Creating reservations with the Room Reservation Perceptive app

Use the Room Reservation app on your mobile device or desktop to make a reservation, add rooms or equipment to that reservation, and add room service orders if needed.

Workplace Services records the last building that the user reserved from the Room Reservation app. This building is automatically selected in Workplace Services the next time the user creates another meeting reservation if the user does not have a primary building or the app does not detect a location through location services.

Note: If you're also using the Room Panel Perceptive App, help ensure that all active users of that app have the time zone and time format (24 hour or AM/PM format) set in their profile. If the user's time zone is not set, the reservation time zone is not populated, which can result in the Calendar details could not be retrieved error in the Room Reservation app.
Starting in Maximo® Real Estate and Facilities 9.2, if a location has no rooms or workspaces available, the system displays an inline notification message and disables the floor drop-down menu, search, filter, and expand options so you no longer search for unavailable reservation services.
Important: This feature is available only in the feature channel. In Maximo Real Estate and Facilities, customer-managed users can use the feature channel to update their nonproduction instances to preview new features. As a SaaS user, you can use this feature in your Maximo Application Suite as a Service environment. For more information, see What's new in the feature channel for Maximo Real Estate and Facilities.

Self-service and delegate roles

Basic steps

You can view your profile details by clicking the My Profile icon in the app. Your profile opens in the foundational application.

Workspace

As a End-user roles self-service role, take the following steps to reserve a workspace:

  1. Open the Room Reservation app.
  2. In the Agenda screen, review your list of reservations.
  3. Select Workspace.
  4. In the Reserve a workspace screen, specify the following details.
    Date and time
    Select Simple. Specify the Day and Time. Click Done.
    Workspace
    Search and select one or more available rooms. Click Done.
    Note: Colleague's location. To reserve a workspace near a colleague's reserved workspace, see Colleague steps.
  5. Click Create to create the reservation.
  6. Click Edit to edit the reservation. Click Update.
Meeting room
As a End-user roles self-service role, take the following steps to reserve a meeting room:
  1. Open the Room Reservation app.
  2. In the Agenda page, review your list of reservations.
  3. Select Meeting room.
  4. In the Reserve a meeting room page, specify the following details.
    Title
    Enter the title of your reservation.
    Attendees
    Specify the names of the attendees. Click Done.
    Date and time
    Specify the Start date, Start time, End date, and End time. Click Done.
    Rooms
    Search and select one or more available rooms. Click Done.
    Tip: On the Select room page, in the floor plan view, you can zoom in on the floor plan and click Search this area.
    Online meeting
    Specify the details for the Name, URL, Password, and Call-in information. Click Done.

    Alternatively, if Microsoft Exchange is Maximo Real Estate and Facilities, click Teams Meeting to enable a Microsoft Teams video call for your meeting. Your meeting invite includes a Join Teams Meeting button. Selecting Teams Meeting, overrides any online meeting that is selected previously.

