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Eptura Knowledge Center

Team day invitations

Your team

Condeco mobile app


What is a team day?


Encourage collaboration and simplify workspace booking by inviting your colleagues to a team day. Choose a location and date and reserve workspaces for your team members to ensure you can all work together when necessary. 

Once workspaces are reserved, colleagues are sent an email invitation and can then choose a workspace from the reserved pool. Alternatively, attendees can accept the invitation without booking a workspace, or decline the invitation letting you know they are unable to attend. Any unbooked workspaces are released from the reserved pool and again available for others to book.

How long are workspaces reserved before being released from the pool? 
The booking window is open until 6 AM on the second day after the invitations are sent. The time available to book a workspace from the reserved pool is noted on the email invitation. 


Good to know

  • Weekends are not included in the booking window. i.e. The booking window for a team day created on Friday for the following Wednesday is open until 6 AM on Tuesday.
  • If the team day is booked within the booking window threshold, the booking window closes at 6 AM on the day of the team day. i.e. If a team day is created on Monday for the next day (Tuesday), the booking window is open until 6 AM on Tuesday.
  • The threshold for booking a reserved workspace may be customized for your organization but cannot be less than 1 day.

 

Team days can only be created from the Condeco mobile app and only if you have access to book personal spaces.

View and respond to team day invitations from Condeco on the web


If you have been invited to a team day, details of the reservation are shown on the Teams days page. From here you can check the status and accept or decline events.

your team team days 01.png

Use the buttons to the right of the event to Accept or Decline a team day invitation. A personal space from the reserved pool is automatically selected and booked when a team day invitation is accepted from Condeco on the web. If you want to choose a specific space from the reserved pool, accept the team day invitation from the Condeco mobile app. Learn how

Create a team day and reserve workspaces (Condeco mobile app only)


Set the search criteria and select the workspaces to reserve

mob team 1b.png
Create a team day, choose who to invite, and reserve workspaces

  1. To start a new booking for a team day tap Book (A) at the bottom of the Condeco mobile app screen.
  2. Your default location is displayed (B). Tap the options to select an alternative location if required.
  3. If not already selected, tap Reserve area for team day (C) and select the type of workspace to reserve for your team day. Available options depend on your organization’s configuration.

No team day booking option? The ‘Reserve area for team day’ option is only visible if your organization has configured bookable personal spaces in Condeco and you have the relevant access to make bookings.

  1. Tap Continue
  2. Your default group and floor (D) are selected. Tap to change the selections if required.
  3. Tap the date for the team day on the calendar (E) and tap Reserve.
  4. The colleagues in your team are displayed. Tap to select the colleagues to invite to the team day (F) and tap Find workspacesLearn how to add colleagues to your team
  5. Available workspaces are displayed on the floor plan in green. Tap the workspaces to reserve, the selected workspaces are indicated in blue. You can select up to the number of selected attendees plus yourself, as indicated at the bottom of the screen (G). Alternatively, tap List (H) to view the names of available personal spaces in a list.
  6. When you have made your selections tap Reserve # workspaces.

Note that the workspace reservations are not secured until the invitations are sent!

Give your team day a title and send invitations

mob team 2b.png
Enter details about the team day, invite your team, then choose a workspace for yourself

  1. Enter a title for the team day (J) and add a description or any other relevant information in the box below. The details entered here are included on the team day invitation. 
  2. Tap Send invitesThe workspace reservations are now secured.
  3. Now you can tap Choose a workspace for yourself (K) and select a workspace from the reserved pool, or tap Done if you don’t want to book a workspace at this time.
  4. If selecting a workspace for yourself from the reserved pool, tap your chosen workspace on the floor plan (L) and tap Book now.

View details of the team day and monitor responses (Condeco mobile app only)


mob team 2c.png
Open your team day from the calendar and see who has responded

  1. To view the team day and see who has responded, tap Calendar (M) at the bottom of the Condeco mobile app screen and then scroll to the date of the team day or tap the date from the calendar.
  2. Bookings and scheduling information for the selected date are displayed. Tap the team day (N) to view the booking.
  3. The floor plan is displayed showing the reserved workspaces and indicating which have been booked (P) and by whom. The number of colleagues who accepted the invitation is also shown (R). Scroll through the list of invitees to see who has accepted, declined, or not responded to the invitation (S).

