Manage your workplace schedule and reservations

Employees can plan their hybrid workplace schedule and modify workplace presence preferences (in-office, Remote, and visiting another office) in Workplace Service Delivery for Mobile. Employees can view their preferred in office days and get an insight on their preferred collaborators. They can make reservations based on their preferred workplace and collaborators.

Before you begin

View your workday presence schedule on a calendar and reserve a space using Workplace Service Delivery for Mobile. Change desk suggestions to another location or workspace. Indicate the office location that you are visiting and the desk and services that you may need when visiting another location. Get insights on workplace collaborators who plan to be in office on the days when you are in office. Change your workplace preferences, workplace presence information as and when required to maximize workplace productivity and collaboration. If no collaborators are available in your in-office days, update your in-office presence days to match it along with that of your preferred collaborators.

Make sure that you have installed and configured the following applications:

• Workplace Service Delivery for Mobile
• Workplace Core
• Workplace Reservation Management
• Workplace Concierge
• Indoor Mapping
• Workplace Central
• Workplace Space Management
• Workplace Space Mapping

Role required: sn_wsd_core.workplace_user

Procedure

1. Log in to the Now Mobile® app.
2. Access your Workplace Service Delivery for Mobile instance.
3. Tap and select the Workplace location pin icon () from the mobile home page.
   The location pin changes to a blue pin icon ( ). The workplace screen appears for you to coordinate your workdays and collaborate with your preferred collaborators.
4. On the Schedule calendar view, make the following changes as required:
   Get insights on your reserved workdays. If you have an existing reservation for a selected date, the date is shown with a dot on the calendar. By default, the current week, day, and month is selected on the calendar.

   

   1. View your in-office, remote workday schedule for a week on the calendar.
      The calendar view shows your hybrid workday schedule (In-office, Remote). Use the chevron button to toggle between different calendar views (Day, Week, and Month). Adjust your calendar view as required.

      • Use the chevron next button () to view the next or future week when you are in a week view on the calendar. To view the next month in a calendar, expand the calendar and tap the next button. By default, the calendar view is collapsed to show only a week view.
      • Use the chevron previous button () to go back to the previous week or weeks.
      • Use the chevron expand button () to expand the calendar view for a month if it is in a collapsed state (shows only a week view for a selected month when collapsed).
   2. Tap and select Change preferences to change your workplace preferences.

      You are taken to the In-office preferences screen. Change or modify your location, collaborators, and workplace services preferences as required. For more information, see Manage your in-office presence preferences.

   3. Change your workplace presence information from in-office, remote, or visiting another office.

      The application fetches presence information from the Employee presence configuration. For information, see Set Employee Presence.

      • In-office: Option to indicate your in-office presence or days when you are working from office. For example, if you change your in-office presence to Remote, the changed location message is displayed.

        Select Cancel exception to revert back the changes that you made to your workday presence schedule. Revert back to In-office from Remote. A message is displayed "Exception canceled".

        

      • Remote: Option to indicate that you are working remotely or from home. When you select a remote day on the calendar, application shows the message "You are working from home this day".

        

        For example, if you change your preference from Remote to In office, application shows the message 'Location changed."

      • Visiting another office: Option to indicate that you are in office but visiting another office.

        

        When you try to change a remote or in-office day to Visiting another office, the change location dialog box opens. By default, your preferred location is suggested. You can search and select a new location. Select Change Location to update a new location.

        

5. In Desk suggestions, review the suggested workplace location, floor, and building.

   

   Note:

   Desk suggestions card is displayed based on a property (sn_wsd_concierge.allow_overlapping_reservations) set by your administrator. For more information, see Properties installed with Workplace Concierge. When this property is enabled, Desk suggestions are shown for a reservation. If you have multiple reservations for a day, the reservations are shown in a carousel for you to scroll and select.

