Creating reservations with the Room Reservation Perceptive app

What is the Room Reservation app? The Room Reservation app is a mobile-friendly Perceptive app. By using this Perceptive application on your mobile device or desktop, you can easily make a reservation, add rooms or equipment to that reservation, add room service orders if needed, and move on to the next reservation.

Note: If you're also using the Room Panel Perceptive App, ensure that all active users of the Room Panel Perceptive App have the time zone 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 Perceptive App.

Contents

Data flows

a. Integration data flow

To illustrate the integration between the Room Reservation Perceptive app and Microsoft Exchange, see the following basic diagram of the integration data flow. The arrows represent the step-by-step data flow from clicking Create (Step 1) to seeing the newly created TRIRIGA reservation (Step 11). Importantly, 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 TRIRIGA user experience. For more details about the step-by-step data flow, see Integration overview.

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'.

b. Perceptive process flow

Meanwhile, although the data flow in the Perceptive app follows a different path from the data flow in our foundation UI application, their process flows are still rather similar. To illustrate the concept, here's a basic diagram of the TRIRIGA 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 our foundation UI application, with only minor differences in sequence and terminology. But again, these differences allow the Room Reservation app to offer an enhanced TRIRIGA user experience.

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'.

c. UX Framework architecture

In terms of our 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. UX Web Applications are supported by IBM TRIRIGA Application Platform 3.8 and later.

d. Perceptive app design

Moving forward, new TRIRIGA provided Perceptive apps will be based on UX Web Applications that are developed with ReactJS and IBM Carbon components, such as our Room Reservation app. By taking advantage of ReactJS and IBM Carbon components, the re-architected Perceptive app design allows our Room Reservation app to offer a tighter alignment with the Microsoft Outlook user experience, as well as a friendlier TRIRIGA user experience.

Access the app

a. Security group access

Be aware that the Reservation Coordinator group does not have the same request access as the Request Central - Reserve group. For more details, 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. Be aware that 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.

b. Web browser access

Portal. To access the Room Reservation app from the Workplace Services 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://[hostname:port][/context_path]/app/tririgaRoomReservation, where [hostname:port] and [/context_path] are the values for your TRIRIGA environment. Feel free to create a browser bookmark or shortcut.

https://[hostname:port][/context_path]/app/tririgaRoomReservation

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, and [end_date_time] is the end date-time in UTC format.

https://[hostname:port][/context_path]/app/tririgaRoomReservation
   /new/[room_spec_id]/[start_date_time]/[end_date_time]

For example, here are two preselected rooms, one without and one with a date-time range.

https://[hostname:port][/context_path]/app/tririgaRoomReservation
   /new/136735833

https://[hostname:port][/context_path]/app/tririgaRoomReservation
   /new/132663629/2023-04-28T08:00:00-06:00/2023-04-28T17:00:00-06:00

Self-service and delegate roles

a. Basic steps

Starting in TRIRIGA 11.6, you can view your profile details by clicking the My Profile icon in the app. Your profile opens in the foundational application.

Workspace. Here are the basic steps for a Workplace Occupant self-service role to reserve a workspace:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations.
  • Select Workspace.
  • In the Reserve a workspace screen, specify the following details.
    Section Description
    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 the Colleague steps.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

Meeting room. Here are the basic steps for a Workplace Occupant self-service role to reserve a meeting room:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations.
  • Select Meeting room.
  • In the Reserve a meeting room screen, specify the following details.
    Section Description
    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.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

b. Advanced steps

Workspace. Here are the advanced steps for a Workplace Occupant self-service role to reserve a workspace:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations.
  • Select Workspace.
  • In the Reserve a workspace screen, specify the following details.
    Section Description
    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 additional filters, then click Apply. Click Done.

    Tip: 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.
    Tip: 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 will need to resolve the conflicts before the affected occurrences occur.
    Note: Colleague's location. To reserve a workspace near a colleague's reserved workspace, see the Colleague steps.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

Meeting room. Here are the advanced steps for a Workplace Occupant self-service role to reserve a meeting room:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations. If you're set up as a calendar delegate, see the Delegate steps below.
  • Select Meeting room.
  • In the Reserve a meeting room screen, specify the following details.
    Section Description
    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. 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.

