Bookings App Overview

Optimize your workspace with the Bookings App—a comprehensive resource reservation platform that enables employees to book desks, meeting rooms, parking spots, lockers, and more, while giving administrators real-time visibility into space utilization.

---

What is the Bookings App?

The Bookings App is your organization’s complete workspace management solution. Whether you’re implementing hybrid work policies, managing hot desking, or optimizing meeting room usage, Bookings provides the tools employees need to reserve resources and the analytics administrators need to make data-driven decisions about space allocation.

Core Value Proposition:

• 🏢 Hybrid-Ready — Support flexible work with easy desk and space reservations
• 📊 Real-Time Visibility — Track occupancy and utilization across all resources
• ⏱️ Time Savings — Eliminate scheduling conflicts with availability checking
• 🎯 Space Optimization — Make informed decisions with usage analytics

---

How It Works

Booking Flow

┌─────────────────────────────────────────────────────────────────────────┐
│                        BOOKING JOURNEY                                  │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                         │
│   ┌──────────────┐         ┌──────────────┐         ┌──────────────┐   │
│   │   BROWSE     │         │   SELECT     │         │   CONFIRM    │   │
│   │  RESOURCES   │───▶     │  DATE/TIME   │───▶     │   BOOKING    │   │
│   └──────────────┘         └──────────────┘         └──────────────┘   │
│          │                                                  │          │
│          │    Check availability                            │          │
│          │    Filter by type, capacity                      ▼          │
│          │                                     ┌──────────────────┐    │
│          │                                     │  CONFIRMATION    │    │
│          │                                     │  • Email sent    │    │
│          │                                     │  • QR code ready │    │
│          │                                     │  • Calendar sync │    │
│          │                                     └────────┬─────────┘    │
│          │                                              │              │
│          │         ┌────────────────────────────────────┘              │
│          │         ▼                                                   │
│   ┌──────────────────────────────────────────────────────────────┐    │
│   │                    DAY OF BOOKING                             │    │
│   ├──────────────────────────────────────────────────────────────┤    │
│   │  ┌─────────┐     ┌─────────┐     ┌─────────┐    ┌─────────┐ │    │
│   │  │ REMINDER│───▶ │CHECK-IN │───▶ │  USE    │───▶│CHECK-OUT│ │    │
│   │  │ (15 min)│     │(QR/App) │     │ SPACE   │    │         │ │    │
│   │  └─────────┘     └─────────┘     └─────────┘    └─────────┘ │    │
│   │                       │                                      │    │
│   │              No check-in = Auto-release                      │    │
│   └──────────────────────────────────────────────────────────────┘    │
│                                                                         │
└─────────────────────────────────────────────────────────────────────────┘

Resource Types Supported

┌─────────────────────────────────────────────────────────────────────────┐
│                    8 BOOKABLE RESOURCE TYPES                            │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                         │
│   ┌───────────┐  ┌───────────┐  ┌───────────┐  ┌───────────┐           │
│   │   DESKS   │  │  MEETING  │  │  PARKING  │  │  LOCKERS  │           │
│   │  & WORK-  │  │   ROOMS   │  │   SPOTS   │  │ & STORAGE │           │
│   │  SPACES   │  │           │  │           │  │           │           │
│   │    💻     │  │    👥     │  │    🚗     │  │    🔒     │           │
│   └───────────┘  └───────────┘  └───────────┘  └───────────┘           │
│                                                                         │
│   ┌───────────┐  ┌───────────┐  ┌───────────┐  ┌───────────┐           │
│   │   PHONE   │  │    AV     │  │  COMPANY  │  │    GYM    │           │
│   │   BOOTHS  │  │ EQUIPMENT │  │  VEHICLES │  │ EQUIPMENT │           │
│   │           │  │           │  │           │  │           │           │
│   │    📞     │  │    🎬     │  │    🚐     │  │    🏋️     │           │
│   └───────────┘  └───────────┘  └───────────┘  └───────────┘           │
│                                                                         │
└─────────────────────────────────────────────────────────────────────────┘

---

Key Features

🗓️ Quick Booking

Reserve resources in seconds from the dashboard.