  5. Click Create to create the reservation.
  6. Click Edit to edit the reservation.
  7. Click Update.

Advanced steps

Workspace
As a End-user roles self-service role, take the following steps to reserve a workspace:
  1. Open the Room Reservation app.
  2. In the Agenda page, review your list of reservations.
  3. Select Workspace.
  4. In the Reserve a workspace page, specify the following details:
    Date and time
    Select Advanced. Specify the Start date, Start time, End date, and End time. If needed, specify another Time zone. If you want to set up a repeating meeting, select This workspace reservation does not repeat to specify the recurrence Type and End, then click Apply. Click Done.
    Workspace
    Search and select one or more available rooms. If needed, select Change location to specify another building. If needed, select Filter to specify different or more filters, then click Apply. Click Done.
    Private rooms
    When you select Filter, you can enable Show private rooms to view the private rooms, but you cannot reserve them. To reserve a private room, you must contact the Reservation Coordinator who can reserve the private room for you through the foundation UI application.
    Room conflicts
    If you set up a repeating reservation and the selected room has one or more unresolved exceptions or conflicts (for example, 4 of 6 matches), you can still create the reservation, but you must resolve the conflicts before the affected occurrences occur.
    Colleague's location
    To reserve a workspace near a colleague's reserved workspace, see the colleague steps in this topic.
  5. Click Create to create the reservation.
  6. Click Edit to edit the reservation, then click Update.
Meeting room
As a End-user roles self-service role, take the following steps to reserve a meeting room:
  1. Open the Room Reservation app.
  2. In the Agenda page, review your list of reservations. If you're set up as a calendar delegate, see the delegate steps in this topic.
  3. Select Meeting room.
  4. In the Reserve a meeting room page, specify the following details.
    Title
    Enter the title of your reservation.
    Attendees
    Specify the names of the attendees and click Done.
    Date and time
    Specify the Start date, Start time, End date, and End time. If needed, specify another Time zone. If you want to set up a repeating meeting, select This meeting does not repeat to specify the recurrence Type and End, then click Apply. Click Done.
    Rooms
    Search and select one or more available rooms. If needed, select Change location to specify another building. If needed, select Filter to specify different or additional filters, then click Apply. Click Done.
    Select room
    On the Select room page, in the floor plan view, you can zoom in to the floor plan and click Search this area.
    Approval notification
    Starting in Maximo Real Estate and Facilities 9.2, rooms that require owner approval display a Requires approval notification. This helps you identify which rooms provide automatic reservation confirmation and which require approval from the room owner before your reservation is confirmed.
    Important: This feature is available only in the feature channel. In Maximo Real Estate and Facilities, customer-managed users can use the feature channel to update their nonproduction instances to preview new features. As a SaaS user, you can use this feature in your Maximo Application Suite as a Service environment. For more information, see What's new in the feature channel for Maximo Real Estate and Facilities.
    Private rooms
    When you select Filter, you can enable Show private rooms to view the private rooms, but you cannot reserve them. To reserve a private room, contact the Reservation Coordinator who can reserve the private room for you through the foundation UI application.
    Room conflicts
    If you set up a repeating reservation and the selected room has one or more unresolved exceptions or conflicts (for example, 4 of 6 matches), you can still create the reservation, but you need to resolve the conflicts before the affected occurrences occur.
    Unavailable rooms or workspaces
    When you apply the Show unavailable rooms or Show unavailable workspaces search filters, you can see the owner of an unavailable meeting room or workspace in your search results. An information icon displays the name, email address of the reservation owner, and the date of reservation. This information is displayed only for reservation owners who have selected the Share Reservation? option on their profile. You can also see this information on the Room Reservation summary page.
    Setup and breakdown
    If the selected room has a setup time and breakdown time, make sure that your reservation has additional time before and after the reservation for these tasks.
    Equipment
    After you select a room, if the equipment option is available, you can select More options > Equipment to add equipment. Specify the Quantity and any Instructions for each available equipment type. Click Done.
    Food service
    After you select a room, if the catering option is available, you can select More options > Catering to add catering. Specify the Quantity and any Instructions for each available food or drink item. Click View order summary. Specify the Order name, Delivery date, Delivery time, and any Instructions for the full order. Then click Complete order.

    If you add catering items from different vendor menus, separate purchase orders are generated for each vendor. Purchase order details, such as the delivery date, vendor name, and purchase order ID for each vendor, are displayed for each separate order.

    Reservation cost summary
    If your selected rooms are set up with room services and related cost codes, enter the Account code against which the room service costs are charged.
    Online meeting
    Specify the details for the Name, URL, Password, and Call-in information. Click Done.

    Alternatively, if Microsoft Exchange is Maximo Real Estate and Facilities, click Teams Meeting to enable a Microsoft Teams video call for your meeting. Your meeting invite includes a Join Teams Meeting button. Selecting Teams Meeting, overrides any online meeting selected previously.

    Additional location information
    If needed, specify any additional details about the location.
    Description
    If needed, specify any other details about the reservation. Click Done.
  5. Click Create to create the reservation.
  6. Click Edit to edit the reservation. Click Update.
    Rooms
    Resolve conflicts
    If you set up a repeating meeting and the selected room has one or more unresolved exceptions or conflicts (for example, 4 of 6 matches), you can edit the reservation to resolve the conflicts before the affected occurrences occur.

Delegate steps

When Maximo Real Estate and Facilities is integrated with Microsoft Exchange, an Executive Assistant can be set up as a Microsoft Outlook calendar delegate for one or more users. Executive Assistants can set up meetings and reserve rooms on behalf of one or more of these other users in the Room Reservation app.

