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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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Setting Reminders

You can set reminders for a meeting by clicking the Reminders button. Reminders can be created for the meeting’s start time, end time, and check-in. Workspace App Reminders Enable the desired reminder and specify how many minutes before the event it should be sent. For each reminder, you can also choose whether it is sent to participants. 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. 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.