Booking a space in Eptura Engage

Visit saved, but the space could not be booked

If, for any reason, the space cannot be booked when the visit is saved - perhaps it was booked by someone else before the visit was saved - 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.

Edit the visit to choose and add a different space.

Editing a booking added to a visit

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 a new visit and enter the visitor's name and visit details 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. The host's Eptura Engage meeting space bookings for the visit date are displayed.
   
3. Click Link to add a meeting to the visit - the meeting space booking is not linked until the visit is saved.
4. 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.
   
   
5. 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.

The visit shows the meeting in the visit details:

The external guest is added to the attendee list for the Eptura Engage meeting space booking:

Create a new meeting space booking

To add a meeting space to a visit and create a new meeting space booking in Eptura Engage, create a new visit and enter the visitor's name and visit details 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. 
2. Click the Book a meeting space button to expand the options.
3. Location: Select the Location from the drop-down, then wait a few moments for the meeting room list to propagate.
   
   
4. Meeting room: Click Select to see the list of available meeting spaces. Select the required Meeting space from the drop-down.
5. Meeting title (optional): Enter a title for the meeting. If no title is entered, 'Visitor Meeting' is saved as the title in the Eptura Engage booking.
6. Click Use this booking to add the meeting to the visit - the booking is not created in Eptura Engage until the visit is saved.
7. 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.
8. Click Create visit to save the visit and create the meeting space booking in Eptura Engage.

Eptura Engage creates the meeting space booking with the visit creator as the host and adds the visitor as an external guest to the attendee list.

The visit shows the meeting in the visit details.

Requirements

• The email address of the Visitor user creating the visit must exactly match the email address in their Eptura Engage user account. 
• The Eptura Engage user must have the required booking access and available booking allowance to book the added space.

Limitations

• Currently, only one-way synchronization is supported - from Visitor to Engage. Changes made to 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 in Eptura Engage managed meeting spaces that require approval before a booking is confirmed. Attendees added to a managed booking might cause duplicate attendees and duplicate emails in Eptura Visitor. 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