Direct Spaces Help

When you create a reservation, all red asterisk items are required. You can only move forward through the process after you fill out the required information.

After you complete each section, tap Continue or tap the next section.

1. On the Quick actions widget, tap a booking button.

   Your mobile app is set up in one of the following ways by your administrator:

   • If your mobile app is set up with booking options on the Home screen, tap any of those booking buttons.

   • If your mobile app is set up with one booking button on the Home screen, tap that button. On the booking screen that appears, tap a booking option to start the booking process. These might include buttons like Book a Desk, Book a Meeting, and Book a Study Room.

2. On the Booking screen, set time, location, and attendees.

3. Set reservation details.

4. Set calendar and invite details.

5. When you complete all the information, tap Submit reservation.

   Your reservation gets submitted and an email is sent.

Reservation Details

The details that appear on the reservation screen might differ depending on your Direct Spaces configuration.

Set time, location, and attendees

Date & time – Choose a date and time in the future. If your templates doesn’t allow date selection far into the future, the app directs you to choose another room or adjust the date to follow the template rules for your room. If the time does not fall within the building hours or the template’s allotted amount of time for the booking, the app directs you to choose a different room or adjust the time to follow template rules.

For example, for an 8 AM-5 PM default, if you book at 7:45 AM, the reservation defaults to today at 8 AM-5 PM. If you book at 3:45 PM, the reservation defaults to tomorrow at 8 AM-5 PM.

1. In Date & time, tap the calendar icon.

2. Tap Start and in the time picker, select a start time.

3. Tap End and in the time picker, select an end time.

4. In Time zone, select a time zone.

5. Tap a date in the calendar and then tap Set.

Buildings – The building might be auto-populated according to the following:

• If location tracking is turned on, the system selects the building based on the user’s location. This selection is calculated using the latitude and longitude values saved for the building.

• If location tracking is turned off, or no buildings include latitude and longitude values, the system selects the user’s default building for the highest priority process template.

• If the user and the system administrator did not select a default building for the user, the system will not display a building and the user will have to select a building.

Rooms

To filter the room results, you can use any combination of available filters. Only available rooms display. If you use floor plans in EMS you can also select from a floor plan in your building.

The list of available rooms within a building appears in the following order:

• Floor plans

• Favorite rooms if any exist

• Description or book sequence (depending on configuration)

Filter room search results:

1. Tap the edit icons next to any filter to narrow the search results. Filters include:

   • Favorites – Turn on to view favorite rooms. If you added favorite rooms, those rooms appear first in the search results list.

   • Buildings

   • Floors

   • Capacity

   • Setup Types

   • Room Types

   • Areas

   • Views

   • Features

     If all filters do not appear, tap More filters to see and select from more filters.

2. Tap a filter and then select one or more filters in the list.

3. Tap Set.

4. Tap Refresh results to apply the filters and view the results in the list.

5. To add a room to your reservation, tap the room.

Add room using QR Code – If a QR code is available for a room or desk, you can scan the code to add the space to your booking. Then follow the same steps for setup and attendee count outlined above. This feature is available if it’s turned on by your administrator.

To determine which prompts and defaults to display and ask for in Setup type and Attendance, the system uses the Setup Type and Validation parameter rule set up on your template. After you select a room, the system knows which template to book from. Based on template rules, you may be prompted for Setup type and Attendee count.

If there is only 1 available setup type, it will be the default.

The attendee count defaults to the template setting.

Attendees – Available if you use Exchange or Google Integration, and if any of the templates on the Intent are Exchange or Google enabled.

Show Calendar Availability – View your availability and booking time to ensure you are choosing a time when you are available. You can also view attendees’ availability if attendees are selected.

Set reservation details

Reservation name – Enter a reservation name other than the default. Reservation name defaults to the template rules.

Reservation type – Select an available reservation type. Reservation type defaults to the template rules.

Group and contact details – If your user only has 1 group, it will be the default. If your group has a default contact or only 1 contact associated, it will be the default. When you update the 1st contact you can also search all contacts.

• If you’re part of 1 group, then that group is the default for the new booking.

• If you’re part of many groups, there is no default group. You need to select a group.

