The ARCHIBUS Reservations application provides a web-based application for managing enterprise room and resource reservations. With this application, you can manage several variables to ensure optimal use of space and resources as well as a smooth transition from one meeting to the next.
You can define various room arrangements, such as a conference room, a classroom, or a theater room arrangement. In some instances, you can define multiple room arrangements for one room. You can also define different set-up and clean-up times for each room arrangement. The user can then reserve the room arrangement that best suits their needs, and can also take into account set-up and clean-up times when planning their agenda. In addition, trades people can easily review set-up and clean-up tasks.
You can also reserve various types of resources. First, you can define fixed resources that always remain in a room. In addition, you can create a resource reservation to correspond with a room reservation. You can also set up resource reservations that are separate from room reservations. A resource reservation may include:
After a reservation is made, the automated workflow rules ensure that the appropriate employees and external guests receive email notifications of the reservation.
You can use the management reports to review the utilization rate of your rooms and resources. This provides you with vital information to optimize the use of your shared resources.
Note: If you have the Workplace Services Portal mobile app, you can also make room reservations directly from your smart phone or mobile device.
The Reservations application provides a graphical timeline for booking room and resource reservations. You first use the restriction console to specify your search criteria. After conducting your search, you can review the available room arrangements and resources in the timeline. You can then reserve the room arrangements or resources that best suits your needs. The time line shows the time for the site for the selected room or resource. To compare the site's time to time elsewhere, you can select an additional time zone that is displayed at the bottom of the timeline.
From the Workplace Services application, users can perform various reservations tasks, such as making a reservation, approving a reservation, editing a reservation, or reviewing set-up and clean-up tasks. Each user views different reservation tasks, based upon their role.
The following are the main tasks of the system; the exact tasks you can access depends upon your role.
Email notifications are sent at various stages throughout the reservation process. After a room reservation has been made, the system sends an email invitation to the Requested By employee, and invited external guests . These users are also sent email notifications if there is a change in the reservation or if the reservation is cancelled.
The Reservation application has been designed so that it can be easily integrated with other ARCHIBUS applications.
Many Reservations application users may choose to use the Space Management applications to develop and manage their space inventory. With the Space Management applications, you can create a detailed space inventory that includes floor plan drawings. You can accomplish tasks such as charging for space, managing your personnel inventory, and tracking building performance.
In addition, the Reservations application includes an option for generating work requests for set-up/clean-up personnel as well as for vendors, such as catering services. You may decide to add additional work management functionality by integrating the Reservations application with the On Demand Work application.
You may also decide to add additional equipment management features by using the Equipment Asset Control application.
The Reservations and Hoteling applications both focus on tracking space for temporary usage. See Comparing the ARCHIBUS Hoteling and Reservations Applications.