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Set up All Day Desk Reservations and Check-in Times

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Level: System Administrator

You can configure the check-in times for employees to check into their reserved desks. This can be either set up as an all-day desk reservation or a time block reservation.

This article covers the All-Day Desk Reservations and remember that when your employee:

  • makes a desk reservation on the same day within the check-in window, you will be checked-in automatically.
  • cancels their desk reservation then Engage will let other employees reserve the desk.

 

All Day Desk Reservation Example - Check-in Start Time 00:00 AM Midnight

In this example, the Engage users will make a desk reservation where:

  • Check-in is from 2 PM to Midnight
  • Desk Check-in Open Window = 600 minutes
  • Check-in Window Duration =  540 minutes

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All Day Desk Reservation Example - Check-in Start Time 09:00 AM 

In this example, the Engage users will make a desk reservation where:

  • All day desk reservation start time = 9:00 am
  • Check-in Window Duration =  480 minutes (8 hours)
  • Desk Check-in Open Window = 120 minutes (2 hours)

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If you are using the Auto-Cancellation of Desks you will need to be make sure  your  Check-in Window Duration time is greater than the Desk Check-in Open Window time or this will result in your desk bookings being canceled. Learn about this setting in, Set up Auto-Cancellation of Desk Reservations.

This can be set globally for all your buildings or set for each building, see:

  • Global Settings
  • Building Settings

Global Settings

The default setting for all your buildings is global and all you need to do is complete the Engage Configuration below.

For example the building's field is set to Global.

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Step 1. Enable the All Day Desk Reservation

Complete the following:

  1. Navigate to Admin Settings > System Config > General > Engage Configuration.
  2. Click the Bookings Setup tab.
  3. Check the All Day Desk Reservation check box.

Step 2. Set up the Desk Check-in

Then enable the desk check-in.

  1. In the All day desk reservation start time field, enter the time in the format HH:mm.
  2. Check the Enable desk check-in check box.
  3. In the Check in window duration field, enter the number of minutes. This is the time the check in window is active. 
  4. In the Desk check-in open window field, enter the number of minutes. This is the time before the desk reservation start time the check-in will be open. 
  5. Click the Update button.

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Building Settings

Step 1. Enable All Day Desk Reservation for a Building

Complete the following:

  1. Navigate to Resources > Buildings & Floors.
  2. Click on the building. The building details displays.
  3. Click the Edit button. The Update Building dialog displays.
  4. From the All Day Desk Reservations drop-down, select On.

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Step 2. Set up the Desk Check-in

Then enable the desk check-in, complete the following:

  1. From the Enable desk check-in drop-down select On.
  2. In the All Day Start Time (HH:mm) field, enter the time in the format HH:mm.
  3. In the Desk Check In Open Window field, enter the number of minutes. This is the time the check in window is active. 
  4. In the Desk Check In Duration field, enter the number of minutes. This is the time before the desk reservation start time the check-in will be open. Note, if you set this to 0 minutes then this will start the desk check-in straight away.
  5. Click the Update Building button.

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