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Product: Bookings - EQ1

Release Date: Monday 9th Wednesday 11th September 2024 TBC

Summary: A new calendar interface to view resource availability before making bookings

Overview

Video Snapshot

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https://www.loom.com/share/4b233e08414e46eba932697782693aa4?sid=c56594a4-1f3a-452e-a3c7-6a8e25132c00

Calendar Based Availability

Info

This feature is available to all user types i.e. users with/without roles within Equiem One.

Existing Capabilities

Up to this point, determining the availability of bookable resources was done either by attempting to make a booking or by filtering resources based on the availability, using one or more of the available filter options shown below:

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Info

We will remember this selection when you next return to the Catalogue page.

Calendar

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Key Features

The calendar consists of the following core components:

  1. An overview of the resource consisting of:

    1. Image

    2. Capacity (if enabled)

    3. Available discounts (if enabled. Feature coming soon)

    4. Name of the resource

    5. Location of the resource


      As you vertically scroll, the image section will be collapsed to free up screen space. The title and location will remain stuck in the header:

      Image Removedcollapse_header.gifImage Added

  2. Horizontal scroll to view available resources. Simply scroll L > R or R > L to view the available resources

  3. Current time indicator for today (green horizontal line) and automatic scroll to the current time of day when loading the calendar:


    auto_scroll.gifImage Added

  4. Availability times on the y axis:

  5. Date picker to view today or a future date:

    date_picker.gif

  6. The same search and filtering options from the list view to further refine your search:

  7. The ability to view and book resources set up with available slots or as a flexible booking:

  8. Selecting a flexible time, or a predefined slot, will launch the side modal with the date prefilled on the form and the slot preselected (if applicable):

    select-slot2.gif

  9. Colour coded backgrounds to indicate available/unavailable times. If a resource has a grey background to indicate it’s Not available it can be due to a number of reasons:
    - The resource having specific From/To hours
    - The resource may be included in a blockout date
    - The resource may be configured with a Prep time (before) and Prep time (after)

    Image Added


  10. Ability to launch the booking form either by selecting a time/available slot or by selecting the title of the resource:

Mobile Experience

Filtering Capabilities for Proxy Booking Resources

If you have one of the authorised roles to make proxy bookings (Property Manager, Workplace Manager, Booking Manager) you will see the ability to filter resources owned by your company (for which you can make proxy bookings for) and resources which are owned by other companies which you may be able to book as a regular end user. To filter the resources, select the Managed by filter option at the top of the screen:

Then choose from one of the two options:

  • Managed by Me = resources which belong to the company I work for

  • Managed by Anyone = resources which belong to another company of which I’m able to book

Image Removed

New Form Components

Having enabled the Managed by = Me filter, and having selected one of the resources which belong to my company, and of which I’m authorised to make proxy bookings for, you’ll see a few changes on the side modal which pops out.

There’s a new field called HOST which allows you to select the person who the booking is being made for:

Image Removed

Info

The HOST field will default to yourself. Simply select the REMOVE button or search for an alternative user to assign the booking to.

The TITLE field is an optional field which is shown to the end user on their booking and may or may not be required when you complete the booking on behalf of someone else.

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Once you’ve completed the required form components you can then complete the booking. A booking can be configured to accept the following payment options:

  • No payment required - Free

  • Invoice payment

  • Credit card payment

  • Credits payment (coming soon)

If booking on behalf of another end user, and these options are configured for the resource, you can use the following payment methods:

  • No payment required - Free

  • Invoice payment

  • Credits payment (coming soon)

If booking on behalf of yourself, you can also use:

  • Credit card payment

TipNo other changes have been made to this workflow for example the email confirmations and in app booking confirmations remain the sameThe calendar is optimised for mobile. Most of the key features apply when accessing the calendar on mobile but only one resource is shown due to a smaller screen space. Users can scroll L > R, R > L to view the available resouces:

mobile.gifImage Added

Metrics

We are adding additional data points to determine how end users are making bookings e.g. via the existing list view or via the new calendar feature.

Info

These are still being worked on and will be available at a future point in time.

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FAQs

Question

Answer

I don’t see the HOST field on the form, why is it missing?

If you don’t see this field, it’s because you’re not authorised to make proxy bookings and do not have one of the relevant roles

Why can’t I make a proxy booking for other resources which belong to other companies?

Proxy bookings can only be made for resources which are owned by the company you belong to

When will credits be supported as a payment option?

Within the next few months but this is dependent on other things related to the Flex product offeringDoes the calendar show resources both configured as flexible bookings and slots?

Yes, you can select from available slots or pick a resource with flexible opening times.

How do I know if the resource is available?

Refer to Item 9 above for how resource availability appears on the calendar. There are different colour codes to identify available times.