Book Multiple Desks

This feature allows you to search for and book multiple desks within the one transaction. To make a booking, you will need to fill out the following:

• personal & contact details
• the building
• the floor (and optionally the zone)
• the number of desks you require
• if this a single or multi-day booking and
• the time slot

The system will then return all available desks matching your criteria and allow you to select up to the number of desks you required.

To begin, click the Book Multiple Desks menu item from the left-hand navigation bar.

Step 1 - Personal Information

The system first needs to know who the booking is for.

Personal Information guidance text is available at the beginning of the flow

The system will assume you are booking for yourself and default to the 'For Myself' option, however, if you are booking on behalf of someone else then you must select the 'On behalf of' option instead:

• the option For Myself automatically populates your Forename, Surname and Email as the logged in user - you will only then need to fill in your Contact Number manually.

  Note: any automated booking emails will be issued to the email address provided here.

• the option On Behalf of Someone Else will display the Forename, Surname, Email and Contact Number fields - these will be empty and require you to fill them in manually.

  Note: any automated booking emails will be issued to the email address provided here.

  

Click the Next > button to proceed.

Step 2 - Booking Information

The system then needs to know where and when the booking is for:

Booking Information guidance text is displayed at the beginning of the step and Help text is available on each of the components

1. select the Building from the dropdown list which will display the rest of the fields

2. select the Floor – different floors may have different availability/number of desks for example. Depending on how a floor is configured, extra details may be displayed:

   • if a floor plan has been uploaded then a View button will be displayed for you to download it to your desktop
   • if zones have been configured for this floor, then a list of zones will be available for you to select should you wish to search for desks within certain zones. If no zone is selected, then all desks that meet your requirements will be returned for that floor.

3. enter the Number of desks required, e.g., 4 - the system will allow you to multi-select and book up to this number of desks in Step 3.

4. select the Type of booking – you can decide if you would like to book these desks for one day or for multiple days:

   • One Day Booking - enter a single date
   • Multi Day Booking - enter a date range where Start Date is the first day these desks will be used and the Finish Date, is the last day they will be used.
     • the Finish Date must be after the Start Date
     • you will only be able to book desks for a maximum of 1 week at a time

5. select a Booking Slot - there are 3 different time slots and the times configured for each slot is dependent on the building selected.

   • AM - this time slot is for the morning portion of the day. This varies from building to building, but could be set from 9:00 to 12:30 for example.
   • PM – this is the afternoon/evening portion of the day. Depending on the building this can last any time after the AM slot.
   • All Day – This slot allows you to book desks for the whole day within the building. This typically means that the desk is reserved from the time they open until the time that they close.
     • Be aware that you will not be able to book slots once the time has passed. In this scenario, the following message will be displayed instead of the booking slot options.

   

Click the Next > button to proceed.

Step 3 - Desk Selection

This page contains a list of all the available desks that match the search criteria entered in Step 2.

User Messaging

• Should there be no matches, the following message will be displayed:

• Should the number of desks you are requiring exceed the number of desks configured for the floor, the following message will be displayed:

• Should the number of desks you are requiring exceed the number of desks currently available, the following message will be displayed:

The list of available desks returned includes the desk name, building name, zone and dates. In this example, we did not specify a zone, so all available desks on that floor have been returned.

From the list, you can select all the desks you wish to book up to the number of required desks you entered on Step 2. Should you try to exceed this number, the system will display a warning message. If you change your mind, clicking the associated button for a second time will deselect the desk.

Once you select a desk, the Desk Assignment modal will be displayed. You must then enter the following mandatory information about the person who will be using this desk:

• their name
• their email address - any booking notification emails will also be issued to this address
• if this person is fire warden trained or not (y/n) - this information is used to populate the Fire Warden Report

Click the Save button to complete the assignment.

Once all the desks have been selected and assigned, your choices will be bolded and the start and end times added to the display.

Click the Finish button to complete the booking.

Confirmation

Once your booking has been successfully completed, the system will display a booking confirmation on the screen.

For each day and desk, a separate reservation has been made. In this example, 4 desks were booked for 5 days each, so a total of 20 separate bookings have been made in the system.

At the end, you will be asked if you want to book more desks:

• Clicking Yes will return you to the beginning of the Book Multiple Desks flow.
• Clicking No will return you to the application's landing page, which is the Book A Desk flow.

If the booking is for yourself, then you will also receive an automated confirmation email with the same information enclosed. If however, you booked on behalf of someone else, then they will recieve the automated notification.

Should you wish to cancel your booking, follow the Cancel Booking link at the bottom of the email.