For more information on how to set up a Microsoft Outlook calendar delegate, see Calendar delegation in Outlook on the web. After a calendar delegate is set up and the delegation request is accepted by the delegate, the Room Reservation app looks at the delegate permissions in Microsoft Exchange to determine whether the delegate role can change the user calendar (or context) by selecting Change.

Starting in Maximo Real Estate and Facilities 9.2, when you configure a delegate in Microsoft Outlook , the delegation automatically syncs to Maximo Real Estate and Facilities when you open the Reserve app. Delegates are added to My Profile > Preferences > Reservation Delegates. When you remove a delegate in Microsoft Outlook , the change syncs automatically and the delegate is removed from Maximo Real Estate and Facilities.
Important: This feature is available only in the feature channel. In Maximo Real Estate and Facilities, customer-managed users can use the feature channel to update their nonproduction instances to preview new features. As a SaaS user, you can use this feature in your Maximo Application Suite as a Service environment. For more information, see What's new in the feature channel for Maximo Real Estate and Facilities.

As an End-user roles delegate role, take the following steps to reserve a room in another calendar:

  1. Open the Room Reservation app.
  2. In your Agenda page, review your list of reservations.
  3. Select Change to specify another calendar. Click Change.
  4. In the Agenda page, review the list of reservations from the selected calendar.
  5. Continue with either Basic steps or Advanced steps.

The delegate role can also change the user calendar (or context) from the Reserve a meeting room page by changing the Meeting owner.

Colleague steps

Workspace only
As a End-user roles self-service role, take the following steps to reserve a workspace near a colleague's reserved workspace:
  • Open the Room Reservation app.
  • In the Agenda page, review your list of reservations.
  • Select Workspace.
  • In the Reserve a workspace page, specify the following details:
    Date and time
    Select Simple. Specify the Day and Time. Click Done.
    Workspace
    Select Colleague's location. Search for a colleague to see any related reservations. From your colleague's list of reservations, select a reserved location. Search and select one or more available nearby locations. Click Continue.Select Recenter to colleague location to locate and focus on the selected colleague in the floor plan. You can also copy your colleague's email address from the Colleague menu.
    Shared reservations
    To see the reservations of your colleagues, your colleagues must enable the Share Reservations? field from their People record Profile tab, or My Profile record My Profile tab. Otherwise, they may choose to not share their reservations.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

Basic QR code steps

Creating a QR code for a workspace
As an Technical roles, End-user roles, or End-user roles role, take the following steps to create a QR code for a workspace:
  1. Create the QR code with your preferred QR code generator by using the Bar Code Entry field from the space record.
    Note: Different QR code generators use different algorithms, so you may get different patterns for the same field value.
  2. Affix the QR code to the workspace.
Reserving a workspace with a QR code
As a End-user roles self-service role, take the following steps to reserve a workspace with a QR code:
  1. Open the Room Reservation app.
  2. In the Agenda page, review your list of reservations.
  3. Select Workspace.
  4. In the Reserve a workspace page, select the Scan QR Code icon. Scan the QR code.
  5. Click Create to create the reservation.
  6. Click Edit to edit the reservation. Click Update.

Advanced QR code steps

Creating a QR code for a workspace
As an Technical roles, End-user roles, or End-user roles role, take the following steps to create a QR code for a URL address that contains a preselected workspace:
  1. Create or obtain the URL address that contains a preselected workspace.
    Note: For information on how to access the Room Reservation app from a URL address that contains a preselected room with or without a date-time range, see the web browser access section in this topic.
  2. Create the QR code with your preferred QR code generator by using the URL address.
    Note: Different QR code generators use different algorithms, so you may get different patterns for the same URL address.
  3. Affix the QR code to the workspace.
Reserving a workspace with a QR code
As a End-user roles self-service role, take the following steps to reserve a workspace with a QR code for a URL address that contains a preselected workspace:
  • Scan the QR code.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

Automatic room check-in with Internet of Things (IoT) occupancy sensors

Starting in Maximo Real Estate and Facilities 9.2, if integrated with IBM Maximo Monitor, you can enable automatic check-in for room reservations using Internet of Things (IoT) occupancy sensors. For rooms with check-in policies and connected Cisco Webex devices, the system automatically monitors occupancy and checks you in when your presence is detected.
Important: This feature is available only in the feature channel. In Maximo Real Estate and Facilities, customer-managed users can use the feature channel to update their nonproduction instances to preview new features. As a SaaS user, you can use this feature in your Maximo Application Suite as a Service environment. For more information, see What's new in the feature channel for Maximo Real Estate and Facilities.

