This article provides a detailed guide on booking various workspace elements, including rooms, desks, offices, and resources. It outlines the steps for making reservations, managing bookings, and using credits for payments in behalf of your customers. For a complete overview, you can read the full article or watch the video.
In this section, we will be working with the elements created for your workspace, for more information about creating an element, you can refer to the Configuring your workspace article.
Booking a room
On the main page, click "Booking management" and then click "Book a room".
Conference rooms, phone booths, and event spaces can be booked from this view
To specify on whose behalf you would like to make the booking, click the "For" dropdown box at the top and select the user, if you have more than one workspace, you can select it by clicking the "At" dropdown box.
Select the date and time by clicking the "Date" dropdown box.
Locate the room that you would like to book
Click the "Book" button
If the date and time selected is not available, you will see the "Book another time" button, you can click this button and select another date & time in the next screen if needed
Add the information desired and click Next.
If the account has available credits, they will be used first, if the credits don't cover the entire room price, the remaining amount has to be paid with money.
Select the Payment method
Click Confirm.
Click Close to return to the booking management window.
Booking a desk
On the main page, click "Booking management" and then click "Book a desk".
Desk groups can be booked from this view
To specify on whose behalf you would like to make the booking, click the "For" dropdown box at the top and select the user, if you have more than one workspace, you can select it by clicking the "At" dropdown box.
Select the date and time by clicking the "Date" dropdown box.
Locate the desk that you would like to book
Click the "Book" button
If the date and time selected is not available, you will see the "Book another time" button, you can click this button and select another date & time in the next screen if needed
Add the information desired and click Next.
If the account has available credits, they will be used first, if the credits don't cover the entire desk price, the remaining amount has to be paid with money.
Select the Payment method
Click Confirm.
Click Close to return to the booking management window.
Archie tip: If you selected to "let the users choose a desk" when configuring your desk group, you will see the view to pick a specific desk, if you selected to "do not let users choose a desk", the system will pick one for you when doing the booking. Most of our clients use the first option for dedicated desks and the second option for hot desks.
Booking an office
On the main page, click "Booking management" and then click "Book an office".
Private offices can be booked from this view
To specify on whose behalf you would like to make the booking, click the "For" dropdown box at the top and select the user, if you have more than one workspace, you can select it by clicking the "At" dropdown box.
Select the date and time by clicking the "Date" dropdown box.
Locate the office that you would like to book
Click the "Book" button
If the date and time selected is not available, you will see the "Book another time" button, you can click this button and select another date & time in the next screen if needed
Add the information desired and click Next.
If the account has available credits, they will be used first, if the credits don't cover the entire office price, the remaining amount has to be paid with money.
Select the Payment method
Click Confirm.
Click Close to return to the booking management window.
Booking a resource
On the main page, click "Booking management" and then click "Book a resource".
Resources can be booked from this view
To specify on whose behalf you would like to make the booking, click the "For" dropdown box at the top and select the user, if you have more than one workspace, you can select it by clicking the "At" dropdown box.
Select the date and time by clicking the "Date" dropdown box.
Locate the resource that you would like to book
Click the "Book" button
If the date and time selected is not available, you will see the "Book another time" button, you can click this button and select another date & time in the next screen if needed
Add the information desired and click Next.
If the account has available credits, they will be used first, if the credits don't cover the entire desk price, the remaining amount has to be paid with money.
Select the Payment method
Click Confirm.
Click Close to return to the booking management window.
Archie tip: If you selected to "let he users choose a resource" when configuring your resource, you will see the view to pick a specific desk, if you selected to "do not let users choose a resource", the system will pick one for you when doing the booking.
Managing your bookings
To access the calendar view of your bookings:
On the main page, click "Booking management" and then click "Book a room" if you want to view the calendar for your rooms.
You can select other desk, office, resource, and apply the same steps described below.
Click the "Actions" button located at the top right.
Click "Manage bookings".
Navigate through the calendar view to review the active bookings.
Click on a booking to review the details and additional actions
Archie tip: You can set specific colors to be displayed in the calendar view for each Inventory created, this will let you have a more organized view when navigating through the calendar view. To do this, go to "Settings/Inventory/Workspace or Resources", locate the inventory that you want to modify, click the 3 dots button, click edit, look for the "Color" field, set the desired color. and click Save.
Follow our next article to manage your plan, services, products, and passes.