Planning your business' return to work? To help make it a breeze, we've launched a brand-new feature, the location management tool.
What are you looking for?
*To use this tool, you will need to first enable location booking under configure > settings > modules*
Setting up location management
The location module has moved from settings > picklists, so to add a new location or to manage where your people can book a place at a location, simply head over to company > location management.
Please note: if your location doesn't already exist, you'll need to add it to the system. You can add a new location by clicking the '+' icon.
Can be selected by your people- if set to yes, this means that if the location booking module is deactivated, this module will appear as a standard location in the location management tool that appears in it's place. If it is set to no, it will not appear as a location.
Can be booked by your people- if set to yes, this will allow users to book on to this location when the location booking module is activated, If it is set to no, the location will not appear in the drop-down list as a place that can be booked.
Booking a place
Your people can book a place in your workplace via their own dashboard, where they'll see a location booking tile. They can choose a location and date:
Once a place has been booked, a confirmation email will be sent to the user to acknowledge the booking.
The new location management tool allows HR users to set a maximum amount of places that can be booked for a location. To set location capacity, click this icon:
You'll then see this box:
Once the capacity is set, your team will be able to book places at a location. They won't be able to book a space if capacity has been reached.
Viewing other people's bookings
Everyone in your organisation has the ability to see all bookings by heading to Company > Location bookings.
This shows the amount of bookings, spaces, and capacity will show, as well as a list of people who have booked at this location, their company department and their listed duties, such as a key holder, fire warden or first aider.
You can choose whether or not you'd like your people to see location bookings by heading to Configure > Settings > Choose what people can see and do > tick the box shown below > click 'update settings'.
Viewing your own bookings
Your own location bookings are visible via the profile > more > location bookings.
You & your people can view your own bookings by heading to their dashboard and selecting the 'View bookings' button. You can delete your own bookings from here, too.
If you need to, you can then cross-reference this data with your furlough report to show those that have been back to the office.
Reporting on bookings
We have also added a useful report to show you all bookings in one place. To use this, head to Reporting > reports > people records > location bookings.
Important info/other related guides
If you don't want to allow your people to book locations themselves, you can allow this to be restricted to just HR users via configure > settings > change what people can see and do and unticking the 'book locations' box.
Booking a place will override the employee's current set location, e.g. working from home.
If one of your team uses the location booking tile to book a place in the office and is due to work from home the following day, this will need to be reflected from their own dashboard again.
When deactivated, this module will re-launch the original location management tool that allows users to freely select their location on any given day. The managing of locations will still be done from within the company tab.
For more information, please see the guides below:
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