Create a multi-day reservation

Workplace users can now reserve a space covering multiple days. Employees can reserve a space that spans across multiple days.

Before you begin

Multi-day reservations can be made when Max days for multi-day Reservable Module property value is set in the Reservable module configuration. Default value of this property is set to 1. If the value for Max days for multi-day property is set to 1, then it will be considered a single day reservation and multi-day reservation will not be allowed. If the Max days for multi-day value is more than 1, the All day or single day reservation option is disabled on the reservation portal.

For more information, see Configure a reservable module.

This property is dependent on the Max days in future value. If the value of Max days for multi-day is more than Max days in future Reservable Module property, application will show a validation error and will not create a multi-day reservation.

Role required: sn_wsd_core.workplace_user

Procedure

1. Navigate to Workplace Core > Workplace service portal > Workplace Service Portal Home > Make a Reservation.
   This option is also available on the Reservation drop-down list on the top-right pane of the home page.

   For more information about how to create a reservation, see Create a reservation.

2. Select a Reservable Module, for example: Desks.

   The reservation paths are enabled on the Reservable Module and define the available search criteria.

   • Desks
   • Rooms
   • Desks with an Area
   • Meeting rooms require approval
   • Meeting rooms
   • Desks with a shift
3. On the Make a reservation page, select any of the Reservable paths:

   Multi-day reservation is supported for all reservable paths. For example, the following reservable paths can be enabled for a selected Reservable Module.

   • Browse all
   • Browse near a person

     For Browse near a person considerations, see Create a reservation.

   • Browse by area
   • Browse by neighborhood
   • Browse all spaces

   For example, select Browse all.

4. Enter the following information:
   • Building: Name of the building.

     For example: Building A, Lawson HQ, Santa Clara.

   • (Optional) Floor: Floor of the building where you want to make a reservation. The reservation admin can indicate per module if an employee can search for a floor.
   • From: Start date of your reservation. The time is displayed based on the selected building's time zone. When selecting multiple days, the start and end date, time and duration are visible.

     For example: June 16, 2023 9:00 AM.

     The tool tip shows the number of days a space can be reserved. For example, when the Max days in future value is 180 days, the tool tip will show the message as "This space is reservable up to 180 days in advance and for up to 7 days total". Here, 7 days is the value set in Max days for multi-day Reservable Module property.

     Note:

     If your selection for multi-day reservation exceeds the value specified in Max days in future or Max days for multi-day, then relevant error messages are displayed. You must enter the correct value that falls within the specified range and proceed with your reservation.

     If the Max days for multi-day value is set to 1, then only a single day reservation is allowed.

   • To: End date of your reservation. Select a time when you would stop using the workplace item. The time is displayed based on the selected building's time zone. If you select a time that is not allowed or permitted as configured on the Reservable module, you are informed.

     For example: June 19, 2023 5.00 PM.

   • All day:
     Note:

     Single day or All day reservation can be made if the Max days for multi-day Reservable Module value is set to 1. If the Max days for multi-day value is more than 1, the All day option is disabled on the reservation portal and single day reservation cannot be made.
   • Recurring: Option for reserving the workplace item on a recurring basis. The Recurring option is displayed or hidden based on the Allow recurring reservations option settings on the Reservable module page.

     Select this field and specify the number of days and the number of times that you want to repeat the reservation. For weekly reservations, select the days of the week for the reservation.

     The application validates availability when creating a reservation in series. For each day in the series, a multi-day reservation is created. In the case a reservation is colliding or conflicting, the application tries to find an alternative space if the Auto-resolve recurring conflicts property is enabled on the Reservable Module. For reservation occurrences that cannot be planned or when an available space could not be found, the reservation will be in a conflicted state and the employee must handle it manually. For more information, see Auto-resolve recurring reservations.

5. Select Add another building.
   Reserve multiple workplace items across multiple locations and buildings belonging to the same neighborhood.

   The buildings can belong to different time zones for the same date and time in a single reservation.

