Onboarding Prerequisite Decisions

Project Resources Mobilized

Q. Have you identified your project resources?

We recommends the following people are in place before the project commences:

• Project Manager
• Nominated Serraview System Administrator
• Space Planner (SME)

For Serraview Elite, consider the following project resources:

• MAC Manager
• Systems / Infrastructure Engineer (SFTP, SAML2)

For Engage consider the following project resources:

• Calendar (Google Calendar / Microsoft Office 365) Administrator

Security Roles

Q. Who's needs access?

Identify who needs access to the Serraview modules and functionality such as Employees, Serraview System Administrator, Engage System Administrator, Workplace Validator, etc. 

Employees

Remember the Single Sign On (SSO) will have a default user role assigned to it called System - Default New User and this will be applied to your employees. After the employees are given access to Serraview your Serraview System Administrator can edit particular employee's access to modules and functionality manually and note that within Serraview there are certain modules that will change the user security for employees when they are assigned as a Workplace Validator or a BOS user. 

System Administrators

Certain employees will be identified as administrators and you can change their user role.

• For your Serraview System Administrator, you will need to assign then the System Administrator (Client) user role.
• For your Engage System Administrator who does not need the full access of the Serraview System Administrator, then we recommend you create a new user role and then assign it to the employee.

For more details on how to create and assign a user role OR edit a user role, see Manage User Roles.

Single Sign On (SSO)

Q. Does your company already have SSO set up with Serraview?

If, yes then you can use this existing setup with Engage and all your System Administrator needs to do is to check the SSO Enabled in the Engage Configuration.

If you don't have SSO set up this can be arranged, and we have the details for your IT team in SSO and this can be set up in Serraview' Configuration module.

For more details, refer to #1 - Initial Integrations.

Employee Import and Organization Units Import

Q. Where does your employee and organization unit data reside?

Your team will need to provide initially the sample Person Import and the Org Unit Import files to the Serraview Implementation team. Then Serraview Implementation team will set up the preprocessors to transform your data before it is loaded into Serraview.

Q. Do you want your Person Import and Org Unit Import to be imported via SFTP or File Upload?

Then for ongoing imports, you will send your files in via SFTP or File Upload, Serraview will automatically process your files using the preprocessors before it is loaded into Serraview.

Serraview's Buildings and Floors Visibility

Q. How many buildings and floors do you want to initially set up?

Your team will need to provide the details of the initial buildings and floors to be set up to the Serraview Implementation team. Then the Serraview Implementation team will set up the regions, buildings, and floors.

Q. What buildings and floors do you want to see in Engage? 

Your System Administrator can quickly set up which buildings and floors are turned on and displayed in Engage, this is completed in Serraview's Building and Floors module.

For more details on which floors are visible in Engage, refer to Set up which Buildings and Floors are visible in Engage.

Serraview's Space Types either Hidden, Visible, or Interactive

Q. What space types do you want to see and/or interact with?

Also, you can specify the space types such as Lifts, Kitchens, Stairs, Desks whether they are Hidden, Visible, or Interactable (to determine which space types display and/or can be interactive with). Therefore, you can display on the floorplan what is important to your employees. Your System Administrator can set this in Serraview's Configuration module.

For more details, refer to Set up the Space Types for Engage.

Serraivew's Allocation & Occupancy and Desk Reservation Permissions

Q. Is your Allocation & Occupancy data up-to-date?

This is important as the team allocation and workplace settings will determine the permissions that Engage users will have to the spaces (such as desks, meeting rooms).

New Clients

• Serraview will require that your core data is loaded and this will power Engage, refer to #4 - Allocation and Occupancy.

Existing Clients

• Serraview's Visual Block and Stack is the source of truth for your allocation and occupancy data. Your Space Planner(s) need to ensure that your Visual Block and Stack is up-to-date as Engage will be using the allocation and occupancy data, refer to #4 - Allocation and Occupancy.

Q. Who do you want to be able to reserve the desk?

Such as everyone, region, people in a team, people in a neighborhood, people allocated on the floor, or occupants of a building. This can be set up by your System Administrator. Also, note that not all desks need the same permission you should consider if you have different rules for different desks.

For more details, refer to Set up Desk Reservation Permissions.

Employees to Regularly Login Decision

Q. Do you want your employees to regularly log in to Engage (after 2 hours of activity) using a passcode?

Your System Administrator can set this in Serraview's Configuration module.

Branding and Concierge Menu

Q. What company branding would you like in the Engage app?

Your brand can be represented in Engage by the:

• Cover Image

• Company Logo

• Brand Color used throughout the system

Your System Administrator can source the cover image and company logo from Marketing and then set up the branding colors in Serraview' Configuration module, refer to #3 - Branding for Engage.

Q. Does your business require an Acknowledge Message?

If you need to display a message such as Terms and Conditions your System Administrator can set this in Serraview's Configuration module.

Q. What Concierge Menu items do you want your employee to use?

You will need 3 items in the Concierge Menu for this to work. for example:

• Maps Concierge Menu item - Your System Administrator can quickly set up a concierge menu item called Maps which will let your employees intuitively access Engage instead of using a Wayfinder button.

• Employee Survey Concierge Menu item - Your employees can complete a micro survey so that you can ask them questions, for example, find out when they will return to work and what dates they would prefer. Your System Administrator can set up the survey in Serraview's Configuration module.

