Skip to main content
Eptura Knowledge Center

Set up Time Blocked Desk Reservation and Check-in Times

  1. Last updated
  2. Save as PDF
Serraview Engage

Level: System Administrator

Overview

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

This article covers the Time Block Reservation and remember when your employee:

  • makes a desk reservation on the same day, you will be checked-in automatically.
  • cancels their desk reservation, then Engage will let other employees reserve the desk.
  • will only receive the check-in email when the check-in opens.
Time Block Reservation Example

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

  • Check-in is from 8 AM to 11 AM
  • Desk Check-in Open Window =120 minutes
  • Check-in Window Duration = 180 minutes

clipboard_e54215f99b721792fc7e7ffc827d257af.png

Notes - Auto-Cancellation of Desk

  • If you are using the Auto-Cancellation of Desks, you will need to 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.
  • Desk check-in emails obey the “Enable desk check-in” settings at the time the reservation was made. So if check-in is enabled, then the emails will not be sent out for any reservations made prior to that change. Users will still be able to check-in via Engage, regardless of whether or not an email was sent. For this reason, we recommend that you avoid using the Auto-Cancellation until check-ins have been enabled for the length of time your future booking limit is set. For example, if your future bookings limit is 2 weeks, then do not apply the Auto-Cancellation until at least 2 weeks after check-ins are enabled. 

Settings

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

  • Global Settings
  • Building Settings

Global Settings

Step 1. Disable All Day Desk Reservations

Complete the following:

  1. Navigate to Admin Settings > System Config > General > Engage Configuration.
  2. Uncheck the All day desk reservation check box, if you prefer time block reservation which allows your employees to choose the desk booking such as All day or 1 hour, 2 hours,

Step 2. Set up the Desk Check-in

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

  1. Check the Enable desk check-in check box.
  2. In the Check in window duration field, enter the number of minutes. This is the time the check in window is active. 
  3. 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. 
  4. Click the Update button.

clipboard_e654ff19cfc223cb73d82e91fd35aa3fe.png

Building Settings

Step 1. Disable the All Day Desk Reservations 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 Off.

clipboard_e4013469068b9a701b7e376db8fb4b34c.png

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 Check In Open Window field, enter the number of minutes. This is the time the check in window is active. 
  3. 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.
  4. Click the Update Building button.

clipboard_edcc93270e4a313e0d10025a7a6e667da.png