Find a free facility, or book one that is free now
Search 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.
PLANSEvery plan
The problem it solves
- Staff walk the corridors looking for an empty meeting room.
- Someone needs a room with a projector for 12 people at 3 pm and checks six calendars.
- Rooms booked by the hour stand free, but nobody can tell which.
- A quick call needs a room now, and booking it takes longer than the call.
How it works
- Open Facilities > Book a Facility. Type a name, or pick a size, a type and the amenities you need.
- Switch on Free now to see only what is free this minute; a busy card shows until when it is busy.
- Or click For a time and fill in Free on, at and for (day, start and length). Free facilities come first, marked Free then.
- The others show their next free start in the next three days. Click a card to book.
- On Facilities > Operations > Facilities, a free card has Book 30 min and Book 1 h. They open a booking from now, ready to send.
- Office staff who like lists use Schedule > Find for a Time. Each line has a Book button.
Everything it does
Search
- By name, site, type, size (people) and amenities; every chosen amenity must be there
- Only facilities open to you: your Entity's, shared with it, common to the site, or open to the portal
- Each card shows the photo, type, place, capacity, amenities and the first three free times of today
For a time
- A day, a start and a length; free facilities first, then the rest with their next free start
- The next free start is looked for in steps of the rule set, inside opening hours, over the next three days
- Find for a Time: Date (today), From (the next full hour), duration (1 hour), People (1), Amenities, Site and Facility Type
- Book on a line opens a booking with the facility, time and number of people filled in
Free now
- Free now or Busy with the time it is busy until, and the next booking within 24 hours
- Book 30 min and Book 1 h start at the next step of the rule set, 15 minutes to start with. The title is Quick meeting
- You still press Book: the rules, approval and check-in apply as usual
- Free looks at bookings and blocked time; outside opening hours the booking is then refused as closed
Who uses it
BookerFinds a free room for a time or right now and books it.
Front deskFinds a room for a walk-in in a few seconds.
Facility managerSees at a glance which rooms are busy and until when.
Where you use it
- Web: Facilities > Book a Facility (search, Free now, For a time). Operations > Facilities (cards with Book 30 min / Book 1 h). Schedule > Find for a Time
- The booking portal: facilities and their free times by day
- The SmartMy Facility app: the same search with Free now (built and in testing, not in the app stores yet)
- Not a map of the building for rooms; desks have a floor map in Scale
What you control
Settings
- Amenities on each facility
- Time Step of the rule set: 15 minutes to start with
Questions
Can I find a room with a projector for 12 people at 3 pm?
Yes. Click For a time, set the day, 15:00 and the length, choose 12+ people and the Projector / Screen amenity.What if nothing is free then?
Each card shows its next free start in the next three days, so you can move your meeting or pick another room.Does Book 1 h confirm the room at once?
It opens a booking from now for one hour. Press Book; the room's rules and approval apply as usual.Can I see rooms of another Entity?
Only those shared with your Entity or common to the site. Sharing between Entities comes with Growth.Can I search from my phone?
Yes. The app has the same search and Free now. It is built and in testing, not in the app stores yet.Related features
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.PLACES AND FACILITIESFacility types, photos, capacity and amenitiesGroup your rooms, halls, labs and courts into types that share one set of booking rules. Each facility carries its photo, description, capacity, amenities and the people in charge of it.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.WORKPLACE EXTRASDesk booking on a floor planPut 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.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.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.
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.