Glossary
Glossary of terms used by Eptura Engage
Term |
Description |
Learn more |
| Access exception | When the default access permissions set for a resource group are overridden for a user or group of users. | Managing access to resources |
| Advanced booking grid (ABG) (meeting spaces) | View multiple meeting spaces and their bookings on a grid. Create, control, and configure personalized single and/or multiple grids across different geographical locations, time zones, and regions. | Advanced booking grid (ABG) |
| All-day personal space | Personal spaces that are bookable for either whole days or half-days (AM/PM), depending on your organization's configuration |
Configure: Group for all-day personal spaces |
| Allocated (or blind) meeting space | Cannot be specifically requested by users. Users request a meeting space for a date and time and the space is allocated by an administrator. |
Book or request a meeting space Configure: Group for meeting spaces |
| Anchor point |
An anchor point can be assigned to a resource group (through User group access) to automatically guide bookings to the same area on a floor. Requires - Intelligent Booking |
User group access, Preferential booking windows, and Anchor points |
| Attribute | An attribute is an option you can select when looking for a suitable space to work or meet, such as a docking station, dual monitors, or blackout blinds. |
Configure: Attributes |
| Banquet Event Order (BEO) | A BEO is a summary of an event and includes details about the booked meeting spaces, booking details, and associated costs. | Events |
| Blind (allocated) meeting space | Cannot be specifically requested by users. Users request a meeting space for a date and time and the space is allocated by an administrator. |
Book or request a meeting space Configure: Group for meeting spaces |
| Book | The action of booking a personal space or meeting space. |
|
| Booking allowances |
Limits the number of days a user can book personal spaces in the workplace. |
Booking allowances and Workweek assignments Configure: Booking allowances |
| Booking grid (meeting spaces) | Displays all bookings for a group of meeting spaces at a particular location. You can create, edit, move, and copy bookings from this booking grid. | |
| Booking grid (personal spaces) | Shows personal spaces in a calendar format. Use the booking grid when you know exactly which personal space(s) are suitable when booking for yourself or for someone else, or you are not concerned with specifics such as attributes. | Booking grid for personal spaces |
| Bookable spaces | A personal space that is free to be booked by anyone with appropriate booking permissions. Bookable spaces are reserved on a first-come, first-served basis. |
Booking types for personal spaces Configure: Resource admin |
| Bump | Automatic release of a personal space booking when the booking is not checked in within the time defined in the group settings. |
Check-in and bump for personal spaces Configure: Group admin |
| Calendar | The Calendar displays all your personal and meeting space bookings for the next five weeks, along with your team members personal space bookings. Delivery point bookings are also displayed. | Calendar |
| Check-in | Check into a personal space or meeting space booking to confirm the space is in use. If you do not check-in, your booking may be bumped/released. |
Configure: Group admin |
| Concierge | A customizable menu of tiles displayed on the mobile app Today screen and the the web Today page. Each tile provides access to location-specific websites and resources, directly from Eptura Engage |
Configure: Concierge |
| Condeco | Condeco (for Eptura) was the former name for Eptura Engage. 'Condeco' was renamed 'Engage' in June 2025. | |
| Contact tracing | Trace workspaces an individual has occupied and the colleagues or visitors they have collaborated with over the past two weeks. | Contact tracing |
| Country administrator | An Eptura Engage admin user with full control of assigned Country and all its Locations and Groups. | User management and permissions |
| Data Collection Spreadsheet (DCS) | An Excel workbook that allows location and resource data to be uploaded in bulk to Eptura Engage | Data Collection Spreadsheet (DCS) |
| Delivery point | A designated location on a floor where items can be delivered. Typically used by catering services. | Configure: Resource admin |
| Event | An event is a collection of meeting space bookings that are associated with a single scheduled occasion. | Events |
| Exchange room mapping | To synchronize an Exchange room with an Eptura Engage meeting space, the Exchange room mailbox is mapped to the corresponding Eptura Engage meeting space resource using the Exchange room mapping module in Eptura Engage. |
Configure: Exchange room mapping |
| Exclusive access | When a resource group's default access is restricted (no one can book) and access exceptions are applied that override the default settings for a group of users, allowing them to book. |
User group access, Preferential booking windows, and Anchor points |