    Tip: On the Select room page, in the floor plan view, you can zoom in the floor plan and click Search this area.
    Tip: 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.
    Tip: 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.
    Tip: Unavailable rooms or workspaces. Starting in TRIRIGA 11.6, 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.
    Tip: Setup and breakdown. If the selected room has a setup time and breakdown time, make sure that your reservation has extra time before and after the reservation for these tasks.
    Tip: 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.
    Tip: 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. Click Complete 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.
    Additional location information If needed, specify any additional details about the location.
    Description If needed, specify any other details about the reservation. Click Done.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.
    Section Description
    Rooms
    Tip: 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.

c. Delegate steps

When TRIRIGA 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 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 has the ability to change the user calendar (or context) by selecting Change.

Here are the basic steps for an Executive Assistant delegate role to reserve a room in another calendar:

  • Open the Room Reservation app.
  • In your Agenda screen, review your list of reservations.
  • Select Change to specify another calendar. Click Change.
  • In the Agenda screen, review the list of reservations from the selected calendar.
  • Continue with the Basic steps or Advanced steps above.
Note: 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.

d. Colleague steps

Workspace only. Here are the basic steps for a Workplace Occupant self-service role to reserve a workspace near a colleague's reserved workspace:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations.
  • Select Workspace.
  • In the Reserve a workspace screen, specify the following details.
    Section Description
    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.

    Starting in TRIRIGA 11.6, you can 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.

    Note: 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.

e. Basic QR code steps

Creating a QR code for a workspace. Here are the basic steps for an Application Administrator, Space Planner, or Reservation Coordinator role to create a QR code for a workspace:

  • 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.
  • Affix the QR code to the workspace (for example, with a printed label or sticker).

Reserving a workspace with a QR code. Here are the basic steps for a Workplace Occupant self-service role to reserve a workspace with a QR code:

  • Open the Room Reservation app.
  • In the Agenda screen, review your list of reservations.
  • Select Workspace.
  • In the Reserve a workspace screen, select the Scan QR Code icon. Scan the QR code.
  • Click Create to create the reservation.
  • Click Edit to edit the reservation. Click Update.

f. Advanced QR code steps

Creating a QR code for a workspace. Here are the advanced steps for an Application Administrator, Space Planner, or Reservation Coordinator role to create a QR code for a URL address that contains a preselected workspace:

  • Create or obtain the URL address that contains a preselected workspace.
    Note: For more details 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 b. Web browser access.
  • 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.
  • Affix the QR code to the workspace (for example, with a printed label or sticker).

Reserving a workspace with a QR code. Here are the basic steps for a Workplace Occupant self-service role 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.

Additional Q & A

Q. 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. Meanwhile, Requestable rooms can be reserved by any role, but the reservation requires approval by the Resource Owner or owner of the room.

Q. What happens if my reservable spaces are set up with a setup time and breakdown time?

A. If your reservable spaces are set up with a setup time and breakdown time, your reservations will 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.

Q. What happens if my reservable spaces are set up with a required check-in?

A. If your reservable spaces are set up with a required check-in, your reservations will 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.

Q. What happens if I reserve multiple rooms with a required check-in?

A. If you add multiple rooms to your reservation, the Check in, Release room, and Release room early actions will 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.

Starting in TRIRIGA 11.5.1, you can apply the Check in, Release room, and Release room early actions to individual rooms in a reservation with multiple rooms.

Q. How do I set up a Microsoft Outlook calendar delegate?

A. 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.

Q. How are time zones handled in the React-based Perceptive app?

A. 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 drop-down list.
Remember: 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.

Q. What happens to my Polymer-based Perceptive app if I upgrade to the React-based Perceptive app?

A. When you upgrade to IBM TRIRIGA 11.2 or later, the upgrade installs the React-based Room Reservation Perceptive app, which replaces the Polymer-based Room Reservation Perceptive app. The Polymer-based app stops working and its support is discontinued. If you want the continued use and support of the Polymer-based app, do not upgrade to IBM TRIRIGA 11.2 or later.