• If the group has a default contact, that contact is set as the 1st contact. If a default contact was not set for the group, then you, the logged in user, are set as the 1st contact.

Add a group and contact:

1. In Set reservation details, tap the Group edit button.

2. Tap a group.

   You can search for other groups if you have permission.

3. In the Set reservation details section, tap the 1st Contact edit button.

4. Do one of the following:

   • Tap a contact in the list.

   • Tap Search for other contacts and then search for or tap a contact in the list that appears.

5. Enter the contact's email and phone number.

   The contact gets added as the 1st Contact.

Conferencing – You can add a Microsoft Teams, Zoom, or WebEx meeting to the reservation if it's allowed by the template.

1. Tap Conferencing.

2. On the Select conferencing system screen, tap a conferencing type.

Attachments – You can add document and image attachments up to 300x300 pixels.

Add Attachments is available if it’s turned on in your process template by your administrator.

Set calendar and invite details

Provides a new set of reservation options for Exchange enabled reservations. Set specific calendar and invite details such as subject, message, show availability as, reminder, and mark as private.

Submit reservation

After you fill in the required information, you can submit your reservation. If you have associated Terms and Conditions, you’ll be prompted to read and agree to those. In this case, to submit your reservation, tap Agree.

A create reservation message appears. To continue, tap Done.

You can cancel a reservation prior to its scheduled date and time.

1. On the Home screen, under Your upcoming schedule, tap a reservation that you want to cancel.

2. On the Reservation details screen, tap Cancel reservation.

3. Tap Yes.

   The reservation gets cancelled.

You can change an existing reservation. When you make changes to the details, they automatically update. You can then tap the arrow to go back to the Home screen. You may need to refresh the Home screen to see the changes under your upcoming schedule.

1. On the Home screen, under Your upcoming schedule, tap a reservation that you want to change.

2. To make changes, tap an edit icon next to the item you want to change and make the change.

   The reservation updates for each item and a success message appears.

3. Tap at the upper left to go back to the Home screen.

4. To see the updated reservation in Your upcoming schedule, refresh the screen.

iCalendar file

When you change a reservation, you can download the iCalendar (ICS) file. After you download the file, you can add it to most calendar apps, like Outlook, Google Calendar, and others.

1. Make changes to a reservation.

2. Tap Download ICS file.

3. Tap the file.

   After it downloads, import the file into your calendar.

4. Tap Back to reservation or tap a back arrow.

You can add favorite rooms to streamline the booking process and filter your room search results. Favorite rooms appear first in the list when you create a reservation and search for a room.

You can add favorite rooms to streamline the booking process and filter your room search results. Favorite rooms appear first in the list and appear with a heart when you create a reservation and search for a room.

1. On the Home screen > Quick actions widget, tap Manage favorites.

2. Select an intent with which you want to create a favorite.

3. To delete a favorite, tap the x on the right of the favorite.

4. To add a favorite, tap Add a new favorite.

5. Search for rooms to add as a favorite for the selected intent.

6. Tap one or more rooms.

7. A check mark appears to the right of your selections.

8. Tap Set.

   The selected rooms get added to Current favorites.

You can create a reservation from Browse locations. You can browse locations using the available filters: buildings, floors, rooms, room types, and capacity.

1. Tap Browse locations.

2. On the Available spaces screen, select a building.

   If you use location services, a building might already be selected.

3. Tap the date selector to choose a date.

   The list updates to show all rooms and available schedules for those rooms that you have access to.

4. To further narrow the list, tap More filters.

5. Tap a room name to see more details, such as capacity, type, and floor plan location.

6. When you find a room that you want to book, tap an available time in the room’s schedule.

   The reservation screen opens.

7. Fill in the details and create your reservation.

Use Browse people to find a group or host who is scheduled to have a meeting, event, or workspace reservation. You can then locate their reservation details and where they are located on a floor plan (if one exists).

Browse people is helpful if you want to schedule a space near a colleague. For example, if team members have workspace reservations on a specific day, and you plan to work on a project together, you can find team members locations and then schedule your own space close by.

Browse People is permission based, as part of your security template and role.