   Note:

   This option is available if you've selected Allow multiple reservations check box on the Reservable Module Configuration.

   For more information, see Create multi-building reservations.

6. Click Search.
   The workplace items that match the search criteria and which are available for reservations are displayed. By default when you click Search, the first building card is shown as selected and the available spaces in that building are shown.

   Note:

   While browsing near a person, if there are any private spaces, then they are not displayed in the search result.
7. The card view shows all the available spaces.
   Note:

   You can switch between the Card view tab and the Schedule view tab to review the reservation timelines and the availability of workplace items.

   (Optional) To mark a location as favorite, click the Card view or Schedule view click the favorite icon (Favorite icon.)

8. Click Map view, select a space and then select Add to add the space.

   The map view shows available and booked spaces.

   • If your organization is using floor maps, view the floor maps using Mappedin or Indoor Mapping as your map provider.

     .
     • Select a Campus on the Map view.
     • Select a Floor from the drop-down list.
     • Zoom in to select a building and location

       The building names are alphabetically sorted or sorted as per the Order that you have configured in the Buildings table.

9. For a multi day reservation search, the Schedule view shows available spaces in a day view.

   The schedule view shows available as well as unavailable spaces.

   

   • Clicking the chevron will take you to the next day and previous day.
   • In case of a single day reservation, one-hour blocks are used to show the time scale for a day.
10. Click Add.
11. Select a Space or Spaces.
12. Select Next.
13. On the form, fill in the fields.

    Table 1. Reservation details from

    Field	Description
    Reservation subject	Subject of your meeting.
    Make all space details private	Option to make all the selected spaces as private. Note: The option is displayed based on the location privacy setup of the selected space(s). If you have selected multiple spaces, you can also specify your privacy preference for each space individually, using the Mark space details private below each space on the form.
    Make space details private	Option to set the space details of the space as private. Note: The option is displayed based on the privacy setup of the space.
    Make subject private	Option to mark the subject of the reservation as private.
    Reserve these items together for the same person	Option to reserve all the workplaces for the same user. This option appears if you've selected multiple workplace items for reservation.
    Add a virtual meeting link	Option to generate a virtual meeting link so that remote employees can join the reservation. Note: (Only applicable for Microsoft Teams) As of the May Store 2023 release, when adding a meeting link, the application will retrieve the meeting details while synchronizing the event with a calendar provider.
    This reservation is for	If you're requesting a reservation on behalf of someone else, select the name of that person. Leave this field empty if you're requesting a reservation for yourself.
    Number of attendees	Number of people expected to attend the meeting.
    Add notes	Option to add the meeting note to a reservation using the rich text editor. The notes can be shared with the meeting invitees. Users can also copy and paste text to the editor. The message can contain a maximum of 65,000 characters. Note is saved on the reservation record. Employees can update the note when required. The invitees receive a notification when note is added or updated. The reservation summary page shows the summary of the meeting note. This option is available only if you have selected the Allow reservation message option on the Reservation widget configuration. For more information, see Configure a reservable module.
    Add invitees to this reservation
    Note: This section appears only if your administrator has enabled the configuration to invite attendees to this workplace location. This option will not appear if the Number of attendees option is displayed for the workplace location.
    Invite coworkers	Employees whom you want to invite to the reservation.
    Invite external visitor	Option to invite external visitor. Note: This option appears only if you have the Workplace Visitor Management application installed. The visitor details are automatically logged in the Workplace Visitor Management application for the reception staff to perform visitor-related tasks. If you've already registered the visitor, do the following: Select Previous visitor. In the Select a prior visitor field, select the visitor. You can also preview the visitor details and modify any details if required. The details are updated automatically in all the visitor-related records and registration records. If you're registering the visitor for the first time, do the following: Select Add new visitor. Select the Visitor type. If the guest is a special guest, enable VIP. Enter the First name of the visitor. Enter the Last name of the visitor. Specify the Email Address of the visitor to send registration details and communications. Enter the Phone number of the visitor. Enter the Organization details of the visitor. Enter the Title of the visitor. In the Private notes section, specify any private information. In the Visitor preferences and Notification preferences fields, select the visitor's preferences. Add the visitor by clicking Save and add.
    Add extra services	Click the Add extra servicesdrop-down list to select a service that you want to add to your current reservation. Note: The Add extra services option is not available for recurring reservation. When the employees select multi-building locations, new services are shown for the selected spaces so that they can add the services. For example: In case if you have selected space arrangements as an extra service, then select the following items: On the Add Space Arrangement dialog box, select a service from the drop-down list. For example, select Chair layout. Select the Chair layout options: Classroom style Banquet rounds Theater style Select the Number of seats. Add additional comments for the service item. Click Add. A new case is created when a reservation or services are updated. A reference is added to the old and new service. Application tries to retain the services. In case while updating a reservation, the space or location is not changed, then the services are visible and employees can update the reservation after changing the date and time. In case, if space or location is changed while updating a reservation, then the application tries to propose the available services and applicable for a new location. Employees must select the suggested services and add it to their reservation while updating it. In case if you are adding a space while updating a reservation, then you must add the services manually. Note: In case, if you add a service item, a new case is created. If you update the reservation date, time, or location and update services by retaining or discarding them, then a reference is added to the new service (replacement case for) on the new case record and also a reference is added to the old service. A summary is added to the new case for items that are added, updated, or removed. For more information, see View and track workplace cases.
    Edit <services name>	Click Edit to update the services. The Update <services name> dialog box is shown. Click Update to update the services.
    Remove <services name>	Click Remove to remove the services from a reservation. A confirmation message is shown to confirm whether you want to remove the services from a reservation.

