Web Central 24.1 Reservations

In this Blog we cover the Web Central Reservations module. This is a Web application for managing enterprise room and resource reservations. With this application, you can manage several variables to ensure optimal use of space and resources, as well as a smooth transition from one meeting to the next.

 

The Reservations application also includes a work request feature for trades and vendors. You can set up any resource to generate work requests. For example, you can set up resources that generate work requests for set-up and clean-up tasks, and can manage this work using either the Building Operations Console or the Maintenance Mobile app. In addition, the Reservations reports calculate the actual use rate of your shared resources, enabling you to globally optimise your space and resource allocation.

 

  1. 1.    Background Data

You can define various room arrangements, such as a conference room, a classroom, or a theater room arrangement. In some instances, you can define multiple room arrangements for one room. You can also define different set-up and clean-up times for each room arrangement. The user can then reserve the room arrangement that best suits their needs and can also take into account set-up and clean-up times when planning their agenda. In addition, tradespeople can easily review set-up and clean-up tasks.

 

 

You can also reserve various types of resources. First, you can define fixed resources that always remain in a room. In addition, you can create a resource reservation to correspond with a room reservation. You can also set up resource reservations that are separate from room reservations. A resource reservation may include:

 

  • unique resources, such as a specific laptop or projector
  • limited resources, such as IT personnel or a printer
  • unlimited resources, items that can be ordered in any amount, such as catering services
 
 
  1. 2.    Typical users

 

The following are typical users:

 

User

Tasks

 

Any building occupant

 

 

Reserve a room or a resource. If they have the Workplace Services Portal mobile app, they can also make room reservations directly from their smart phone or mobile device.

Reservation Manager

 

Develop background data.

Reserve rooms and/or resources.

Approve reservations.

Manage trade work required for fulfilling reservations.

Review management reports.

 

 

Business Process Owner

 

 

Configure the application to meet the needs of the site.

Develop background data.

Reservation Service Desk

 

Reserve rooms and/or resources.

Approve reservations.

Manage trade work.

 

 

Reservation Approver

 

Approve reservations.

 

Reservation Assistant / Reservation Host

 

Reserve rooms and/or resources.

 

Tradesperson Manager

 

Manage trade work required for fulfilling reservations.

 
  1. 3.    Create Room and Resource Reservations

 

  • Create a room reservation for a unique event that will occur on one day.
  • Create a room reservation for a recurring event that occurs on a regular schedule over a specific time period.
  • Reserve resources at the same time that you create the reservation for the room. These resources can include equipment and services and catering and are linked to the room reservation so that you can manage them together.
  • View attendees availability based on their Outlook calendars if you have the ARCHIBUS Extension for Microsoft Exchange. If Exchange integration is not configured, you view attendee’s availability based on the other reservations they have in Web Central.
 
 
 Reservation Timeline

The Reservations application provides a graphical timeline for booking room and resource reservations. You first use the restriction console to specify your search criteria. After conducting your search, you can review the available room arrangements and resources in the timeline. You can then reserve the room arrangements or resources that best suits your needs. The time line shows the time for the site for the selected room or resource. To compare the site's time to time elsewhere, you can select an additional time zone that is displayed at the bottom of the timeline.

 

 

 

After a reservation is made, the automated workflow rules ensure that the appropriate employees and external guests receive email notifications of the reservation.

 

Role based tasks allow users to do the following processes:

 

 

  1. 4.    Reports

You can use the management reports to review the utilization rate of your rooms and resources. This provides you with vital information to optimise the use of your shared resources.

 

 
 

Operational Reports 

  • Room Reservations
  • Room Reservations and Resources
  • Resource Reservations
  • Resource Reservations and Rooms
  • Reservations - Trades Work Requests
  • Reservations - Vendor Work Requests
  • Confirmation Sheet
  • Daily Room Reservations
 

Control Management Reports 

  • Number of Room Reservations per Day
  • Number of Resource Reservations per Day
  • Room Occupation per Day
  • Resource Usage per Day
  • Costs by Div. and Dept. - Details
  • Checklist for Late Approvals
  • Cancelled Reservations - Details
  • Rejected Reservations - Details 
  • View Unverified Reservations

Strategic Management Reports 

  • Number of Room Reservations per Month
  • Number of Resource Reservations per Month
  • Room Occupation per Month
  • Resource Usage per Month
  • Room Capacity Utilization per Month - This report displays the Average Capacity Use per month, which is displayed as a percentage.

 

Thank you for reading today’s blog. MASS will be back next week with a new blog! For any questions about ' Web Central 24.1 Reservations', please contact me, Andrew Taylor at  0118 977 8560 or visit our website at: www.mass-plc.com


Andrew Taylor 


 


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