The system polls the IBM Maximo Monitor API every minute during the buffer period. If occupancy is detected, you are automatically checked in to your reservation. If no occupancy is found until the auto-cancel time, the reservation is automatically cancelled and the room becomes available for others to book.

You can still check in manually using the Room Panel or Room Reservation app at any time. This feature works only for meeting rooms with check-in policies enabled, not for desk reservations.

For more information about IBM Maximo Monitor, see IBM Maximo Monitor for Workplace Analytics.

Data flows

Integration data flow

Figure 1 shows the integration between the Room Reservation Perceptive app and Microsoft Exchange. The arrows represent the step-by-step data flow from clicking Create (Step 1) to seeing the newly created Maximo Real Estate and Facilities reservation (Step 11). The data flow in the Perceptive app follows a different path from the data flow in the foundation UI application. But this difference allows the Room Reservation app to offer an enhanced Maximo Real Estate and Facilities user experience.

Figure 1. Integration data flow
A diagram that describes the flow of data between different components as numbered arrows and lettered arrows between colored boxes. In the left-most third of the diagram, there is a green box above a yellow box. The green box is labeled 'Browser' within which a smaller blue box is labeled 'Perceptive App'. The yellow box is labeled 'Microsoft Exchange and Outlook'. Spanning the middle and right-most thirds of the diagram, a single large light-blue box is labeled 'TRIRIGA' within which two smaller vertical blue boxes are labeled 'TRIRIGA Platform' and 'TRIRIGA Application'.

Perceptive process flow

Although the data flow in the Perceptive app follows a different path from the data flow in the foundation UI application, their process flows are still similar. Figure 2 shows the reserve process flow. The process flow in the Room Reservation Perceptive app in the UX framework follows a similar path to the process flow in the foundation UI application, with only minor differences in sequence and terminology. These differences allow the Room Reservation app to offer an enhanced Maximo Real Estate and Facilities user experience.
Figure 2.
A diagram that describes the process flow between different actions as solid lines and dashed lines between colored boxes. In the left half of the diagram, a set of gray boxes is titled 'Foundation UI'. The first gray box is labeled 'Create Reservation', while the final gray box is labeled 'Submit Reservation'. In the right half of the diagram, a set of mostly blue boxes is titled 'Perceptive App'. The first blue box is labeled 'Select Meeting Room or Workspace', while the final blue box is labeled 'Create Reservation'.

UX Framework architecture

Although the original Polymer-based approach simplified Perceptive app development, it also introduced some limitations by lacking the support of: (1) non-Polymer applications, (2) third-party dependencies that use standard package managers, (3) module bundlers, and (4) IBM Carbon components. To overcome these limitations, the UX Framework was further enhanced to support any standard Web Application.

Perceptive app design

New Maximo Real Estate and Facilities provided Perceptive apps is based on UX Web Applications that are developed with ReactJS and IBM Carbon components, such as the Room Reservation app. By taking advantage of ReactJS and IBM Carbon components, the redesigned Perceptive app design allows the Room Reservation app to offer a tighter alignment with the Microsoft Outlook user experience, as well as a friendlier Maximo Real Estate and Facilities user experience.

Access the app

Security group access

The Reservation Coordinator group does not have the same request access as the Request Central - Reserve group. For more information, see Reservation types and End-user roles.

Request Central - Reserve
This group has limited access to the Room Reservation app, where users can submit reservation requests, but cannot manage reservable rooms or related room services.
Reservation Coordinator
This group cannot access the Room Reservation app, but can manage private rooms and related room services in the foundation UI application. This group does not have the same request access as the Request Central - Reserve group.
Application Administrator
This group has full access to the various reservation settings and options for the Room Reservation app, foundation UI application, and integration with Microsoft Exchange.

Web browser access

Portal
To access the Room Reservation app from the IBM TRIRIGA Application Platform 5.0 portal, select Reserve a meeting room or Reserve a workspace or an existing reservation.
Simple URL
To access the app from your mobile or desktop browser, enter the following URL address: 
https://<workspace_id>.facilities.<mas_domain>/app/tririgaRoomReservation

Where <workspace_id> and <mas_domain> are the values for your Maximo Real Estate and Facilities environment.