14. After verifying the services, employees can select a new date, time, and space to update the reservation details.

    On the Reservation Details page, select Change date, time, or location to update a reservation.

    On the Update meeting room reservation page, modify the Start date and time and End date and time. For more information about how to modify a reservation, see Share, modify, or cancel a reservation. If the item doesn't require any approval, the selected workplace item is reserved. The reservation details are displayed on the Reservation summary page. The state of the request is updated to Confirmed.

15. When you update a reservation, the Reservation details page shows the Retain extra services option to retain the services from the previous location and reservation.
    For more information about how to retain services, see Create a reservation.
16. Click Submit reservation.
17. Click Reservation Summary to navigate to the Reservation Summary page.

    In case of multi-day reservation, the Reservation Summary page will show the reservation end duration.

    

18. Click My Reservation to navigate to the My Reservations page.
19. View and track the progress of your reservation status using the My Reservations page.

    

    • Confirmed: State to indicate that the reservation for the selected building is confirmed.
      Note:

      The New space state indicates that a new space is assigned due to a conflicted reservation.
    • Conflicted: State to indicate that the application was not able to resolve the recurring reservation. Employees must manually find an alternate space, date, and time. Use the Actions field on the Reservation Summary page to Change reservation occurrence, Cancel occurrence. Cancel series, or Share reservation.
      Note:

      When a conflicting recurring reservation gets auto-resolved with the auto-resolution feature, it's status in Reservation subtype column is shown as Exception on the Workplace Reservations table.

      For more information, see Auto-resolve recurring reservations.

20. The Reservation Summary page shows reserved spaces and it's status along with the duration for the reservation in case of multi-day reservation.

    Employees are informed in the case if they are viewing a multi-day reservation.

21. The Actions tab on the Reservation Summary page shows the following options:
    • Share Reservation: Perform the following steps to share a reservation:
      1. Select Actions > Share reservation.
      2. In the Send reservation details to field, select the users that you want to share the reservation with.
      3. In the Include a note, enter a note if required.
      4. Click Send.

         The reservation details are shared after the state of the reservation is Confirmed. If you edit the reservation details after sharing, the application will prompt you asking whether you want to send an email update to the users that you shared the reservation details with earlier.