1. On the Home screen, tap Browse people.

2. On the Group reservations screen, tap Group name.

3. Select one or more group names from the list and then tap Set.

4. To select a date, tap the date.

5. On the calendar that appears, select a date.

   The group’s schedule and reservations appear, if any exist.

6. On the schedule, tap a booking.

7. If a floor diagram was uploaded, you can view it. A person icon indicates where the group’s reservation is located.

8. If a space nearby the person is available, tap the green icon, then tap Start a reservation here.

   The reservation populates with the same date and time as the group reservation. Continue with the reservation.

9. If a floor diagram was not uploaded, note the location of the person in the information screen that appears. Then go back to the Home screen and start your reservation.

A Quick Response Code (QR code) is a two-dimensional barcode that contains stored data. If a QR code is available for a space, you can scan it with a mobile or tablet device camera to check in to a room.

For upcoming room bookings, tap the booking on the room schedule to check in, cancel, extend, end, or update. Options depend on the booking status. You can also view other booked room events within the next 30 days. If the booking is not private, you can view the details.

QR codes must be turned on by your administrator for this feature to be available.

1. On the Home screen, tap QR code > Scan.

   The camera opens on your device.

2. Scan a QR code.

   In Create reservation the schedule view populates with the selected room availability.

3. Select a date and time and continue with creating a reservation.

You can designate another user to make reservations on your behalf. You can also create reservations and bookings on behalf of another user.

A delegate is another authorized user who can act as you in Direct Spaces and carry out actions on your behalf.

Acting as another user is helpful if someone else needs to handle your EMS work in your absence.

When your admin sets up delegate user access, delegates are set up for you.

1. On the Home screen, tap Act as another user.

2. Tap a user that you want to take actions as.

   You can also search for a user if they don’t show in the list.

3. Tap an action for which you want to act as another user and fill out the required details.

   You must stay on this screen to act as the selected user. If you exit this screen, you will act as yourself again.

If you have an approval role on the everyday user security template, you can approve bookings for spaces you have access to. The approval role is a permission provided by your administrator.

To get access to this feature, your environment must be configured by your administrator.

You can approve from the Home screen Approvals widget or use the Approvals button where you can filter bookings to view.

Some bookings might be view only for those you don't manage.

The Approvals widget shows reservations in a request status, organized in ascending order by most recent.

Approve bookings from the Approvals widget:

1. In Approvals, tap a reservation.

2. On the Reservation request details screen, do one of the following:

   • Tap Approve to approve the reservation. A success message appears.

   • Tap Cancel to cancel the reservation. A confirmation message appears. Tap Yes. A cancel message appears.

Approve bookings from the approval queue:

1. On the Home screen, tap the Approvals button.

2. To filter your approval queue, tap a filter.

   • Sort by

   • Buildings

   • Statuses

   • Date range

3. When the filter opens, search for or select items from the list, then tap Set.

4. Tap Refresh results.

5. Tap a reservation and then do one of the following:

   • To approve the reservation, tap Approve.

   • To cancel the reservation, tap Cancel.

When you browse locations, create a new booking, or use the Floor Plan widget, you can view a floor plan if one was uploaded and available for the building.

You can use pinch, zoom, and pan gestures to move around the floor plan. You can also tap zoom in and out on the map or view it in landscape and full screen mode.

Floor plans open to full screen automatically when you select the floor plan from the list during a new booking or edit. We recommend using full screen floor plans for the best user experience.

1. In the floor plans widget search box, enter one or more characters.

   The list updates as you type characters.

2. Tap a floor plan in the list.

   The floor plan gets added to your floor plan widget. As you continue to add floor plans, tap the left or right arrows to view each one. To view the floor plan in full screen, tap the full screen icon.

3. Tap the date above the floor plan.

4. On the calendar, select a start and end date and time and then tap Set.

   The floor plan displays floor pin indicators for rooms and desks. The default floor plan indicators:

   • Available – green circle

   • Unavailable – red triangle. You can tap an unavailable space and see what group booked that space. You need security permissions to do so.

5. To select a room, tap an icon.

6. Tap Select.

7. Enter the reservation details, and submit the reservation.