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✨Intelligent booking

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If the Eptura Workplace Experience Agent is enabled for your organization, you can enable Intelligent booking to automatically book the best available space when users mark themselves in the office, create a team day, or use Quick book.

When Intelligent booking is enabled globally for your organization, users can enable or disable the Auto-book my workspace option in their user profiles, along with their waitlist and seat upgrade options.

Recommended reading: ✨Intelligent Booking for personal spaces

How Intelligent booking works

What triggers Intelligent booking

Intelligent booking automatically finds and books the most suitable space when:

  1. The user's status changes to 'in the office' through any of the following actions:
    • The user manually changes their status on the Today page or Calendar (web or mobile), through Your team, or in their in-office schedule in their user profile.
    • The user's working status is automatically changed to 'in the office'. This can happen when:
      • The user hosts a meeting space booking. (Unless they have manually set their status to 'Working remotely' or 'Not working' for that day).
      • The user books a 'non-workspace' type space, such as a parking space or locker.
      • The user enters the building through an Access Control System (ACS) integrated with Eptura Visitor.
  2. The user creates a team day.
    • When a team day is created, suitable spaces are automatically selected and reserved for the team members to book.
  3. Quick book is used to automatically find and book a space.

Intelligent booking via Quick book for 'non-workspace' types

By default, Intelligent booking is disabled for non-workspace types, such as parking spaces, when using Quick book. When Intelligent booking is disabled, Quick book finds and books the first available space without considering previous booking habits. To enable Intelligent booking for non-workspace types, Contact support.

How Intelligent booking selects a space

When booking a space for a user, the following factors are considered.

If the user belongs to a user group with prioritized resource groups or anchor points, those settings take precedence. Learn more: User group access, Preferential booking windows, and Anchor points

If no such priorities apply, the user's preferred spaces are used instead. Preferred spaces are determined by:

  • The workspaces they book most regularly.
  • Where 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 preferred attributes set in the user profile, such as dual monitors, accessible desk, etc.

When a user creates a team day, the following factors are intelligently weighted:

  • Workspaces in the booking groups they use most are prioritized.
  • Empty banks of workspaces providing the right number of spaces are prioritized.
  • If a bank of workspaces is not available, then workspaces in close proximity to each other are selected.
  • Workspaces are selected only from a group with sufficient capacity for the number of team members selected for the team day.