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Reservations - Administrative Functions

iOFFICE Knowledge Center

Reservations - Administrative Functions

Administrators are able to access and set Preferences for the Reservations Module (Admin>Reservations>Preferences). 

Reservation Preferences Screen

The Reservation Preferences screen allows you to set a wide variety of elements for your Reservations module. Due to the size of the screen, it is detailed below in four separate sections: 1, 2, 3, and 4. 

Section 1 - Enable Alerts

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Figure: Reservation Preferences Screen - Section 1

 

Preference Purpose

Enable Alerts Checkbox

Enables reservation e-mail alerts to be sent.

From Label

The name shown on the From field on the e-mail.

 

Note: This does not have to be an e-mail address.

Include Invite Checkbox

This toggles the ability to include the calendar invite with the alert.

Reply To Address

If the user replies to the e-mail, the reply will be sent to this address.

Cancel Message

If enabled, this is the message your recipients will receive if a reservation is cancelled. You can customize the message here.

Body Message

This is where you specify the body content of your cancelation message. 

CCs

This field lists the recipients for your reservation notification e-mail.

 

Note: Your recipients are separated by commas.

Subject

This is the subject line of the e-mail your recipients would receive. 

Reset Button

The reset button allows you to reset your selections in the certain fields (e.g. CCs, Subject, etc.).

Section 2 - Check-In Message

Check the Check-In Message preference to enable reservation check-in. When this preference is enabled you will receive notifications to check-in by email, by push notification on your Hummingbird App, and on the Hummingbird Space Panel of the space that was reserved. In some cases, you will be automatically checked into the space that you reserve. Note: Email notifications are sent in 15-minute increments. They are sent on the hour and every 15 minutes. For example, if I have a reservation starting at 9:40 am, I will receive the email notification at 8:45 am (not 8:40 am.) 

Notification Type Minutes Before Start of Reservation
None - Automatic Check-in 15 minutes or less
Email  30 minutes
None - Automatic Check-in* Reserved by QR Code in Hummingbird App
Hummingbird App Check-in Button 60 minutes
Push Notification Hummingbird App* 15 minutes
Hummingbird Space Panel Button* 10 minutes

*Available when using the Reservation module with Hummingbird. Please contact your Account Manager if you would like to add Hummingbird to your Reservation module. 

Reservation Preferences2.png

Figure: Reservation Preferences Screen - Section 2

 

Preference Purpose

Check-In Message Checkbox

If enabled, a notification is sent to your specified recipients to check-in for their reservation with the message you create here.

Body Message

This is the body portion of your Check-In message.

CCs

This field lists the recipients for your reservation check-in message.

Subject

This is the subject line of the check-in message your recipients receive.

Section 3 - New Reservation

Reservation Preferences3.png

Figure: Reservation Preferences Screen - Section 3

 

Preference Purpose

New Reservation Checkbox

If enabled, it sends a message and invitation on the creation of a new reservation.

Body Message

This is the body portion of your New Reservation message.

CCs

This field lists the recipients for your reservation check-in message. 

Subject

This is the subject line of the check-in message your recipients receive.

Reset Button

The reset button allows you to reset your selections in this section of the Reservation Preferences screen. 

Section 4 - Update Message

Figure: Reservation Preferences Screen - Section 4

 

Preference Purpose

Update Message Checkbox

If enabled, it allows you to send an updated message on any change to a reservation.

Body Message

This is the body portion of your update reservation message.

CCs

This field lists the recipients for your reservation update message.

Subject

This is the subject line of the update message your recipients receive. 

Reset Button

The reset button allows you to reset your selections in the Body Message, CCs, and Subject fields. 

Auto-Cancel Reservations (Checkbox)

Toggles the ability for the Reservations module to cancel a reservation if a user does not check-in within a specific period of time

 

Note: This should not be less than 15 minutes.

Split Multi-Day Reservations (Checkbox)

Creates a separate reservation for each day when a space is reserved for multiple days.

Enable Exchange Integration (Checkbox)

Toggles the ability to enable the Exchange Integration. 

 

Note: This may cause billing increases.

Back Button

This allows you to return to the screen.

Save Button

The Save button allows you to save your preferences.

 

Accessing the Reservation Module Preferences

In order to access the Preferences for the Reservations Module, perform the following:

  1. Click on the Admin icon on the vertical toolbar on the iOFFICE home screen.

  2. Click on Reservations.

  3. Click Preferences

  4. The Reservations Preferences Screen opens.

 

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Figure: Reservations Preferences Screen

 

Auto-Canceling a Reservation

In order to enable/disable the automatic cancelation of reservations in your module, perform the following steps:

  1. Click on the Admin icon on the vertical toolbar on the iOFFICE home screen.

  2. Click on Reservations.

  3. Click Preferences. The Reservation Preferences screen opens. 

  4. Click the Auto-Cancel Reservations checkbox.

  5. Enter the Check-In Timeout value. This is the amount of time that the system will wait for a user to check-in before it cancels the reservation and releases the scheduled room to an available status. 

  6. Click the Save button. This enables the automatic cancelation of reservations if users do not check-in at a certain time. 

 

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Related Topics

Reservations Home