   If the sn_wsd_concierge.allow_overlapping_reservations property is set to false by your administrator, you are not allowed to create an overlapping or parallel reservations for a day. You can make only a single reservation for a selected workspace.

   If All day is enabled and All day meaning is set to Full day, an employee can make a reservation for an entire day depending on the building time zone. For example: 10.30 to 12.00 based on your office building time zone. For more information, see Configure a reservable module.

   Application provides Desk suggestions based on your past and future reservation data, frequently used desk or spaces, preferred locations, favorite spaces, preferred workplace services, and preferred collaborators. The Suggestion tags you have added to the Space Suggestion configuration table is displayed on the Desk suggestions card. For example, Reserved frequently, Your favorite, and so on. For more information, see Space suggestion Configuration.

   1. To update or change a suggested workspace in the Desk Suggestions card, select the Suggest another refresh button icon ().
      Application shows the available spaces in a building. At a time, the application shows 10 maximum suggestions when an employee taps and selects the refresh button repeatedly. After the tenth attempt, the application shows a message, " Still looking for a space that fits your requirements? Click here to review suggestions again." Selecting Click here to review suggestions again displays a new set of workspace suggestions.

      Note:

      If there are no available spaces based on employee preferences, the Suggest another option can also show a single space or few spaces (and not 10 preferred available spaces always) when an employee selects the refresh button.

      

      To review previous suggestions, tap and select "Click here to review suggestions again".

      Select Search all spaces if you are don't find the workspace that you are looking for. Selecting Search all spaces opens the Make a reservation screen on the mobile app. For more information, see Make a reservation using the Now Mobile app.

      

   2. Select Reserve to reserve a space for a selected date and time.

      If the user has no reservations for a selected day, a message appears 'You have no reservations for this day".

      If the user has reservations on a selected day, following information is shown in the suggested workspace card;

      • Reservation time based on building time zone and location.
      • Reservation status (Confirmed, Completed, Awaiting confirmation, and so on.)
      • Space Name
      • Campus, Building, and Floor name.
      • Time. The reservation time depends on the reservation system property for start time (sn_wsd_rsv.day_start) and end time (sn_wsd_rsv.day_end). The reservation time depends on the building time zone.
      • Reservable module name: Desks.
      • Capacity: Meeting room capacity.
      • Standard services and Location purposes
      • Workspace Image (if the workspace has an image associated with it)

      If a user has multiple reservations on the same date, they can view all their reservations by scrolling forward and using the workspace card carousel widget in Desk Suggestions.

      When there's no reservations for a selected workday, the application shows "You have no desk reservations for today." If you don't make a reservation, application shows "You have not made a reservation for this week's in-office day for (<date and month name>)''. If you select a remote day, application shows "You are working from home this day."

      Reservation timings are based on the All dayReservable module configuration set by your administrator. If All day is enabled and All day meaning is set to Full day, you can make a reservation for full day (one day or entire day based on your building timezone). For Example, reservation timings is shown from 10.25 to 23.59 based on your office full day time zone settings. For more information, see Configure a reservable module.

   3. Check in and check out your reservation as required.

      

      

   4. Select Get Directions to navigate to the Location Directory page and view the selected workspace on a floor map.

      The Get Directions button is only available if the selected floor is having an Indoor Mapping map.

      

6. From Your in-office collaborators card, Tap View to view your collaborators.

   The application fetches your preferred collaborators information from the Employee presence configuration. For information, see Set Employee Presence.

   Application shows the following information for your preferred collaborators:

   • The number of collaborators who plan to be in office while you are visiting office
   • View details of collaborators who are visiting another office in your in-office day.
   • Collaborators who are working remotely on your in-office day

   If there are no collaborators for a selected in office day, application shows "None of your collaborators plan to be in office on this day."

   

   

7. Review your in office days insights for a selected date.

   If all your preferred collaborators are planning to be in office on your in-office day, application shows "100% of your collaborators plan to come to the office". For days when you are working from home or remotely, application shows "No insights present for this date."