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Intelligent booking for personal spaces

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When Intelligent booking is enabled, Condeco automatically books a personal space when a user's status changes to be in the workplace. The workspace is selected based on intelligence such as the location of spaces booked by members of your team and spaces you've booked before.

Enabling Intelligent booking

Note: When your administrator first enables Intelligent Booking globally, it can take 24 hours for the initial synchronization to start. Intelligent booking will be available for users only after this initial synchronization is complete.

When is a personal space automatically booked?

When intelligent booking is enabled globally for your organization and you have enabled it in your user profile, a personal space is automatically booked for you when your working status changes to 'in the office'.

The following scenarios change your working status to 'in the office' and trigger a workspace to be booked:

Your status will not automatically change to 'in the office' if your working status was previously changed manually to 'working remotely' or 'not working'.

  • Changing your status from the Condeco web app: Your status is changed to 'in the office' from either the Today page on the web, via Your team, or from the In-office schedule in the user profile. A message indicating Intelligent booking is enabled and a space will be booked, is displayed on the Change Status popup.
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  • Changing your status from the Condeco mobile app: Your status is changed to 'in the office' from the Today screen or Calendar on the Condeco mobile app.
  • Booking a 'non-working space': Your status might change to 'in the office' when booking certain workspace types that are not a space to work, such as parking spaces or lockers. (If booking multiple dates, a personal space is only booked on the first date). Admins can set if a workspace type sets a status as 'in the office' or not. Learn how: Workspace types for personal spaces
  • Meeting host: Your status is changed to 'in the office' when you are set as the host of a meeting space booking.
  • Access Control System: Your status is changed to 'in the office' if your organization subscribes to Eptura Visitor and you enter the building using the integrated Access Control System (ACS).

In any of the scenarios above, a personal space is booked for you if Intelligent booking is enabled in your user profile. Learn more: Your profile and settings

How is a workspace selected?

The following factors are intelligently weighted to find the best space:

  • The workspaces you book most regularly.
  • Where your team members are sitting and how many are booked in the same area (based on the position of personal spaces on the floor plan).
  • The preferences set in your user profile, such as dual monitors, accessible desk, etc.

Intelligent booking works best when you have created a team and have previously booked workspaces. Learn more: Your team

Good to know

  • The action that triggers an intelligent booking is when your in-office status changes 'in the office'.
  • When a space is booked, Condeco sends an email to confirm the booking.
  • If a suitable space cannot be found, Condeco notifies you by email so you can manually search for a space.
  • If you do not like the booked space, delete the booking and manually search for an alternative space. Intelligent bookings will continually learn which spaces you prefer.
  • Condeco will not book another space if you already have one booked for that day.
  • Admins can set if a workspace type sets a status as 'in the office' or not. Learn how: Workspace types for personal spaces
  • When booking a workspace type that is not a space to work (such as a parking space or locker) for multiple dates, a personal space is only booked for the first date of the booking. 
  • A push notification is displayed on the Condeco mobile device when a workspace is automatically booked.
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