    • Update Reservation details
    • Cancel Reservation: To edit or cancel your reservations, see Share, modify, or cancel a reservation.
22. Click Check in to check in a reservation, if the workplace item that you've reserved requires check-in and check-out.

    In the case an employee checks in their reservation, the complete reservation is checked in. The admin can indicate if a check in is allowed when there is still an active reservation happening on that space.

    Note:

    You must check in within 30 minutes before the reservation start time. If the reservation is not checked in within 30 minutes before the reservation start time, then the reservation is canceled. You will receive an email about the cancellation. The Check in option is also available on the My Reservations page.
23. Click Check out to check out a reservation.

    In the case an employee checks out their reservation, the end date and time is updated and the space is made available again.

    Check out within 30 minutes after the reservation end time. If the reservation is not checked out within 30 minutes after the reservation end time, you receive an email reminder to check out the reservation. The Check out option is also available on the My Reservations page.
24. An email notification is sent with the details of your reservation and the reservation is updated with your changes.

    In case of multi-day, reservation, the email notification contains the multi-day reservation details along with the number of days and hours a space is reserved for. For more information, about sharing a reservation, see Create a reservation.

    

Result

What to do next

Review your reservation details on the Reservation summary page.

1. On the Reservation summary page, select Actions > Share reservation.
2. In the Send reservation details to field, select the users that you want to share the reservation with.
3. In the Include a note, enter a note if required.
4. Click Send
5. When you share a reservation, invitees will receive an email notification.

   

   You can perform the following from a shared reservation email:

   • Login as System Administrator.
   • Navigate to All > Emails > Open shared reservation.
   • Two clickable links Browse all spaces and Reserve a space for me are shown:
     • Browse all spaces: Click the Browse all spaces link to open the Reservation portal search page.

       If the shared reservation start date (current date) is within the number of days specified in the Max number of days for browse near a person Reservable Module property, then the Browse all spaces clickable link from a shared email notification will show pre-filled dates for a selected team member or colleague on the reservation portal search page.

       

       • On the Reservation portal search page, the Browse near a person is selected by default.

         If this path is not available, then, the Browse all path is used.

       • All the fields are pre-filled for a selected team member or colleague.
       • In case of multi-day reservation, the first day of a multi-day reservation is pre-filled. If the first day is in the past but the current date is still within the reservation time, the current date is selected. In case of multi-day reservation, consider the following:

         • Start date and time: The first day of the multi-day reservation is shown. Start time is the start time of the reservation.
         • End date and time: The End date and time of the reservation is pre-filled.

         For more information about multi-day reservation, see Create a multi-day reservation.

       Note:

       If the start day (current date) of a shared reservation is past the value set in the Max number of days for browse near a person Reservable module property, the Browse all spaces clickable link will not show pre-filled dates on the Make a reservation search page. Application shows a validation error message "Reservation date for the selected user has changed. Select a date'. In this case, employees must manually, select the Start date and time and End date and time.
     • Reserve a space for me: When an employee clicks open the Reserve a space for me link from an email, the space reserved for a colleague or team member is selected by default. The system will create a reservation with the same start and end date and time. If the start date of the reservation falls prior to the current date, then the current date will be taken as the start date of the reservation. For example, if the start date is October 15, 2023 and the current date is October 17, 2023, the system will use the current date (October 17, 2023).
       Note:

       When making a reservation directly by using the Reserve a space for me clickable link option, application ignores the value set in the Max number of days for browse near a person Reservable module property and creates a reservation.

       

• 1. On the Reservation summary page, select Actions > Share reservation.
  2. In the Send reservation details to field, select the users that you want to share the reservation with.
  3. In the Include a note, enter a note if required.
  4. Click Send
  5. When you share a reservation, invitees will receive an email notification.

     

  6. You can perform the following from a shared reservation email:
     • Login as System Administrator.
     • Navigate to All > Emails > Open shared reservation.
     • Two clickable links Browse all spaces and Reserve a space for me are shown:
       • Browse all spaces: Click the Browse all spaces link to open the Reservation portal search page.

