Setting up reservable space details

Set up your reservation classes, reservation roles, reservable spaces, and other options in the Reserve tab of the Space form, to reserve or book rooms.

Procedure

Select Portfolio > Locations > Spaces.
Open the space record.
In the General tab, select the Reservable check box. The Reserve tab appears.

Note: To identify the class of the reservable space, such as a Private, Requestable, or Reservable space, see the Reservation Class section below.

In the Reserve tab, specify or identify the details, such as the following:

In the General Information section, specify the general information of the reservable space.

Field	Description
Reserve Display Room Name	The name of the reservable space that is displayed throughout the reservation application. This name might be different from the name of the space record in the General tab.
Default Capacity	The default capacity of the reservable space. This capacity is populated by the planned or designed capacity of the space in the General tab.

In the Layout Details section, specify the layout details of the reservable space.

Field	Description
Default Layout	The default layout of the reservable space that is based on the selected Room Type option.
Setup Time	The period that is required to set up the default room layout before the reservation starts.
Breakdown Time	The period that is required to break down the default room layout after the reservation ends.

In the Reservation Class section, identify the class of the reservable space, such as a Private, Requestable, or Reservable space.

Private spaces can be reserved by the Reservation Coordinator only. Requestable spaces can be reserved, but the reservation requires approval by the Resource Owner. For more information on reservation classes, see Reservation types. For details on how the Room Reservation app shows or filters these different spaces, see Creating reservations with the Room Reservation Perceptive app.

Field	Description
Name	The name of the reservation class, such as a Private, Requestable, or Reservable space.
Description	Private spaces can be reserved by the Reservation Coordinator through the Concierge Reservation form only. Requestable spaces can be reserved by any role, but the reservation requires approval by the Resource Owner. Reservable spaces can be reserved by any role, but the reservation does not require approval by the Resource Owner.

In the Reserve Administration section, specify the Room Type and Reserve Calendar, and identify the Reservation Group of Reservation Coordinators or Resource Owners that manages this Private, Requestable, or Reservable space.

To modify this group, see Setting up reservation groups.

Field	Description
Room Type	The type of the reservable space, such as a Meeting Space or Workspace. If Workspace is selected, the following field is shown.
Work Space Entitlement	The space specification that is used to determine which functional roles are entitled to reserve the workspace.
Reserve Calendar	The reservation calendar that is used to determine the reservable time for the space.
Reservation Group	The group of Reservation Coordinators or Resource Owners that manages the reservable space.
Advance Booking Period	The minimum period when the space can be reserved before the reservation starts.
Reserve Cut-Off Duration	The maximum period when the space can be reserved after today. Note: If this value is set to zero, and the reservation is created from the Perceptive app, then the space is unavailable to reserve in a recurring series, but it is reservable for a non-recurring event.

In the Reserve Administration section, specify the Send Confirmation and Check In Required options, and any other reserve details.

For more information on duration settings and Microsoft Exchange settings, see Setting up application settings. For details on how the Room Reservation app behaves with these check-in options, see Creating reservations with the Room Reservation Perceptive app.

Field	Description
Send Confirmation	Requires an email confirmation to be sent for the reservation. If this option is selected, the following duration field is shown. Note: If this option is selected, and the reservation is created from the Perceptive app without a Microsoft Exchange integration, or from the foundation UI with or without an integration, then an .ics file is attached to the email notification. An .ics file is an iCalendar (or iCal) file that stores calendar event details and cannot be edited after it is imported into your calendar.
Confirmation Buffer	The period before the reservation starts when the email confirmation is sent.
Check In Required	Requires an email notification to be sent for the reservation check-in. If this option is selected, the following duration field is shown.
Check Buffer	The period before the reservation starts when the email notification is sent for the reservation check-in.
Do Not Allow Series Reservations	The space or space group is excluded from recurring reservations.
Auto Cancellation	Requires a check-in or else the reservation is automatically canceled. If this option is selected, the following duration field is shown.
Check-In Buffer before Auto-Cancellation	The period after the reservation starts when a check-in is required or else the reservation is automatically canceled.
Welcome Message	The message that is included when the email confirmation is sent for the reservation.
Usage Cost	The cost per unit of usage to reserve the space.
Usage Unit	The unit of usage to reserve the space, such as per day, per hour, or per occurrence.
Exchange Integration	Indicates whether the reservable space is integrated as a room resource in Microsoft Exchange.
Exchange Mailbox	The mailbox address of the room resource in Microsoft Exchange.

In the Reserve Details section, specify any available amenities or connections for a meeting space only, such as ADA Available, Catering Available, Network Connection, or In-Room Projector.

Field Description

ADA Available Indicates whether the reservable space provides accommodations that adhere to the Americans with Disabilities Act (ADA).
In the Alternate Layouts section, specify any alternative layouts for a meeting space only.
In the Food Service Contracts section, specify any food service contracts for a meeting space only.
For more information on food services, see Setting up blanket purchase orders and Setting up food services.
In the Resources and Services section, specify any equipment specifications for a meeting space only.
In the Welcome Package Documents section, specify any documents for a meeting space only.
Specify any other details.

Activate the record.