Reserve Best Practice Business Rules/Policies

Reserve Policy

Description & Example

Best Practice

Prevent Auto Bump on Closed Days

A check mark indicates that when a User fails to Check In to an Asset that requires Check In and either the Asset or the Location is closed, then an Automatic Bump will not occur.

For example, if a User has a seat assignment or long-term reservation scheduled to occur daily but the location is closed every weekend, the User will not be automatically bumped out of their reservation on the weekend. However, if the Asset requires Check In and the User does not Check In to a reservation occurring during operating hours (time when both the asset and the location are open), then an Automatic Bump will occur after the grace period and the User will receive a notification email.

A blank check box indicates that operating hours and closed days are not considered when the Automatic Bump policy is enforced.

Checked

Policy

Description

Best Practice

Maximum Days in Advance

Enter the maximum number of DAYS in advance the Asset may be reserved.

For example, if today is January 1 and the Maximum Days in Advance is 15 then the only Reservations which could be made would have to start between January 1 and January 16; no Reservations could be made which start on January 17 or later.

Note: Also a rule under the user record. Most restrictive rule wins.

Conference Rooms: 180 or 365 days

Workspaces: 14 days

Cancellation Lead Time

You may enter the minimum number of MINUTES required before the Reservation Start Time during which a Reservation made on the Asset can be cancelled without penalty.

For example, if the Asset is a high value Collaboration Space, the Cancellation Lead Time may be 24 hours (or 1440 minutes), which means that any Cancellations that occur less than 24 hours before the Reservation Start Time will be given a Reservation Status of CANCELLED WITHIN LEAD TIME rather than a Reservation Status of CANCELLED. This is used primarily for reporting purposes and is helpful if you choose to track which Users are Cancelling their Reservations without enough advanced notice.

0

Use this rule for high value collaboration spaces like Auditorium, Training Rooms, etc.

Lead Time Necessary for Reservation

You may enter the number of MINUTES the Asset must be available prior to the Reservation Start Time.

For example, if the Lead Time is 15 minutes and a User attempts to make a Reservation which starts NOW they will not be able to do so. The Reservation will only be able to begin 15 minutes from NOW. NOTE: The Lead Time is only calculated when the Asset is Open.

0

Use this rule for high value collaboration spaces like Auditorium, Training Rooms, etc.

Set Up Time

You may enter the number of MINUTES required to set the Asset up, immediately before the Reservation Start Time.

For example, if the Asset is a Collaboration Space that requires the room to be reconfigured, then the Set Up Time may be 15-minutes. If a User attempts to reserve the Asset, it must be available during the 15 minute window before the Reservation Start Time in order for the User to be able to make the Reservation. NOTE: The Set Up Time will only be calculated when the Asset is Open.

0

Apply set up time only to those Collaboration Rooms that must be prepared for occupancy before every meeting.

Breakdown Time

You may enter the number of MINUTES required to breakdown the Asset, immediately after the Reservation End Time.

For example, if the Asset is a Collaboration Space that requires the room to be cleaned up after a Reservation, then the Breakdown Time may be 15 minutes. If a User attempts to reserve the Asset, it must be available during the 15-minute window after the Reservation End Time in order for the User to be able to make the Reservation. NOTE: The Breakdown Time will only be calculated when the Asset is Open.

0

Apply only to those Collaboration Rooms that must be cleaned or returned to the default configuration prior to its next use.

Minimum Reservation Duration

Enter the minimum number of MINUTES the Asset may be reserved, for a single Reservation.

For example, if the minimum number of minutes is 60 then a User will not be able to make a Reservation that is less than one hour long.

1 minute

Maximum Reservation Duration

Enter the maximum number of MINUTES the Asset may be reserved, for a single Reservation.

For example, if the maximum number of minutes is 60 then a User will not be able to make a Reservation that is longer than one hour long.

Blank

Back to Back Reservations

Enter the number of MINUTES required in between Reservations.

For example, Asset 100 has a Back to Back Policy of 60 minutes and there is an existing Reservation from 10 AM - 1 PM. The next Reservation cannot start before 2 PM.

Blank

Always Searchable

Checking 'Always Searchable' indicates that the Asset will be able to be found by any User, regardless of their Permissions.

Leaving the check box blank indicates that the Asset will only be able to be found by those Users who have the Permission to VIEW, RESERVE, REQUEST, MANAGE, APPROVE and/or DELETE. Users without these Permissions will not be able to see the Asset.