         If the shared reservation start date (current date) is within the number of days specified in the Max number of days for browse near a person Reservable Module property, then the Browse all spaces clickable link from a shared email notification will show pre-filled dates for a selected team member or colleague on the reservation portal search page.

         • On the Reservation portal search page, the Browse near a person is selected by default.

           If this path is not available, then, the Browse all path is used.

         • All the fields are pre-filled for a selected team member or colleague.
         • In case of multi-day reservation, the first day of a multi-day reservation is pre-filled. If the first day is in the past but the current date is still within the reservation time, the current date is selected. In case of multi-day reservation, consider the following:

           • Start date and time: The first day of the multi-day reservation is shown. Start time is the start time of the reservation.
           • End date and time: The End date and time of the reservation is pre-filled.

           For more information about multi-day reservation, see Create a multi-day reservation.

         Note:

         If the start day (current date) of a shared reservation is past the value set in the Max number of days for browse near a person Reservable module property, the Browse all spaces clickable link will not show pre-filled dates on the Make a reservation search page. Application shows a validation error message "Reservation date for the selected user has changed. Select a date'. In this case, employees must manually, select the Start date and time and End date and time.
       • Reserve a space for me: When an employee clicks open the Reserve a space for me link from an email, the space reserved for a colleague or team member is selected by default. The system will create a reservation with the same start and end date and time. If the start date of the reservation falls prior to the current date, then the current date will be taken as the start date of the reservation. For example, if the start date is October 15, 2023 and the current date is October 17, 2023, the system will use the current date (October 17, 2023).
         Note:

         When making a reservation directly by using the Reserve a space for me clickable link option, application ignores the value set in the Max number of days for browse near a person Reservable module property and creates a reservation.

         

  The reservation details are shared after the state of the reservation is Confirmed. If you edit the reservation details after sharing, the application will prompt you asking whether you want to send an email update to the users that you shared the reservation details with earlier.

• To edit or cancel your reservations, see Share, modify, or cancel a reservation.
• To download an iCalendar, see Download an iCalendar for a reservation.
• To view, add, or remove any invitees from the reservation, do the following:
  1. On the Reservation summary page, select the Invitees tab.

     The details of the invitee their name, email, assigned location, and invite acceptance states are displayed.

  2. If you've selected multiple workplace items and you want to reassign the invitees to a different location, do the following:
     1. Select the check box next to the invitee.
     2. Select Actions > Assign to.

        You can also select the Actions icon () next to the invitee details.

     3. In the New location assignment field, select the location where you want to move the invitee.
     4. Click Send update.
  3. Add or remove an invitee.
     1. On the Reservation summary page, select Actions > Change reservation details.
     2. On the Reservation details page, go to the Add invitees to this reservation section.
     3. Add an invitee by selecting the invitee name from the search list.
     4. Remove an invitee by clicking the remove icon () near the invitee name.
     5. Click Update reservation details tab.
  Invitees and visitors receive email notifications for the following actions:

  • When a reservation is created, they will receive an email notification that they are invited to the reservation.
  • When a reservation is cancelled or updated.
  • When an invitee or visitor is removed from the reservation, they will receive an email notification that the invite has been canceled for them.
  Note:

  If push notifications are enabled in your organization and you have the Workplace Service Delivery for Mobile application, you will receive notifications for your reservation on your mobile device. For more information on reservation-related push notifications, see Mobile push notifications for workplace reservations.

  For more information about making multi-day reservation using the Space Details page, see Set a location as favorite using the Space details page.

Related tasks

• Create a reservation
• Create reservation for multiple workplace items
• Create multi-building reservations
• Create neighborhood reservations
• Create a reservation along with a shared reservation
• Create a reservation including a virtual meeting link
• Create a shift reservation
• Create a group reservation
• Share, modify, or cancel a reservation
• Reserve a workplace using the Quick Reservation widget
• Download an iCalendar for a reservation
• Set a location as favorite using the Space details page
• Auto-resolve recurring reservations