This guide will introduce you to the different features in Workspace available to users.
Table of content
- Supported devices
- Getting access
- Your first booking
- Quick book a desk
- Desk overview
- Booking a desk through Floormap
- Find a colleague and a desk nearby
- Who's in the office
- Edit profile
- Book for a colleague or external user
Workspace is a web application, and can be accessed through any browser on PC, MAC, iOS and Android.
When using a mobile device, open a browser and go to your company Workspace URL. Once there, you can add the site to your home screen, and it will be similar to using a native app.
The Workspace administrator in your organization can provide the right URL to access your site. When you go to the URL, click Create account (below the Log in button).
Enter your data and click Create account. You will now receive an e-mail asking you to verify your account.
Once you click on the "Confirm Email" botton, you will be logged into Workspace and can start using the features and plan your week at the office.
Your first booking
When you log in for the first time, click "Find desk" at the top of the screen.
This will take you to the Desk overview, where you can choose a department and see the available desks.
Tip: When booking a desk for the first time, we suggest that you book a desk that you prefer. This desk will be suggested to you for quick booking afterwards, as the solution suggests the desks you book the most.
Choose a desk and click Book now. Your desk is now booked for the day.
Quick book a desk
Once you have created your first booking, you will see your current booking in the top. Below this, you get the option to create future bookings of the desk that you have just booked. Click the "Book" button to book it, or click "Skip" for the days you don't need a desk. It's possible to quick book desks for the following 14 days.
Your upcoming bookings will be shown in a list, and the icons on the right will let you Edit or Cancel each booking.
Editing a booking will allow you to change the start or end time of the booking or mark your booking as anonymous - if this has been enabled by your Administrator.
If you click the burger menu in the top right corner, you get more options.
Choose "Desk overview" and you will see three options:
- Recent desks
Favorites will show the department or departments you have marked as favorites. In order to set a department as Favorite, go to "All" and choose the relevant department. Once you see the department and desks, click the star-icon next to the name of the department.
The department will now be set as a Favorite:
All will show you all the departments in your solution, and you can choose any department and see who's sitting at the desks and choose an available desk if you want to book it.
Recent desks show the desks you have booked most, and the top one will be the one presented in the Quick book feature.
Booking a desk through Floor map
If your Workspace solution contain floor maps, they will be visible in the different lists. In the top, just change "List" to "Map" and you will see a interactive floor map showing the initials/avatars for the colleagues that are in the office.
Then you can click an available desk, for example MA3 and simply click Book Now to book the desk.
Find a colleague and a desk nearby
Go to the burger menu and choose Who's in the office or Desk overview.
In "Who's in the office", use the Search option in the top and enter your colleague's name. Click the name, and there's an option to book a desk nearby. Click here, and you will see all available desks in the same department. Choose a desk and book it.
In Desk overview, choose the right department and find your colleague. Click the name, and you have the option to find a nearby desk.
Then just click the desk you would like to book and click book now.
Who's in the office
In the burger menu, you can choose this feature which has several options.
First of all, you will see a list of all users who has a booking for this day, divided into departments. Use the search option to search for a specific colleague or department.
There's a counter in the top, that shows the number of users per day, both past, today's and future bookings.
Use the Calendar to choose other days than today.
This will show your personal settings such as name and e-mail and you can change your password, if you have created your profile manually.
If activated by the Administrator, you will also be able to set your bookings as anonymous.
Book for a colleague or external user
Go to "Desk overview" to find the desk you wish to book. In the buttom it's possible to see more options - click your name and use the search option to find your colleague and complete the booking.
If booking for an external user, just enter the name of your guest and complete the booking. The solution will create your guest as an external user.
We do not and cannot track a user.
We only register which desk a user has booked. We don’t have the capability to track a user’s whereabouts.
Permissions and roles
Can we limit who can book on behalf of who?
No, if allowed, anyone can book on behalf of others.
Can anyone delete/reschedule someone else’s bookings?
No, only if you have booked that desk booking on their behalf.
Who can assign admin permissions?
A user with admin permissions can assign or unassign admin permissions for others.
Can permissions and roles be limited per region/section?