In this article, we’ll walk you through configuring various booking policies that can be applied to your workspace. For a complete overview, you can read the full article or watch the video.
Configuring booking settings
To configure your booking settings, navigate to the Settings section, then select General, and then Booking settings.
Step 1. Working with your Booking Settings
Booking Reminder Delay: Adjust the booking reminder delay to determine how many minutes before a booking starts the system will send a reminder to the user. Set this value to 0 if you prefer not to send a reminder.
Prevent Multiple Bookings: Enable the "Block users from booking multiple inventory items from the same category at once" option to prevent users from booking more than one item within the same category simultaneously.
Step 2. Setting your Booking Display
Customize how the floor map and booking options are displayed for different elements.
List Only: This will display only a list of your different elements.
Map Only: This will display only the floor plan set.
List Displayed First/Map Second: This will display the list first, but will give you the option to switch to the map
Map Displayed First/List Second: This will display the map first, but will give you the option to switch to the list.
Step 3. Setting your Booking Check-in Policies
Set up policies to manage check-ins for bookings, allowing users to check in a specified number of hours before the booking starts until its end. To create a policy, click the "Add policy" button.
Select Category: Choose the category to which you want to apply the policy.
Check-in Period: Determine the number of hours before the booking starts when check-in will be available.
Automatic Check-in: Opt for automatic check-in for bookings created within the check-in period.
Physical Check-in Only: Force users to check in physically by selecting the "Allow only physical check-in (smartphone/tablet)" option.
For physical check-ins, you'll need to create and assign QR codes for your customers. Details are covered in the points below.
Step 4. Setting your Abandoned Protection Policies
Create policies to manage bookings that are not checked in on time. Click the "Add a policy" button to set up abandonment policies.
Select Elements: Choose the elements to which you want to apply the policy.
Specify Period: Define the time period in hours after which a booking is considered abandoned.
Set Actions: Decide on the actions to take for abandoned bookings.
Confirm: Click confirm to save the policy.
Step 5. Define your Amenities
Define amenities that can be associated with your elements. Amenities are features included in elements, such as a TV, printer, or whiteboard. These amenities can be used when creating your elements.
To add an amenity, click the "Add amenity" button.
Name and Description: Provide a name and brief description for the amenity.
Choose Category: Select the category to which the amenity will be available.
Click confirm
Archie Tip: After creating your amenities, you'll need to assign them individually to each room. To do this, navigate to Settings > Inventory > Workspace, open the room you want to modify, scroll down to the Amenities section, and assign the desired options.
Step 6. Creating your QR Code Batches
Generate a batch of QR codes to use physical check-ins for users. Click the "Create identifiers" button and specify the amount of QR codes to generate.
Once the QR code batch has been generated, click the Download button to download the files to your computer.
Print the codes and add them near to each element (desk, room, office), make sure to add them to a visible place.
Our next article will take you to Installing your QR codes.