

The form has a part for the Morning and a part for the Afternoon. Each has its own switch.

• Both switches on: you are booked for the whole day.
• One switch on: you are booked for that half day only.
• Turning a switch off cancels that half day straight away.

There is no separate option for a whole day. Just turn on both halves.

Department and room

For each half day you choose where you sit.

• Department: only if your office uses departments. Choose your department, or No department.
• Room: choose a room. The dot next to each room shows how busy it is: green means there is space, red means it is full, grey means it is unknown.

If the room you choose is full, you see a message. Choose another room.

Choose a desk

If the room is on the floor plan, you can choose your own desk.

1. Select Select a workplace.
2. The floor plan opens. Select a free desk. Free desks are green, taken desks are red.
3. Select Confirm.

The button now says Workplace selected. Select it again to choose another desk. See Floor plan and desks for the colours and controls of the floor plan.

Parking

If your office has parkings, you can book a parking spot for each half day.

1. Under the half day, select Select Parking.
2. Choose a parking, or No parking if you do not need one.

A full parking cannot be chosen. Your parking is shown on the Present at the office card on the home screen.

Lunch

If your office offers lunch, the form has a Lunch switch. It applies to the whole day. Turn it on to join lunch. You are then counted in the lunch counter on the home screen.

Group bookings

If a half day is part of a group reservation, the form shows this.

• As a group member you see the group, but you cannot change it there. Select it to open the group.
• As a group leader you can also see and change the desks of the group with Select workplaces. A counter shows how many members have a desk. When everyone has one, it says Workplaces selected.

Group reservations are planned in a separate wizard. See Planning group reservations and Answering a group invitation.

Change or cancel a booking

• Change a booking: select the Present at the office card again and change the form. Every change is saved immediately.
• Cancel one half day: open the form and turn off the switch of that half day.
• Cancel the whole day: turn off the switch on the Present at the office card.

Limits

• You can book as far ahead as the date bar goes. Your office sets how many days that is.
• You cannot book a day that has already passed, or a weekend day.
• On a closure day the switch is disabled.
• Bookings do not repeat. Book each day separately.

Common messages

For more messages, see Messages and what to do.