Managing workplace reservations for employees
Summarize
Summary of Managing workplace reservations for employees
This functionality in Workplace Core allows workplace managers to reserve areas and specific spaces for employees, enabling effective management of physical distancing as employees return to the office. Managers can create individual or bulk reservations based on defined shifts and capacity limits, review pending employee reservation requests, and ensure workplace safety and capacity compliance.
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Key Features
- Area Reservations: Managers can reserve entire workplace areas for employees, with reservations limited by the area's defined capacity. Areas with no capacity set cannot be reserved.
- Single Space Reservations: Create reservations for individual employees for one or multiple days, based on predefined shifts.
- Bulk Reservations: Generate reservations in bulk for multiple employees assigned to the same shift and date range, useful for departments or groups.
- Child Reservation Records: Each parent reservation automatically generates daily child reservations according to the selected shift schedule. Conflicts on specific days prevent child reservation creation for those days, allowing manual reassignment.
- Pending Reservation Requests: Managers can review and approve or reassign pending employee requests if the originally requested space is unavailable.
- Capacity Management: Setting area capacity in Workplace Core is crucial for limiting reservations and ensuring adherence to safety guidelines.
Key Outcomes
- Efficient allocation of workplace areas and spaces to employees, supporting physical distancing policies.
- Automated handling of reservations that align with shift schedules, reducing manual effort and errors.
- Visibility and control over pending employee reservation requests, enabling timely management and adjustments.
- Capacity controls to enforce safety limits and avoid overbooking workplace areas.
- Flexible reservation management allowing updates to reservations with automatic synchronization of related daily records, except for past dates.
Reserve available areas or spaces for your employees and review pending reservation requests from employees in Workplace Core so you can ensure physical distancing measures when they return to the workplace. Once you make reservations, employees are notified about the locations to which they have access. The Workplace Service Delivery also offers more advanced workplace reservation options in the Workplace Reservation Management application.
Creating workplace reservations for employees
- Reserving workplace areas
As a workplace manager, you can make reservations for employees for areas on the floors of your office buildings. When employees return to the office, they can work from any of the spaces from the reserved area. The number of employee reservations that you can make for an area of your workplace depend on the capacity defined for that area. If the Capacity field of an area is set to 0 or left empty, reservations cannot be made for that area.
- Creating a single space reservation
- Using the shifts that you defined, you can create a space reservation for an employee for a single day or multiple days.
- Creating space reservations in bulk
You can generate in one action reservations for multiple employees who are assigned to a shift for a specific date range. For example, you can use this feature to create reservations for employees of a specific department who would all be assigned to the same shift.
- Child reservation records for employee space reservations
When you reserve a workplace for an employee, the reservation generates child reservation records for every applicable working day of the specified period. The applicable days are determined by the shift schedule that you select for this reservation. The reservation that you initially created acts as the parent reservation record.
If a child reservation conflicts with an existing reservation for any day in the specified period, the child reservation is not created for that day. You can manually create a reservation for a different workplace for that day.
For example, say you created a reservation for the workplace 2CN1612 for Mark Andrews in the afternoon shift from 06-01-2020 to 06-10-2020. Eight child reservation records for Mark Andrews for the workplace 2CN1612 would be created for each working day between 06-01-2020 and 06-10-2020. However, if a reservation for 2CN1612 on 06-08-2020 exists for another employee Jane Doe, the child reservation for Mark Andrews on 06-08-2020 is not created. You can manually create a reservation for Mark Andrews for a different workplace for 06-08-2020.
If you update the details of a parent reservation later, all its child reservations except the ones with dates in the past are updated accordingly.
Working with space reservation requests from employees
After an employee requests a workplace for a given date range and the manager approves the request, the application checks the availability of the requested space. If the workplace is unavailable for any or all days of the specified period, the request moves to the Pending state. As a workplace manager, you can review these pending reservation requests and allocate a different workplace to the employee to complete the request.