• First Responders Concierge Menu item - Your employees can search Engage to find the First Responders. Such as First Aid Officer and Fire Warden. Your System Administrator can set up the Persons of Interest filters in Serraview's Configuration module. Important note that if choose not to have First Responders as a menu item, you can still set up the Person of Interest filters for Engage so your employees can search for First Aid Officer, Fire Warden, etc.

When you have decided what to include in the Concierge Menu then your System Administrator can either source the images for the menu items or uses the images in the Concierge Menu Images Gallery. The setup is completed in Serraview's Configuration module.

Q. Does your business require a regional Concierge Menu?

Engage can display a localized concierge menu for your organization’s different countries, cities, or buildings.

Floorplans Style

Q. What style of floorplans do you prefer?

We recommend that you use the default floorplan style which is the Architectural Floorplans, if you want to use the Stylized Floorplans then your Corporate Real Estate team will need to make sure the polylines are around all your spaces and the classification of the space types is accurate. 

COVID Compliance

If your company needs to meet COVID compliance then your System Administrator can set up the following.

Q. Does your company need to meet COVID desk reservation compliance?

Your System Administrator can turn on Engage's Book Safe which will automatically take care of social distancing for you. Whenever an employee books a desk, Engage will automatically disable any desks within your configurable social distancing threshold (e.g. 1.5 meters) from being booked by someone else.

Q. Does your company need to meet COVID capacity limits?

Limits can be set for a building:

• Limit the Total Reservations with a Building - This is used to limit the total number of reservations for a building. For example, if your COVID-19 restrictions only allow your building to have 50% capacity then you can set the total number of reservations for the building, so a building that has 250 employees can only have 125 employees able to make reservations.
• Limit the number of Reservations made within a Building per 15 minutes - This is used to limit the number of users making a desk booking at the same time. Engage can assist your employees with social distancing, by preventing large volumes of staff from arriving at a similar time to use common access areas such as lifts.

Desk Reservation Check-in Times

Q. Do you want All-day Desk Reservations or Time Blocked Reservations?

If your business wants your employees to make All-day Desk Reservations this can be set up OR if you would prefer Time Block Reservation which allows your employee to choose the desk booking such as All day or 1 hour, 2 hours, 3 hours, or 4 hours this can be configured.

Q. Do you want Desk check-in window reservations?

If you want your employees to check into their reserved desks then in the Engage Configuration, your System Administrator can update the desk check-in window settings.

Limit Concurrent Bookings

Q. Do you want to limit the number of concurrent bookings?

Your System Administrator can set the number of desk reservations an employee can make that overlap.

Limit Future Desk Bookings

Q. Do you want to limit future desk bookings?

Also, your System Administrator will be able to limit in weeks, how far into the future an employee can make a desk reservation.  

Available Desk Visibility

Q. Do you want the desks to be visually different on the floorplan?

When your business has employees with assigned desks these will not be able to be reserved. Your System Administrator can set up Engage to display reserved desks visually different from reserved desks. Also, if you want you can change the color of the available desks.

Desk Reservation on Behalf of Another Person

Q. Do you have employees that need to make desk reservations on behalf of another person?

If you have employees that make desk reservations on behalf of another person then your System Administrator can give employees permission to complete this task.

Desk Reservation or Check-in via QR Code

Q. Do you want your employee to be able to make a desk reservation or check-in using a QR code?

Your System Administrator can set up QR Codes on your organization’s desks so that employees can quickly make a desk reservation or check-in to their desk reservation.

Desk Reservation Confirmation Emails

Q. Do you want to send out Confirmation Emails when an employee books a desk?

If your business wants to send out Confirmation Emails when an employee books a desk. Note that the confirmation email is sent to the person for whom the booking is for.

Auto-Cancellation of Desk Reservations

Q. Do you want to auto-cancel desk reservations when an employee doe snot check into the desk?

When set this will cancel the desk booking if an employee does not check into the desk by the required time. Their desk booking is canceled and freed up for someone else to use. 

Team Reservations

Q. Do you want your teams to reserve desks?

If you want your teams to reserve desks, then you can set up particular employees who can make a desk reservation for their entire team at once.

Employee Photos and Meeting Room Photos

Q. Do you want your employee photos and/or meeting room photos?

The photography is optional and if you do have photos of them the employee's initials display and for a space a default icon displays. 

If you do want photography, then your System Administrator will need to contact your HR team to arrange for the employee photos to be included in the Person Import.

Employee Photos will need the following:

• Images are in a square aspect ratio, with a resolution of at least 300px x 300px.
• Images are linked via a URL to each employee photo.

Space Photos will need the following:

• Images of each meeting room.
• Images 
• are either a link URL to the image or the image is uploaded. If you want to use the link to the URL, then the images must be uploaded first to the referenced URL.

The Space Photos are set up in Serraview's Visual Block and Stack.

Space Reservations

Q. Do you want your employees to book spaces?

If you want your employees to book space such as meeting rooms then Engage can integrate bi-directionally with your organization's Corporate Calendar (as long as it's Exchange/Outlook, Office365, or Google Calendar). 

Chat Integration

Q. Do you want your employees to able to use chat from Engage?

Your employees can find their colleagues in Engage and then either call or email them. If your company is using Microsoft Teams then your System Administrator can set up the integration so your employee can start a Teams call or chat.

Only using Engage Mobile or Engage Web

Q. Are you only using Engage Mobile or Engage Web?

By default the Engage Mobile and Engage Web applications are both enabled. If your business will only use Mobile or Web then your System Administrator can disable the other platform.