Invitations accepted after the reservation period: In the first release of the Invite to team day feature, if an invitee accepts the invitation after the reservation period is over, the space will not show who booked the workspace, only that it is booked. In future releases, the space will show the team member who booked it regardless of when it was booked (provided they were invited to the team day). Note: workspaces booked by users not specifically invited to the team day will never display user information.

Accept or decline a team day invitation and select a specific space from the reserved pool (Condeo mobile app only)


mob team 3b.png
Team day invitations are sent by email. Open the email on a mobile device to accept or decline the invitation.

When invited to a team day, details of the day are sent in an email invitation along with the number of workspaces reserved by the organizer and the time your exclusive access to book one ends. Once this time has passed, the workspaces are released from the reserved pool and are again available for others to book.

Team days can be accepted or declined from the Condeco mobile app or from 'Your team' on Condeco on the web.

Accept an invitation to a team day from the mobile app

  1. Open the email on your mobile device to accept the invitation.
  2. Tap Accept to open the Condeco mobile app and confirm your acceptance.
  3. Tap Choose a workspace to view and book one of the reserved workspaces, or tap Continue without a workspace if you don’t want to book one at this time or you already have a workspace booked.

Your attendance is visible on the team day event in the Condeco mobile app calendar.

Decline an invitation to a team day from the mobile app

  1. Open the email on your mobile device to decline the invitation.
  2. Tap Decline to open the Condeco mobile app and tap Done to confirm you are not attending.

Your non-attendance is visible on the team day event in the Condeco mobile app calendar.

If you change your mind at any time, open the team day event from the Condeco mobile app calendar and change your response.

Accept/decline not working as expected? If an error is shown after tapping Accept or Decline, ask your Condeco administrator to check if safe link scanning is in use. Learn more about the Condeco mobile app implementation

Good to know


  • Create team days from the Condeco mobile app: You can create team days, invite colleagues, and reserve spaces from the Condeco mobile app.
  • Available only for users who can book personal spaces: The Reserve area for team day button is only visible on the Condeco mobile app if your organization has configured bookable personal spaces in Condeco, and you have the relevant access to make bookings. The team day feature must also be enabled for your organization.
  • What type of workspace can be reserved? Only personal spaces that are a place to work (desks, for example) can be reserved. Other workspace types such as lockers, parking spaces, and meeting spaces, cannot be reserved through the team day feature and must be booked separately if needed.
  • Who can be invited to a team day? Only the colleagues you have added to your team are available to select for your team day. 
  • When are the workspace reservations secured? The reservations are only secured after you tap Send invites at the end of the process.
  • How long are workspaces reserved for? By default, workspaces are reserved for 24 hours from the time the invitations are sent, but this threshold may be customized for your organization. The time available to book a workspace from the reserved pool is noted on the email invitation. After this time, the reserved workspaces are returned to general availability.
  • How do I cancel some or all of the reserved workspaces? Reserved workspaces can only be canceled from the booking grid for personal spaces on the Condeco web app. However, if the team day is canceled, any unbooked reserved workspaces are also canceled. Learn more about the booking grid for personal spaces on the Condeco web app
  • What happens if a selected workspace is booked by someone else before the reservation is secured? If a workspace you selected to reserve is booked by someone else before the invitations are sent and the reservation secured, a message is displayed giving the option to review your selections.
  • How do I view responses to my team day event? View your colleagues' responses to the team day events you create from the Condeco mobile app.
  • Can I respond to a team day invitation from Condeco on the web? Yes, you can accept or decline team day invitations from Condeco on the web and if spaces are reserved, one is automatically assigned to you from the pool. To choose a specific personal space from the reserved pool, accept the invitation from the mobile app.
  • What happens if I cancel a team day? If the team day is canceled, invited colleagues are sent a notification by email and the reserved workspaces that are not yet booked are canceled. Any booked workspaces remain booked and must be canceled by the user if no longer required.