Booking a space in Eptura Engage

Where to view the workspace booking in Eptura Engage and Visitor

The workspace booking appears in Eptura Engage on the personal spaces booking grid, where the visitor is shown as an external user (purple).

The booking also appears on the Eptura Engage Your Bookings page for the person* who created the visit (provided their email addresses match in both products). The visitor's name is displayed in the Booked for column for the booking.

*If the person creating the booking does not have an Eptura Engage account with a matching email address, the booking is created under the default Global admin account.

View the booking in Eptura Visitor

The visit in Eptura Visitor shows the booked space in the visit details.

Space could not be booked when the visit was saved

Occasionally, a space selected for a visit might be booked by someone else before the visit was saved and the space secured. In this case, the visit is saved, but the space is not added. The message 'Visit saved, but the desk could not be booked (it may already be booked).' is displayed. You will need to edit the visit and choose a different space for your visitor.

Delete or change the added space

You can change a booked personal space to a different personal space or delete the booking entirely when editing a visit.

1. From the Visitor logbook, click the visit to view the visit details in the side panel.
2. Click Edit to open the visit form.
3. The existing booked personal space is shown under 'Desk Space'.
   
   
   1. To delete the booking, click the red button to the right of the space. When the visit is saved, the space is removed from the visit, and the booking is deleted from Eptura Engage.
   2. To swap the space for another, click Change Desk space to open the Link to a personal space options and select a different space. When the visit is saved, the personal space booking is swapped in Eptura Engage. 

Link to an existing meeting space booking

To link an existing meeting space booking to a visit, create or edit a visit as usual. If the integration is enabled, an option to Link visit to a Meeting space is shown.

1. Click Link visit to a Meeting space to open the pop-up.
2. By default, bookings associated with the person creating the visit are displayed. Eptura Engage checks the Host, Requestor, and Booked by fields. To search for bookings associated with someone else, click the X to remove the current name, then enter another name.
3. The associated Eptura Engage meeting space bookings for the visit date are displayed. You can filter the list further by entering all or part of a meeting title. and pressing Return on the keyboard.
   
4. Click Link to add a meeting to the visit - the meeting space booking is not linked until the visit is saved.
5. The selected meeting is added to the visit (but not linked yet). If needed, you can click the red bin icon to remove it from the visit.
   
   
6. Click Create visit to save the visit and link it to the meeting space booking.

The meeting is linked to the visit, and the visitor is added as an attendee of the meeting space booking in Eptura Engage.

Create a new meeting space booking

You can create a new meeting space booking in Eptura Engage, either when creating a new visit or when editing an existing visit. The Eptura Engage meeting space will be booked for the duration of the visit. 

To add a meeting space to a visit and create a new meeting space booking in Eptura Engage, create or edit a visit as usual. If the integration is enabled, an option to Link visit to a Meeting space is shown.

1. Click Link visit to a Meeting space to open the pop-up and set your meeting requirements. Initially, the host's Eptura Engage meeting space bookings for the visit date are displayed.
   
   
2. At the top of the pop-up, click the Book a meeting space button to switch the view to the booking options, then complete the fields as described below.
   
   1. Host: By default, the host's name is the name of the person creating the visit. To change the host, click the X to remove the name, then enter the required host's name and select it when it appears. 
      Note: The host must have a matching email address in Eptura Engage; otherwise, the meeting space will not be booked when the visit is saved.
   2. Location: Select the Location from the drop-down, then wait a few moments for the meeting room list to propagate.
      
   3. Meeting room: Click Select to see the list of available meeting spaces. Select the required Meeting space from the drop-down.
   4. Meeting title: Enter a title for the meeting. If no title is entered, 'Visitor Meeting' is saved as the title in the Eptura Engage booking.
3. Click Use this booking to add the meeting to the visit - the booking is not created in Eptura Engage until the visit is saved.
4. The meeting is added to the visit (but not booked yet). If needed, you can click the red bin icon to remove it from the visit.
5. Click Create visit to save the visit and create the meeting space booking in Eptura Engage.

Eptura Engage creates the meeting space booking and adds the visitor as an external guest to the attendee list on the booking form:

View or change the linked meeting space booking

Requirements

• The email address of the Visitor user creating the visit must exactly match the email address in their Eptura Engage user account. If not:
  • Personal space booking: The booking is created under the default Engage Global admin account if the visit creator's email address does not match an Engage user.
  • Meeting space booking: The booking is not created in Eptura Engage, and the meeting space is not saved with the visit if the host's email address does not match an Engage user.
• The Eptura Engage user must have the required booking access to book the added space.

Limitations

• Currently, only one-way synchronization is supported for personal space bookings - from Visitor to Engage. Changes made to personal space bookings from Eptura Engage are not reflected in the associated visit.
• It is not possible to add Eptura Engage 'hourly' personal spaces to a visit. Resource groups might appear, but no spaces are shown.
• Personal spaces added to a visit are booked as whole-day bookings in Eptura Engage, regardless of the visit duration. This behavior applies even when half-day (AM/PM) booking is enabled globally.
• Currently, the integration does not support bookings for Eptura Engage managed meeting spaces. Adding attendees to a managed booking can cause duplicate attendees and duplicate emails in Eptura Visitor when the booking request is approved in Engage. Learn more: Eptura Engage managed meeting spaces ↗️
• Adding spaces to recurring visits is not currently supported. If a visit with an existing assigned space is changed to a recurring booking, the space booking is deleted.
• Adding spaces to group visits is not currently supported.

Behaviors