Quick searches
Quick search tools for booking meeting spaces
A Quick Search tool is available on the Meeting space home page to quickly find a meeting space at a preferred location on a single date. A Quick Book tool is also available from the booking grid.
Quick search from the Meeting Spaces home page
Quick search for a meeting space
- Navigate to Meeting spaces from the module menu on the left-hand side to open the home page.
- Select the Location, Group, and Workspace type for the meeting from the drop-down lists.
- Enter the From date or click the calendar icon to select the date from the pop-up calendar. Select the start and end times for the meeting.
- Select the Setup for the space from the drop-down list to search for a specific room layout or leave it blank to search for any.
- In the Number Attending box, enter the number of people the meeting space needs to accommodate.
- Click Search to view a list of available meeting spaces below the Quick search tool (see below) or click View Grid to view available meeting spaces on the booking grid. Learn more about the booking grids. To select more options such as services, click Advanced to open the Book a meeting space page full booking form. Learn more about the Book a meeting space page
Search results
The search results display information about the available meeting spaces to help you make your choice.
Search results following a Quick search are displayed on the Meeting spaces home page
Search results following an advanced search for a meeting space
- Meeting spaces (A): Click the name of the meeting space to show more details about the space in a popup window. View an overview of the space and an image of the meeting space and its location highlighted on a floor plan (if available), click the images to open full-size in your browser. Note that floor plans for meeting spaces are not interactive. Browse the tabs to find out more about the meeting space and the provided services.
Browse the tabs to view information about a meeting space
- Workspace type (B): Shows the workspace type of the meeting space. Learn more about workspace types
- Setup (C): The setup style for the space is displayed. The number in brackets indicates the maximum occupancy for the seating style. Click the drop-down to select an alternative seating plan for the space (if available). Note that changing the setup selection may add setup and clear-down times to the booking (the amount of time required before and after a booking for the service team to reconfigure the space).
- Location (D): Where the meeting space is located.
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Attributes (E): Attributes available with the meeting space are indicated with a tick. Hover your cursor over the acronyms to see the attribute names. Learn more about attributes
- Request or Book button (F): Self-managed spaces display Book and are booked immediately. Managed spaces display Request. Clicking Request sends a request to the administrator who confirms or rejects the booking. When the booking has been accepted or rejected, an email notification is sent to the requester. Learn more about managed and self-managed booking
- Exclusions (G): If the booking has recurrences and a meeting space is unavailable for all recurrences in the series, the number of exclusions is indicated on the search results page.
Booking form
When the required space is selected and booked, the meeting space booking form opens where you can add attendees, request services, add additional rooms, and more. Learn more about the meeting space booking form
See Condeco in action - Book a meeting space using Quick search, and request services
Required: Condeco meeting space booking and the Condeco web app
Watch how to book a meeting space and request services, using the Quick search on the Meeting space home page.
Quick book from the booking grid
The Quick book feature is available for Condeco Cloud only.
Make simple bookings directly from the booking grid using Quick book.
Key features
- When setting a time slot on the grid, the time bar displays the default setup and clean-down times for the meeting space, as well as the from and to time of the booking.
- Booking details are pre-populated based on the configuration of the application and your profile.
- Tab between fields using your keyboard.
- Pressing the Enter key creates the booking.
FAQ
When should I use Quick book?
Quick book is designed for simple bookings or for when you want to reserve a room and add extra information later using the booking form.
Why is Quick Book not appearing for some Groups?
Quick book can be disabled by your administrator per Group. It may be disabled because additional mandatory information is required for bookings in the Group which would not be captured by the Quick book popup.
Why does the booking form sometimes open instead of Quick book?
When a meeting space has a default setup or clean-down time configured, this may cause an overlap with another booking or the setup time may fall into the past. On these occasions, the booking form will open to provide more flexibility to adjust the booking.
Limitations of Quick book
Admins should disable the Quick book tool for a Group if any of the following limitations cause a breach of your organization’s business rules.
- Mandatory custom fields are ignored.
- Default service items are not added to a booking.
- If a cost code exists against the host (or requestor) it is added to the meeting, however, it will not be mandatory.
- Requestors and hosts must exist and be selected from the lookup.
- The Quick book tool is available on the standard booking grid only (not the Advanced booking grid).
- Meeting space messages are not shown.
- Meeting space costs are ignored.
How to disable the Quick book feature (admins only)
Administrators can disable the Quick book tool in Group Administration.
Navigate to Application Setup and select the Location and Group. On the Application Setup page under the Booking Options section, untick Quick book to disable the tool for the group.
