What is a team day?

Encourage collaboration and simplify workspace booking by inviting your colleagues to a team day. Choose a location and date and reserve workspaces for your team members to ensure you can all work together when necessary. Learn how to add colleagues to your team

Once workspaces are reserved, colleagues are sent an email invitation and can then choose a workspace from the reserved pool. Alternatively, attendees can accept the invitation without booking a workspace, or decline the invitation letting you know they are unable to attend. Any unbooked workspaces are released from the reserved pool and again available for others to book.

How to create a team day and reserve workspaces

    Create a team day, choose who to invite, and reserve workspaces

1. To start a new booking for a team day tap Book (A) at the bottom of the Condeco mobile app screen.

2. Your default location is displayed (B). Tap the options to select an alternative location if required.

3. If not already selected, tap Reserve area for team day (C) and select the type of workspaces to reserve for your team day. Tap Continue. Available options depend on your organization’s configuration.

4. Your default group (D) and floor (E) are selected. Tap to change the selections if required.

5. On the calendar, tap the date for the team day (F) and tap Reserve.

6. The colleagues in your team are listed. Select colleagues to invite to the team day (G) and tap Find workspaces. Learn how to add colleagues to your team

7. Available workspaces are displayed as green icons on a floor plan. Tap the workspaces to reserve (H) you can select up to the number of selected attendees plus yourself. Alternatively, tap List (J) to view the names of available personal spaces in a list.

    Symbols on the floor plan indicate availability

8. When you have made your selections tap Reserve # workspaces.

View details of the team day and monitor responses

    Open your team day from the calendar and see who has responded

1. To view the team day and see who has responded, tap Calendar (N) at the bottom of the Condeco mobile app screen and then tap the date of the team day from the calendar (P).

2. Bookings and scheduling information for the selected date are shown at the bottom of the screen. Tap the team day title (R) to view the booking.

3. The floor plan is displayed showing the reserved workspaces and indicating which have been booked (S) and by whom. The number of colleagues who accepted the invitation is also shown (T). Scroll through the list of invitees to see who has accepted, declined, or not responded to the invitation (U).

Accept or decline an invitation to a team day

    Team day invitations are sent by email. Open the email on a mobile device to accept or decline the invitation.

When invited to a team day, details of the day are sent in an email invitation along with the number of workspaces reserved by the organizer and the time your exclusive access to book one ends. Once this time has passed, the workspaces are released from the reserved pool and are again available for others to book.

Good to know

• Available for the Condeco mobile app only: The team day feature is only available for the Condeco mobile app.
• Available only for users who can book personal spaces: The Reserve area for team day button is only visible on the Condeco mobile app if your organization has configured bookable personal spaces in Condeco and you have the relevant access to make bookings.
• What type of workspace can be reserved? Only personal spaces that are a place to work (desks, for example) can be reserved. Other workspace types such as lockers, parking spaces, and meeting spaces, cannot be reserved through the team day feature and must be booked separately if needed.
• Who can be invited to a team day? Only the colleagues you have added to your team are available to select for your team day. Learn how to add colleagues to your team
• When are the workspace reservations secured? The reservations are only secured after you tap Send invites at the end of the process.
• How long are workspaces reserved for? By default, workspaces are reserved for 24 hours from the time the invitations are sent, but this threshold may be customized for your organization. The amount of time available to book a workspace from the reserved pool is noted on the email invitation. After this time, the reserved workspaces are returned back to general availability.
• How do I cancel some or all of the reserved workspaces? Currently, the organizer cannot cancel individual reservations - this must be done by an administrator from the booking grid for personal spaces on the Condeco web app. However, if the team day is canceled, any unbooked reserved workspaces are also canceled. Learn more about the booking grid for personal spaces on the Condeco web app
• What happens if a selected workspace is booked by someone else before the reservation is secured? If a workspace you selected to reserve is booked by someone else before the invitations are sent and the reservation secured, a message is displayed giving the option to review your selections.
• What happens if an invitation to a team day is accepted from a desktop computer and not a mobile device? If a response is attempted from an unsupported device (desktop computer or Mac, for example) a browser window opens and displays a message instructing to open the invitation from a mobile device. Team day invitations must be accepted or declined from an email opened on the mobile device so that the Condeco mobile app can open and action the response.
• What happens if I cancel a team day? If the team day is canceled, invited colleagues are sent a notification by email and the reserved workspaces that are not yet booked are canceled. Any booked workspaces remain booked and must be canceled by the user if no longer required.