Feature	Description
Quick Book Menu	One-click access to book any resource type
Resource Dropdown	See all available spaces with capacity/amenities
Date/Time Selection	Calendar picker with time slots
Duration Calculator	Auto-calculates and displays booking duration
Conflict Detection	Real-time availability checking prevents double-booking
Attendee Management	Add meeting participants with headcount
Purpose & Notes	Document meeting purpose and special requirements

Use Case: An employee arrives at work and needs a focus booth for a client call. They open Bookings, click “Book Phone Booth,” select the next available slot, and confirm—all in under 30 seconds.

---

📋 Booking Management

Full control over your reservations.

Feature	Description
My Bookings	Personal view of all your reservations
Upcoming View	Future confirmed bookings sorted by time
Booking History	Past bookings for reference
Edit Bookings	Modify time, space, or attendees (within policy)
Cancel Bookings	Cancel with automatic conflict resolution
Bulk Actions	Admins can bulk cancel/delete bookings

Booking Statuses:

• 🟢 Confirmed — Active reservation
• 🔵 Completed — Successfully used
• ⚫ Cancelled — Reservation cancelled
• 🔴 No-Show — Missed without check-in

---

✅ Check-In & Check-Out

Verify resource usage with flexible check-in options.

Feature	Description
App Check-In	One-click check-in from booking details
QR Code Check-In	Scan QR at space for instant check-in
Kiosk Mode	Room displays for walk-up check-in
Check-Out	End booking early to release the space
Auto-Release	Unclaimed bookings released after grace period
Check-In Window	15 minutes before to 30 minutes after start

No-Show Policy:
If an employee doesn’t check in within the grace period, the booking is automatically released and made available to others.

---

📱 QR Code Access

Enable contactless space access and check-in.

Feature	Description
Booking QR Codes	Each booking gets a unique QR code
Space QR Codes	Permanent QR codes posted at each space
Download Options	SVG and PNG formats for printing
Secure Tokens	Cryptographic verification prevents fraud
Mobile-Friendly	Works with any smartphone camera

---

🏢 Space Management (Admin)

Create and manage bookable resources.

Feature	Description
Space Types	8 resource types with type-specific fields
Capacity Setting	Define how many people a space can hold
Location Details	Building, floor, and area information
Amenities	Tag spaces with equipment (projector, whiteboard, etc.)
Hourly Rates	Optional charging for premium spaces
Active/Inactive	Enable/disable spaces without deleting
Bookable Toggle	Mark spaces as view-only or reservable
Bulk Operations	Activate/deactivate multiple spaces at once

---

🗺️ Floor Plans & Wayfinding

Visual space discovery and navigation.

Feature	Description
Floor Plan Upload	Upload images of office layouts
Space Mapping	Position rooms on floor plan images
Live Availability	Color-coded status on floor plans
Click-to-Book	Click any space to view details and book
Building Navigation	Filter by building and floor
Mobile Wayfinding	Find your way on mobile devices

---

📊 Campus Dashboard

Bird’s-eye view of your entire workplace.

Feature	Description
Building Overview	See all buildings at a glance
Floor-by-Floor Stats	Occupancy rates per floor
Space Utilization	Which resources are most/least used
Real-Time Status	Live occupancy from sensors or check-ins
Capacity Planning	Identify over/under-utilized areas

---

🚨 Emergency Dashboard

Locate employees during emergencies.

Feature	Description
Checked-In Employees	See who’s in each building
Floor Occupancy	Breakdown by floor
Evacuation Lists	Exportable occupant lists
Real-Time Updates	Live check-in/check-out tracking
Building Filter	Focus on specific buildings

Use Case: During a fire drill, facilities can instantly see 47 employees are currently checked into Building A across floors 2-5, enabling efficient accountability.

---

🔔 Waitlist

Get notified when desired spaces become available.

Feature	Description
Join Waitlist	Add yourself to a space’s waitlist for a date
Priority Queue	First-come, first-served notifications
Auto-Notification	Email alert when space becomes available
Quick Booking	One-click book from notification
Expiration	Waitlist entries auto-expire if not acted upon
My Waitlist	View all your active waitlist entries

---

💬 Space Feedback

Collect and act on employee feedback.

Feature	Description
Post-Booking Feedback	Rate and review after using a space
Issue Reporting	Flag problems (cleanliness, equipment, etc.)
Feedback Analytics	Aggregate ratings by space
Issue Tracking	Track open vs. resolved issues
Admin Dashboard	Central view of all feedback

---

🔧 Service Requests

Coordinate with facilities for space issues.

