Planning group reservations

As a group leader you can book desks for your whole group in one go. Each member gets an invitation and replies with accept or decline. This chapter is for group leaders. If you received an invitation, see Answering a group invitation.

The group reservations overview

On the home screen, select the purple Group reservations button.

The overview has two tabs: Upcoming and Past. Past shows your group reservations of the last 90 days. You can look at them, but not change or cancel them.

At the top you see how many Reservations there are, how many invitations are Awaiting reply and which reservation is Next up.

For each group you see the upcoming dates. Each date shows how many members accepted, are pending and declined.

If there is nothing planned yet, you see No upcoming group reservations. Plan one to invite your group.

Plan a group reservation

Select Plan group reservation. A wizard with four steps opens. Select Back to go to the previous step.

Step 1: Choose a group

1. Choose the group. Use Search groups if you lead many groups. Each card shows the members and the leader.
2. Select Next: choose dates.

Step 2: Pick dates

1. Select a date in the calendar. You can plan further ahead than for a normal booking. Only working days can be picked.
2. To pick several dates, hold Ctrl (Cmd on a Mac) while you click, or press and hold on a touch screen.
3. Under Time of day, choose Morning, Afternoon or both.
4. Select Next: rooms.

A red dot on a date means some members are already booked with a group that day.

• If the group itself, or you, are already booked with a group on a chosen half day, you cannot continue. Deselect that date or pick another half day.
• If only some members are booked with another group, you see a warning. You can continue. Members who accept your invitation leave their other group booking.

Step 3: Rooms & extras

1. If your office uses departments, choose a Department.
2. Under Location, choose the room. Each room shows how many places are still free for the group on the chosen dates. A room marked too small for the group cannot be chosen.
3. Under Workplaces, select Select workplaces and choose one desk for each member. See Suggested seating below. If the room has too few free desks or places on these dates, the desk picker says so: choose another room. Desks that are out of service on one of the chosen dates are not shown.
4. Optionally choose a Parking, and turn on Lunch if you join lunch yourself. Members choose their own lunch and parking when they accept.
5. Select Next: review.

Step 4: Review and send

1. Check the group, dates, room, desks, parking and lunch. Select Edit to change something.
2. Read Invitees must reply in time: members have to reply before the deadline.
3. Select Send invitations.

You see Invitations sent. Each member gets an invitation for every date. If some bookings could not be made, the app tells you how many and why.

Suggested seating

When you choose desks for the group, the floor plan opens with a Suggested seating panel. The app preselects a set of free desks close together.

• Suggest option shows another set of desks.
• Previous option goes back to the previous set.
• You can also select desks on the plan yourself.

A counter shows how many desks you have assigned and how many you need. Select Confirm when every member has a desk.

See the desks of a group

Select Show on floor plan next to a date to see the group's desks on the floor plan. Select a highlighted desk to see who sits there.

When a desk goes out of service

If a desk of a planned group reservation goes out of service, the group has one desk fewer than the members who are coming. The members keep their invitation, but the reservation is a desk short until a group leader picks another one.

When a group leader opens the group reservation, for example from the Reserve workspace form, a warning says how many desks are missing.

1. Select Pick desks.
2. On the floor plan, choose a free desk for each missing one.
3. Select Confirm.

Only group leaders see this warning. Members cannot change the desks of a group.

Cancel a group reservation

Cancelling removes the reservation for the whole group. Everyone who accepted is notified.

• One date: click Cancel this reservation next to the date. Confirm with Cancel group reservation, or click Keep to keep it.
• All dates of a group: click Cancel all reservations for this group on the group's card.
• Several dates: click Select reservations, select the dates and click Cancel selected. Use the check box of a group to select all its dates.