Skip to main content
Eptura Knowledge Center

#3 - Setting up desks and rooms for availability

  1. Last updated
  2. Save as PDF

The Booking Tools let employees search for and book desks and rooms (such as meeting rooms or conference rooms) that are licensed and managed by Teem.

Responsible:

  • Teem Implementation Team and Customer Project Team - Set up the space profiles and spaces.
  • Teem Implementation Team and Customer’s IT Team - Complete the Calendar Integration.

Desks

Initial Setup of Desks

The Implementation team will set up the spaces for your floorplan(s). The following detail how to set up the spaces:

  1. Set up desk(s) with an active license. See, Add a Desk or multiple Desks.

Initial Setup of Space Profiles for Desks

The Space Profile can be applied to certain types of desks such as Sit to Stand Desk so that you can quickly apply the same setting to a space.

Learn how the space profiles can be used to allow a Department to Reserve desks, see Understanding Space Profiles and Reservations.  Also, this will cover how to assign an employee to a desk.

When you set up the space profile you will see they contain a default list of amenities. The amenities list is the same list for desks and rooms. If you want to add amenities this can be done from a Desk, Room, or a Space Profile as they all use the same amenities list.

Rooms

Initial Setup of Rooms

The Implementation team will set up the spaces for your floor plan. The following detail how to set up the spaces:

  1. Set up room(s) with an active license. See, Add a Room or Multiple Rooms.
  2. The Calendar integration must be completed first so that the calendar resource email address is set up, and then these can be assigned to the room. See, Calendar Integrations.
  3. Assign the calendar resource to the room.

Initial Setup of Calendar Resources

The room will need a Calendar Integration implemented, and then the calendar resources can be assigned to the room. 

The following details how to set up the room's calendar resources:

  1. Calendar integration must be completed first to set up calendar resource email addresses. See, Calendar Integrations. Our Implementation team and your IT team will complete the Calendar Integration.
  2. Within Teem Web's Calendar Admin, you will connect your Calendar Integration with Teem. After the connection has been made, you must import the calendar resource email address and assign them to the spaces such as meeting rooms.  See, Import Calendar Accounts and Assign to Spaces.
  3. After the Calendar Accounts have been imported, you can assign the calendar resource to the room. 

When this is completed, your employees can book rooms via the Booking Tools, Teem mobile app, and via Room Displays.

Initial Setup of Space Profiles for Rooms

The Space Profile can be applied to certain types of desks, such as Sit to Stand Desks or meetings rooms, such as 4-seat rooms or ad-hoc rooms, so you can quickly apply the same setting to a space.

Learn how the space profiles can be used:

  • to define a Meeting Room
  • to allow a Department to Reserve a space
  • to allow Employees to reserve an Ad-hoc Meeting Room

See Understanding Space Profiles and Reservations; this will also cover assigning an employee to a desk.

When you set up the space profile, you will see they contain a default list of amenities. The amenities list is the same list for desks and rooms. If you want to add amenities, this can be done from a Desk, Room, or Space Profile, as they all use the same amenities list.

Additional Setup of Meeting Services for Rooms

Meeting Services is a way for your employees to request assistance like catering, AV support, or room configuration for a meeting in advance.

Set up

  • Within Teem Web, your Admin can set up the meeting services that your organization provides, see  

Watch Teem in Action

Using the Teem Booking Tools, your employees can complete the following:

Using the Calendar Plugin, your employees complete the following:

Additional Setup of Desk and Rooms

Depending on your organization's needs, other features be set up.

Amenities

When you assign amenities such as Apple TV, Chromecast, White Board, TV, etc, that are available in a physical space such as a room or a desk in your Teem Web account, then this information can then be used for work requests, filtering rooms by resources in the Booking tools, native apps, and in Teem Insights. See, Understanding Amenities.

Set up

Watch Teem in Action

Work Requests

The Work Requests allow your employees to report issues on certain room amenities (such as Apple TV, monitors, chairs, etc.) to the appropriate contact(s) within your organization.

Set up

  • Your Admin can enable the work requests can set up the email address to where the work requests will be sent; see Set up Work Requests.

Watch Teem in Action

Using the Teem Booking Tools, your employees can:

Next Onboarding Step