Desk booking on a floor plan
Put your desks on a picture of the floor. People see which desks are free, taken or theirs for the hours they need. They click or tap a free one to book it under its usual rules.
PLANSScale only
The problem it solves
- With hot desks, people walk the floor looking for a free one.
- Two people sit down at the same desk on a busy Tuesday.
- Nobody knows which team sat where, or how full the floor really is.
How it works
- Make desks as ordinary facilities, usually a facility type "Desk" with its own rule set, such as one booking a day per person.
- Add the floor plan image on the floor.
- A facility manager opens Floor Map, clicks Place desks, picks each desk and clicks its spot on the plan.
- People open Floor Map, choose the floor, the day and the hours. Desks show as Free, Taken or Mine.
- They click a free desk to book it. The desk's rules and approval apply as for any booking.
Everything it does
The map
- A floor plan image per floor; desks and rooms of the floor placed by position
- Status for the chosen hours: Free, Taken, Mine, or Closed outside opening hours
- A taken desk shows the booking and the person, or "Booked" for a private booking
- Bookings waiting for approval, offered from the waitlist or waiting for payment count as taken
Booking
- Web: whole hours from and to, 9:00 to 17:00 to start with; click a free desk; click your own desk to open the booking
- App: Full day (9:00 to 17:00), Morning (9:00 to 13:00) or Afternoon (13:00 to 17:00); tap a free desk
- The booking is checked like any other: rules, limits, no double booking, approval
Placing desks
- Only facility managers place desks; positions are kept as a share of the plan's width and height
- Unplaced desks are listed beside the plan
Who uses it
EmployeeFinds and books a free desk for the day or part of it.
Facility managerUploads floor plans and places the desks.
Front deskSees who is where on the floor.
Where you use it
- Web: Facilities > Schedule > Floor Map
- The SmartMy Facility app: Schedule > Floor Map in the Menu (built and in testing, not in the stores yet)
- Not on the booking portal
What you control
Settings
- Floor Plan: per floor
- Desk rule set: yours to set, for example half or full day and one booking a day
- Hours shown: 9:00 to 17:00 to start with
Approvals
- Facility booking: desks follow their rule set; most offices set no approval for desks
Notifications
- Facility Booking Confirmed and the rest: as for any booking, in the app and by email
Questions
Can people see who sits at a desk?
Yes, for ordinary bookings: the map shows the booking and the person. A private booking shows only "Booked".Can we limit desks to one a day per person?
Yes. Give the Desk type a rule set with a limit of one booking a day.Can meeting rooms be on the same map?
Yes. Any bookable facility on the floor can be placed on the plan.Which plan has floor maps?
Scale. Starter and Growth book desks as a list without the map.Related features
FINDINGFind a free facility, or book one that is free nowSearch for a room that is free at a time, for a number of people and with the amenities you need. Or see what is free right now and grab it for 30 minutes or an hour.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.FINDINGFacility calendars and a day timeline of a siteSee bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.WORKPLACE EXTRASA room display on a tablet at the doorA tablet at the meeting room door shows green when the room is free and red when it is in use. It lists the next bookings of the day. People check in to their booking or book the free room on the spot.PORTAL, OFFICE SCREENS AND APPThe SmartMy Facility phone appOne app for everyone who books, approves or runs a facility, on Android and iOS. Bookers find a free room and book in a few taps, scan the door QR to check in and report a problem with a photo. Approvers decide, the front desk runs its day, members see their passes and cashiers sell at the counter.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.