Condeco product overviews

Condeco’s booking solution for personal spaces

Condeco’s booking solution for personal spaces provides the following functionality:

• Designed for single-occupancy spaces.
• Find spaces and filter results by type of space and required attributes.
• Find a colleague and book a workspace nearby. (Users can enable/disable visibility in their profile).
• Make bookings for one or multiple dates using the web or mobile app and receive booking notifications by email.
• View workspace positions on a floor plan and make bookings directly from the floor plan.
• Workspaces on the floor plan indicate if they are available, closed, booked, or awaiting cleaning.
• Book multiple workspace types for the same day, i.e. a desk, a locker, and a parking space (but only 1 of the same workspace type).
• Automatically book 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 their team and spaces they have previously booked.
• Create team days and reserve workspaces for team members to book.
• Check in to bookings using the web app, the mobile app, by scanning a QR code, or check in to your space automatically with proximity-based check-in (geolocations).
• Define check-in periods and automatically free up spaces if they are not used.
• Release bookings using the web or mobile app, or automatically if not checked in.
• Enable or disable the check-in requirement.
• Mandate self-certification before check-in (limitations apply).
• View and manage bookings on a calendar grid.
• Use Groups to set booking rules for a collection of workspaces and to control who can book them.
• Set half-day (AM/PM) or full-day booking periods.
• A workspace can be assigned to a particular user or be bookable on a first-come, first-served basis.
• A workspace assigned to a particular user can be freed up for other bookings when appropriate.
• Create zones so entire areas or groups of workspaces can be quickly closed or opened.
• Assign cleaning vendors to workspaces and create a cleaning workflow.
• Cleaning vendors can manage tasks from a dashboard.
• Limit the number of days per week a user can book workspaces managed by a particular group.
• Run contact tracing reports to find users who have been working in close contact (when a potential health risk is flagged) and automatically mandate remote working to prevent further contact with other users.
• Edit email notification templates as required.

In addition to the above, the following modules are included with Condeco’s personal space booking solution:

• Reporting: run built-in reports or create your own, to analyze booking data.
• User management:
  • Set explicit permissions to groups of workspaces for specific users.
  • Show users who perform key worker roles, such as first aiders or fire marshals. 
  • Allow users to show or hide their visibility.
  • Transfer all bookings from one user to another or delete all bookings for a specific user.

Condeco’s meeting space booking solution

Condeco’s meeting space solution provides the following functionality:

• Designed for (but not restricted to) multiple occupancy spaces.
• Find spaces and filter results by type of space, location, seating arrangement, and required attributes.
• Make single and recurring bookings.
• Add attendees to bookings to enable automatic email notifications.
• Create a booking via the web, mobile app, or Outlook.
• Check-in via the web or mobile app.
• View and manage bookings on a calendar grid.
• Include service requests with bookings:
  • AV services
  • Catering
  • Equipment
  • Supplies
  • Seating arrangements
• Vendors can manage requests from dashboards.
• Use Groups to set booking rules for a collection of meeting spaces and to control who can book them.
• Booking periods for meeting spaces can be set to increments of 5, 15, 30, 60, or 120 minutes.
• Define check-in periods and automatically free up spaces if they are not used.
• Enable or disable the check-in requirement.
• Choose whether spaces can be booked immediately or must be requested. Booking requests are approved/rejected by administrators.
• Create zones so entire areas or groups of workspaces can be quickly closed or opened.
• Edit email notification templates as required.

In addition to the above, the following modules are included with Condeco’s meeting space booking solution:

• Reporting: run built-in reports or create your own, to analyze booking data.
• User management:
  • Set explicit permissions to groups of workspaces for specific users.
  • Show users who perform key worker roles, such as first aiders or fire marshals. 
  • Transfer all bookings from one user to another or delete all bookings for a specific user.

Condeco’s Microsoft 365 integration and Outlook Add-in

• Book a Condeco meeting space directly from a Microsoft Outlook event or automatically create an event in users' Outlook calendars directly from Condeco when creating the booking. The Outlook event and Condeco booking are completely in sync, providing users with the flexibility to view and edit booking details from either Outlook or Condeco.
• Maintains booking requirements if an appointment is moved to a new time, and automatically finds suitable alternative meeting spaces.
• Supports recurring meetings and automatically selects alternative meeting spaces if the chosen space is not available on all dates.
• Integration with video rooms such as Teams and Zoom.
• Outlook delegates can book meeting spaces on behalf of the primary user.

The Microsoft 365 integration service uses Microsoft Graph to receive notifications from user calendars and only processes the specific data required for a booking, such as the date, time, subject, and meeting attendees. Condeco customers have full control of which calendars send notifications and additionally, each user must provide explicit consent via the add-in before Microsoft 365 integration can subscribe to their calendar.

Desk Booking Screen

Condeco’s Desk Booking Screens are installed at workspaces, providing up-to-date information about workspace status and availability. The touchscreen device incorporates an LED light, visible from a distance, indicating workspace availability. Make a booking, check in or release a booking by touching an RFID card to the device or entering a PIN. The LCD color screen displays the workspace name and any booking details. The screens work with the Condeco workspace booking application and the Condeco mobile app.

Meeting Room Booking Screen

Condeco’s Meeting Room Screens are installed outside collaboration spaces and provide up-to-date information about bookings and space availability. The device incorporates an LED light, visible from a distance, indicating meeting space availability and the screen theme can be customized to show customer branding. From the multi-touch glass display, make immediate or future bookings, check in, check out, or extend existing bookings. Access the screens using an RFID card or entering a PIN. Condeco Meeting Room Screens are managed by the Condeco Device Hub and can also integrate with Condeco’s workspace booking software and mobile app.

Kiosk

The Condeco Kiosk is a touch screen where users can find and book desks, find where colleagues are sitting to book a desk nearby and check bookings for the current day. It connects to Condeco’s workspace booking software.

Wayfinder

The Condeco Wayfinder displays either the availability of meeting spaces or a list of booked meetings, typically on large screens (not supplied) in receptions, front-of-house, or communal areas. The Wayfinder is a web page designed to be displayed in the Chrome web browser.