| Excluded access | When a resource group's default access is open (everyone can book) and access exceptions are applied that override the default settings for a group of users, preventing them from booking. |
User group access, Preferential booking windows, and Anchor points |
| Fixed spaces | A personal space assigned to a user for a specific period (or indefinitely). Assigned users do not need to book the workspace in advance or check in to the booking. |
Booking types for personal spaces Configure: Resource admin |
| Flexi spaces | A personal space assigned to a user for a specific period (or indefinitely). The assigned user must check in to the booking, otherwise the booking might be bumped. |
Booking types for personal spaces Configure: Resource admin |
| Floor plan (meeting spaces and delivery points) | Displayed when searching for available meeting spaces and delivery points. |
Floor plan for meeting spaces and delivery points Configure: Floor plans |
| Floor plan (personal spaces) |
Displayed when searching for available personal spaces. Shows the availability of personal spaces in a specific group, for the selected date/time. |
Floor plan for personal spaces Configure: Floor plans |
| Global administrator | An Eptura Engage admin user with unrestricted access to the entire Eptura Engage hierarchy and admin modules. | User management and permissions |
| Global settings | Global settings are applied throughout your entire organization, and are not country, location, or group specific. | Global settings |
| Group | A (resource) group manages booking rules for selected resources and can be used to allow only specified users access to book the resources. | Configure: Group admin |
| Group administrator | An Eptura Engage admin user with full control of all bookings in assigned resource Groups | User management and permissions |
| Group permissions |
The (resource) group permissions tab in User Management is where default access settings for a resource group can be overridden for individual users. |
|
| Hourly personal space |
Personal spaces that are bookable in increments of 5, 15, 30, or 60 minutes, depending on the Group settings. Hourly personal spaces can also be made available for defined shift patterns. |
Configure: Group for shift and hourly personal spaces |
| Intelligent booking | Uses AI to select and book personal spaces, using learned intelligence. | Intelligent booking for personal spaces |
| Issue reporting system | The Issue reporting system allows users to report issues directly from Eptura Engage to create a work order in Eptura Asset or an incident ticket in ServiceNow. | Admins: Issue reporting system |
| Key worker roles | Assigned to individual users so they can be quickly identified and located. Key worker roles include; Fire Mashal, First Aider, and Mental Health First Aider. | Key worker roles |
| Linked meeting spaces | 2 or more meeting space resources that can be physically connected to create a larger space. When booking a meeting space, a linked space can be selected for the booking, which reserves all the resources added to the linked space.. | Linked meeting spaces |
| Location administrator | An Eptura Engage admin user with full control of assigned Location and Groups | User management and permissions |
| Magic link |
A link sent via email that is used to authenticate an email address when launching the Eptura Engage mobile app. |
Configure: Passwordless authentication for the Eptura Engage mobile app |
| Managed meeting space |
Meeting spaces that are requested by users and require an administrator to approve the bookings before they are secured. |
Book or request a meeting space Configure: Group for meeting spaces |
| Meeting space | A space to collaborate with colleagues, for example, a meeting room, a huddle space, a board room, or a training room. | Meeting spaces |
| Multi-room booking |
When multiple meeting space resources are added to a single booking. |
|
| Native Exchange booking |
Booking Eptura Engage meeting spaces directly from a Microsoft Exchange calendar event; from Outlook on the desktop, the Outlook mobile app, or from a Microsoft Teams calendar, without launching additional tools or add-ins. |
Configure: Native Exchange Booking for the Eptura Engage Microsoft 365 Integration |
| Personal space | A workspace used by just one person, for example, a desk, an office, a parking space, or a locker. | Personal spaces |
| Placeholder series |
A recurring Microsoft event that was initially created without a room, and a room is later added to a single instance (creating an exception in Exchange and a single booking in Eptura Engage), and then a second room is added to the entire series. (Engage creates a recurring booking for the new room while retaining the original single booking as an exception). |
|
| Preferential access |
Provides user group members preferential access to book personal spaces managed by the resource group, overriding the resource group's default 'book in advance' setting. |