Feature	Description
Request Types	Cleaning, IT support, equipment, maintenance
Booking Link	Attach requests to specific bookings
Assignment	Route to appropriate facilities team member
Status Tracking	Open → Assigned → In Progress → Completed
Notifications	Email updates on request progress
Dashboard	Facilities team overview of all requests

---

📺 Room Display Devices

Digital signage for meeting rooms.

Feature	Description
Device Registration	Register tablets/displays for each room
Real-Time Status	Shows current and upcoming bookings
Walk-Up Booking	Book available rooms directly from display
Check-In Interface	Quick check-in from room display
Branding	Customizable display themes

---

📈 Analytics & Reports

Measure space performance and usage patterns.

Usage Statistics:

• Total bookings (daily, weekly, monthly)
• Average booking duration
• Most popular space types
• Peak usage times

Performance Metrics:

• Occupancy rate
• Booking success rate
• Check-in compliance
• No-show rate
• Space utilization by type

User Engagement:

• Active users
• Repeat booking rate
• Top users by bookings

Export Options: CSV export for external analysis

---

🤖 Bookings Agent (AI Assistant)

Book spaces conversationally via Ask AI.

Capability	Example
Search Rooms	“Find a meeting room for 8 people tomorrow”
Check Availability	“Is Conference Room A free at 2pm?”
Book Room	“Book the large conference room for Thursday 10am-11am”
View Bookings	“Show my upcoming reservations”
Cancel Booking	“Cancel my 3pm meeting room booking”
Room Details	“What amenities does Room B have?”

---

🔔 Notifications

Stay informed throughout the booking lifecycle.

Notification	Trigger
Booking Confirmed	When booking is created
Reminder	15 minutes before start time
Auto-Release Warning	If not checked in after grace period
Booking Released	When no-show booking is released
Waitlist Available	When waitlisted space opens up
Service Request Update	When facility request status changes
Visitor Invitation	When added as attendee to a booking

---

⚙️ Admin Settings

Configure Bookings to match your organization’s policies.

Setting Category	Options
Resource Types	Enable/disable each of the 8 types
Booking Policies	Advance days, max daily, max duration, cancellation window
Integrations	QR access, calendar sync, sensors, notifications
Permissions	Roles allowed to book, manage, view analytics
Real-Time Occupancy	Sensor integration settings

Policy Examples:

• Maximum 30 days advance booking
• Maximum 3 bookings per day per user
• Maximum 8 hours per booking
• 2-hour cancellation window

---

User Roles & Permissions

Role	Capabilities
Employee	Book spaces, view own bookings, check-in/out, submit feedback
Manager	Employee capabilities + view team bookings, campus dashboard
HR/Admin	Full space management, analytics, settings, all dashboards
Facilities	Service request management, space maintenance

---

Getting Started

For Employees

1. Navigate to Apps → Bookings
2. Click Quick Book and select your resource type
3. Choose a space, date, and time
4. Add purpose and attendees (optional)
5. Click Create Booking and you’re set!
6. Check in via the app or QR code when you arrive

For Managers

1. Access the Campus Dashboard for facility overview
2. Use Emergency Dashboard for employee location during drills
3. Review Analytics to understand team space usage
4. Monitor Service Requests for your areas

For Administrators

1. Go to Settings to configure resource types and policies
2. Create Spaces for each bookable resource
3. Upload Floor Plans for visual navigation
4. Configure Room Display Devices for meeting rooms
5. Review Analytics monthly for utilization insights
6. Set up Integrations (calendar sync, sensors)

---

Best Practices

For Employees

• ✅ Book in advance for popular spaces
• ✅ Cancel bookings you won’t use (free them for others!)
• ✅ Check in promptly to avoid auto-release
• ✅ Use the waitlist for high-demand resources
• ✅ Leave feedback to help improve spaces

For Administrators

• ✅ Set appropriate booking limits to ensure fair access
• ✅ Review no-show rates and adjust policies accordingly
• ✅ Enable QR check-in for accurate occupancy tracking
• ✅ Monitor utilization to identify underused spaces
• ✅ Respond promptly to service requests
• ✅ Update space amenities when equipment changes

---

Related Resources

• Bookings Quick Start Guide — Step-by-step booking instructions
• Space Management Guide — Creating and managing resources
• Admin Settings Reference — Configuration options
• Analytics Guide — Understanding usage data

---

The Bookings App transforms how your organization manages space. From hot desks to conference rooms, make every square foot count.