Checked

Requires Check-In

Checking 'Requires Check In/Check Out' indicates that the Reservation Owner will have to Check In to their Reservation before the Reservation Start Time. If a Reservation Owner does not Check In to their Reservation it will automatically be Canceled by the application.

Leaving the check box blank indicates that the Reservation Owner will not have to Check In to their Reservation before the Reservation Start Time and their Reservation will not automatically be Canceled by the application.

Checked

Use Grace Period

Checking 'Use Grace Period' indicates that the application will use the Asset's Grace Period to determine when Reservations that have not been Checked In should automatically be Canceled.

Leaving the 'Use Grace Period' check box blank indicates that the application will use the Asset's Auto Bump Time to determine when Reservations that have not been Checked In should automatically be Canceled.

Checked

Grace Period

Enter the number of MINUTES after the Reservation Start Time that a Reservation should automatically be Canceled if the Reservation Owner does not Check In.

For example, the Grace Period is 15 Minutes and the Reservation starts at 10 AM. The Reservation Owner does not Check In so the application will automatically Cancel the Reservation at 10:15 AM.

Conference Room: 15 minutes

Workspaces: 60 minutes

Auto Bump Time

Select a specific time of day at which all Reservations that have not yet been Checked In should automatically be Canceled.

For example, if the Auto Bump Time is set to 10:00 AM, then every Reservation made on the Asset that has not yet been Checked In will automatically be Canceled by the application, at 10:00 AM.

Used to bump all reservations at a specific time if they haven’t been checked into. Reservations made after the absolute bump time will also be subject to the resource grace period.

Default Setting: 10:00 am

Will be ignored if Use Grace Period is checked.

Policy

Description

Best Practice

Maximum Days in Advance for Reservations

This rule defines the maximum number of days, in the future, the User may make a Reservation.

For example, if the User's Max Days in Advance is 14 and today is January 1, the User would be able to make Reservations that occur during January 1 through the 15 but they would not be able to make Reservations that occur on January 16 or later.

365 days

Bump

A check mark indicates that the User's Reservations can be Bumped (or Cancelled) by an Administrative User.

A blank check box indicates that the User's Reservations cannot be Bumped (or Cancelled) by an Administrative User.

Checked

Make the Asset(s) Available when Bumped

A check mark indicates that when the User's Reservations are Bumped by an Administrator, then the Asset(s) that had been part of the Reservation will be made available to other Users to reserve.

A blank check box indicates that when the User's Reservations are Bumped by an Administrator, then the Asset(s) that had been part of the Reservation will not be made available to other Users to reserve.

Checked

Gap Conflicting Workspace Reservations

A check mark indicates that when the User has an existing Continuous Workspace Reservation and they create another Workspace Reservation that occurs during the same time as the first Reservation, then the application will automatically Cancel the conflicting block of time from the first Reservation while retaining the rest of the first Reservation.

For example, the User has a Workspace Reservation on Monday at 8 AM - Friday at 5 PM. They create another Workspace Reservation on Tuesday at 9 AM - 10 AM. The application will modify the first Reservation so that it is from Monday at 8 AM - Tuesday at 9 AM and Tuesday at 10 AM - Friday at 5 PM. This way, the User only has one Workspace Reservation on Tuesday at 9 AM - 10 AM.

A blank check box indicates that none of the above should happen when the User has more than one Workspace Reservation.

Unchecked

Maximum Number of Simultaneous Workspace Reservations

This rule defines the maximum number of active Workspace Reservations a User may have at any one time.

For example, if the Maximum Number is 5 then the User would not be able to have 6 Workspace Reservations at a time.

1

Auto Bump

A check mark indicates that the User’s Reservations can be Bumped by the application.

For example, an Automatic Bump will occur when a User fails to check in to an asset that requires check in within the grace period.

A blank check box indicates that the User’s Reservations cannot be Bumped by the application.

Checked

Make the Asset(s) Available when Bumped

A check mark indicates that when the User's Reservations are Bumped by the application, then the Asset(s) that had been part of the Reservation will be made available to other Users to reserve.

A blank check box indicates that when the User's Reservations are Bumped by the application, then the Asset(s) that had been part of the Reservation will not be made available to other Users to reserve.

Checked

Maximum Workspace Days per Week Allowed*

(This rule must be enabled in your Reserve to display. Submit a request to AgilQuest Support to enable)

Blank