User group access, Preferential booking windows, and Anchor points |
| Proximity-based check-in |
Automatic check-in when your mobile device is detected entering the geo-fence boundary of the workplace. |
Admins: Proximity-based check-in |
| QR code check-in | Scan a QR code displayed at the workspace to check in to a booking. |
Admins: QR codes |
| Quick book |
Instantly book a suitable personal space based on search criteria, without manually selecting a workspace from a list or floor plan. |
|
| Release | Cancel a meeting space booking during the check-in window or end a booking in progress. | Start or end a meeting space booking |
| Report issue | Report issues directly from Eptura Engage to create a work order in Eptura Asset or an incident ticket in ServiceNow. The Report issue module in Eptura Engage is available when the Issue reporting system is enabled for ServiceNow. |
Report an issue with a meeting space Report an issue with a personal space Admins: Issue reporting system |
| Reserve | Reserve selected workspaces to allow colleagues invited to a Team day to select and book from the reserved pool. | Team day invitations |
| Resource | An individual meeting space, personal space or delivery point. | Configure: Resource admin |
| Resource group | See 'Group' | |
| Restricted group | Only users with access to a restricted group can book the resources it manages | Configure: Group admin |
| Self-certification | A statement displayed to a user that must be agreed to before they are checked in to their personal space booking. |
Self-certification when visiting the workplace Admins: Self-certification |
| Self-healing bookings | Automatic selection of an alternate meeting space when a Microsoft Outlook calendar event is moved and the chosen meeting space is unavailable at the new time. | Self-healing when moving appointments |
| Self-managed meeting space | Meeting spaces that can be selected and booked by users. |
Book or request a meeting space Configure: Group for meeting spaces |
| Shift patterns | Hourly personal spaces can be made available for specific shift patterns. Select a shift pattern when searching for an available personal space, and only spaces available for the entire shift are shown in the search results. |
Configure: Group for shift and hourly personal spaces |
| Smart recurrences | Automatic selection of alternate meeting spaces when the chosen space is not available for all dates of a Microsoft Outlook recurring calendar event. | About smart recurrences |
| Team (Your team) | Each user can create a unique 'team' of colleagues that they work closely or regularly with. Anyone can be added to anyone's team. | Your team |
| Team day |
Invite colleagues to a team day and reserve workspaces for them to book. |
Team day invitations |
| Today |
The first page displayed after signing in to the web application or launching the mobile app. |
Today |
| User | An Eptura Engage user. | User management and permissions |
| User Data Collection (UDC) | An Excel spreadsheet that allows user data to be uploaded in bulk to Eptura Engage. | |
| User group | User groups can be groups of users synchronized from external systems - such as Active Directory (AD) via SCIM - as well as manual user groups created directly in Eptura Engage. They are used by 'User group access'. | User group access, Preferential booking windows, and Anchor points |
| User group access | User group access allows a resource group's default access settings to be overridden for a user group. | User group access, Preferential booking windows, and Anchor points |
| Vendor | A group or company that supplies items or services, such as catering, cleaning or AV supplies. | Vendors |
| Video administrator | An Eptura Engage admin with full control of all meeting spaces across all Locations. | |
| Visitor | An external guest added to a booking. | |
| Visitor management | Eptura Engage Visitor Management System. Can be integrated with Eptura Visitor. | Visitor management |
| Workspace type |
Workspace type can further define personal space and meeting space resources to describe their specific function. For example, a desk, a meeting room, a conference room, an office, a parking space, or a locker. This offers users flexibility when searching for appropriate spaces and allows different rules to be applied for different workspace types. |
Configure: Workspace types |
| Workweek | Defines the day(s) of a week that members of a Workweek Assignment can book personal spaces in the workplace. |
Workweek assignment and your in-office schedule Admins: Workweek assignments |
| Workweek Assignment | A list of users assigned to a Workweek. |
Workweek assignment and your in-office schedule Configure: Workweek assignments |
| Your team | Each user can create a unique 'team' of colleagues that they work closely or regularly with. Anyone can be added to anyone's team. | Your team |
| Zones | A collection of workspaces occupying a defined area of a floor. Zones enable administrators to close or open spaces in specific areas quickly. Contact tracing reports also utilize zones. | Zones |