Once you’ve selected a space, you can begin the booking process.

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Starting a Reservation

To start a booking:

  1. Click the “+” button located at the bottom-right of the screen.

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Booking Window Fields

A booking window will open with the following fields:

  • Subject
    Title of the meeting or reservation.

  • Participants
    Internal participants you want to invite.

  • External Visitors
    Guests outside your organization.

  • Date
    Select the desired date and time for your booking.

  • Space
    The room or workspace being reserved.

  • Teams Meeting
    Optionally create a Microsoft Teams meeting link.

  • Description
    Additional details about the meeting.

  • Public or Private
    If marked as Private, the organizer’s name and meeting subject will be hidden on room displays and public lists.

  • Comments
    Optional notes or instructions.

  • Visual
    Upload an image that may be shown on room panels or digital signage.

  • Additional Services
    Add extra services (e.g., catering, equipment).

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Adding Participants

You can select participants from your contact list or enter them manually.
All participants will receive an email notification informing them of the invitation.

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Adding External Visitors

You can also invite external visitors:

  • This function is connected to the PADS4 Visitor Management System (VMS).
  • External visitors will receive a QR code to use at the reception kiosk for easy check-in.
  • Visitors can self-register upon arrival, and hosts will be notified.
  • Departure can also be registered when the visitor leaves.

To add a visitor:

  1. Click the “+” button under the visitor section.
  2. Fill in the required information.
  3. Click Save to confirm.

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Adding Additional Services

To request services like catering, AV support, etc.:

  1. Click “Add Additional Services”.
  2. Choose from the available options.
  3. Specify quantities and, if needed, include a comment.
  4. Click Confirm to attach services to the reservation.