Advanced URL
You can also enter a URL address that contains a preselected room with or without a date-time range, where:
  • [room_spec_id] is the specId that appears in the URL of the space record
  • [start_date_time] is the start date-time in UTC format
  • [end_date_time] is the end date-time in UTC format
https://<workspace_id>.facilities.<mas_domain>/app/tririgaRoomReservation
   /new/[room_spec_id]/[start_date_time]/[end_date_time]

The following examples show two preselected rooms, one without and one with a date-time range.

https://<workspace_id>.facilities.<mas_domain>/app/tririgaRoomReservation
   /new/136735833

https://<workspace_id>.facilities.<mas_domain>/app/tririgaRoomReservation
   /new/132663629/2023-04-28T08:00:00-06:00/2023-04-28T17:00:00-06:00

Questions and answers

What happens if I don't see my reservable spaces?
A. If you don't see your reservable spaces in the Room Reservation app, make sure that your spaces are marked as Reservable in the space record.If you don't see your Private or Requestable rooms in the Room Reservation app, make sure that you enabled the filters to Show private rooms and Show requestable rooms.

If your reservable spaces are set up as Private or Requestable rooms, your reservations require actions by other roles. For example, Private rooms can be reserved by the Reservation Coordinator only. Requestable rooms can be reserved by any role, but the reservation requires approval by the Resource Owner or owner of the room.

What happens if my reservable spaces are set up with a setup time and breakdown time?
If your reservable spaces are set up with a setup time and breakdown time, your reservations set the selected rooms as unavailable during the setup period before the reservation and during the breakdown period after the reservation, to perform the related work tasks and prevent the rooms from being reserved during these periods.
What happens if my reservable spaces are set up with a required check-in?
If your reservable spaces are set up with a required check-in, your reservations present actions to Check in or Release room before the reservation starts, and Release room early before the reservation ends. If the check-in period expires, your reservations present actions to Recheck room if the room is available or Edit reservation if the room is no longer available. But if no required check-in is set up, your reservations present no actions.
What happens if I reserve multiple rooms with a required check-in?
If you add multiple rooms to your reservation, the Check in, Release room, and Release room early actions apply to the entire reservation. If you don't see the expected Check in and Release room actions, make sure that every room in your reservation is set up with a required check-in.

You can apply the Check in, Release room, and Release room early actions to individual rooms in a reservation with multiple rooms.

How do I set up a Microsoft Outlook calendar delegate?
For more information or guidance on how to set up a Microsoft Outlook calendar delegate, see Calendar delegation in Outlook on the web. After a calendar delegate is set up and the delegation request is accepted by the delegate, the Room Reservation app looks at the delegate permissions in Microsoft Exchange to determine whether the delegate role can change the user calendar (or context) by selecting Change.

Besides the Agenda screen, the delegate role can also change the user calendar (or context) from the Reserve a meeting room screen by changing the Meeting owner.

How are time zones handled in the React-based Perceptive app?
When you view a user's agenda, time-zone switching automatically adjusts the time zone based on the time zone of the device. When you create a new reservation, time-zone switching automatically adjusts the initial time zone based on the time zone of the device. If you prefer, you can change the initial time zone and choose a different time zone from the related dropdown list.
Important: If you don't set up the time zone in your user profile and try to create a reservation through Outlook, you encounter an error message in the Perceptive app and cannot proceed further with the reservation process. For more information, see Configuring user profiles.
Can I use 24 hour format?
Starting in Maximo Real Estate and Facilities 9.2, you can use the 24-hour clock time. You can change the time format in the foundation application on the My Profile page.
Important: This feature is available only in the feature channel. In Maximo Real Estate and Facilities, customer-managed users can use the feature channel to update their nonproduction instances to preview new features. As a SaaS user, you can use this feature in your Maximo Application Suite as a Service environment. For more information, see What's new in the feature channel for Maximo Real Estate and Facilities.
What happens to my Polymer-based Perceptive app if I upgrade to the React-based Perceptive app?
When you upgrade to IBM Maximo Real Estate and Facilities, the upgrade installs the React-based Room Reservation Perceptive app, which replaces the Polymer-based Room Reservation Perceptive app.