Bookings
This TSI is used for an overview and maintenance of the Reservation units (space and workspaces). Setting facilities, rules & policies. There is also an overview of bookings made on these units and/or desks, where possible visitors and catering can be added.
In the Edition, there are two types of reservation units:
• Space units
• Flexible workspaces
A reservation unit can be linked to a default company calendar to define its opening hours.
Space units
In Planon, any spaces that can be reserved are called space units. There is a wide variety of space units that can be registered, such as meeting rooms, conference rooms and classrooms. A space unit is always linked to a specific property. In addition, you can define facilities and desk configurations for space units. The space units that have desk configuration display the icon in the graphical planner’s elements list. Refer to Facilities and Room layout.
Flexible workspaces
A workspace that is not defined as a fixed workspace, but which can be used for working is known as flexible workspace. For example, a lounge area. You can create flexible workspaces and make reservations for them.
In addition to the regular fields such as Code, Name, Property, etc. there are some important fields and action that have a functionality behind it.
• Space unit category: Here a required category can be given. See Base data (Reservations) > Reservation’s pick list > Picklist: RESEENHSRT > Pick list items.
• Facilities: this is a list of facilities that are available in/at the reservation unit e.g., smart-board, conference phone, video camera. When facilities from the list are attached to the reservation unit the field will be automatically be set to Yes. If yes, you can view the attached facilities in the Information button of the field.
When facilities are linked, the end user can use the facilities field to search for units that have a certain facility in the room or at the desk.
For maintaining the Facilities list see Base data (Reservations) > Facilities.
• Furniture layout: With the furniture layout / room layout you can define what standard desk setup type it has. It defines the desk setup type e.g., Boardroom, U-shape, etc. with a possible image and the reconstruction time / costs.
See Base data (Reservations) >Room layout . You can define different standards per reservation unit, for example meeting room Blaze has a standard boardroom and standard U-shape desk setup type. The reconstruction times are different.
• No. of advance reservation days: Here you can define how many days in advance this room might be booked. For example, 14 days.
• Max. reservation duration: Here can be defined for how long you can book this unit. Typically for reservation units this is max 1 day.
• Transition period (mins): This is the time it takes to transform the space unit between 2 meetings. For example, desk set-up or cleaning and delivery catering.
• Link non-bookable period: In some cases, a space unit or flexible workspace can’t be booked because of renovation, special event, etc. Non-bookable periods can be defined and be linked to the unit. For creating non-bookable periods see Base data (Reservations) > Non-bookable periods.
Bookings
At the selection level Bookings, you can create, modify, and maintain bookings on space units and flexible workspaces.
The reservations can be presented in a list view:
or in the graphical planner:
Points of interest on bookings:
• Set default filters available e.g., Today’s reservations.
• Add sub order to reservations e.g., catering orders.
• Add visitors to the reservations.
• Make recurrent.
• Change statuses.