Reserve Client Quick Start Guide

Modified on Tue, 3 Mar at 1:13 AM

Introduction

Welcome to Tango Reserve! This article will serve as a short guide to assist you and your organization in preparing to get started in your Reserve Instance.

Once your Reserve Instance is ready, you will receive an invitation email to join!

To begin using Tango Reserve, the following data should be gathered to create the following:

You will have also received additional documentation from your Project Manager and/or your Account Executive. Please make sure to review these materials prior to the start of your project .

How do I get to Tango Reserve?

Tango Reserve can also be accessed from any web-enabled device at login.agilquest.com
You can access Tango Reserve through most web browsers including directly from your smart phone’s web browser.

Logging into Reserve

After receiving the invitation email and activating your account, log into Reserve by entering your email address and password at the top of the webpage and clicking “Log In.”

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Data Gathering

As you begin with your Reserve instance, you have the option to customize data to your organization or use test data.

Best practice: create a Location in Reserve and select 5-10 reservable spaces such as Workspaces and/or Conference rooms for entry into your instance that mirrors your real life scenarios.

Once your data is in Reserve, your Test Group can begin exploring the features and functions of the product.

For detailed information on how to add, configure or modify Locations and Assets, please see Tango University, Admin User articles and our recorded training sessions.

Tango would recommend gathering the following as you prepare for your implementation:

1 – 2 Locations
5 – 10 Assets (Conf. Rooms or Workspaces)
5 – 10 Test Users (Depending on the size of your organization.)
Photos of Assets and Locations (Optional)
Floorplans for Locations (Optional)
A holistic testing plan to ensure all relevant scenarios are tested.

Locations

Locations are the buildings/venues/places that any assets would be attached to. All Assets need to be associated with at least one Location. Even in the example of a Service, the Service must be tied to an address, however, a Service can also have a Service Area that could be identified. All Users also must be associated with one Location; typically, their Home Location or the office where they most frequently work.

From the Locations tab, administrators can manage all active/inactive locations that have been added to the Reserve. There are currently two different views for managing locations, the table(list) view and map view.

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Location prerequisites

Adding your Locations is one of the first tasks an Administrator should set out to do as they are setting up their Reserve instance. To get started adding Locations, click the “Add a Location” button under the Locations tab in Settings.

The 3 pieces of required information to create a location:

Location Name
Address
- This will be used to determine the location’s time zone.
Location Type
- What type of space is it?

Assets

From the Assets Tab, administrators can manage all active/inactive assets that have been added to the instance.

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Asset prerequisites

After adding Locations, Administrators can then begin adding Assets to Reserve. Assets can be any resources or services that an organization offers its users, on a per reservation-basis. Assets can be workspaces, meeting rooms, equipment, parking, catering, etc.

The 3 pieces of required information to create an Asset:

Asset Name
Location it will be tied to
You can also consider adding options such as but not limited to, Asset Details, who in the organization may reserve or request a reservation on the Asset.

Ex: A high value conference room may be available on a request only basis. This feature can be supported and configured within Reserve.

Optional: You may also add photos of your Assets if you chose. This a great way to customize your Instance!

Users

Users can be added by Reserve Administrators once you have access to your instance.

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User prerequisites

You will need to gather the following for new users to be added to Reserve:

Name
Email
Location
Status
Language

Integration requirements

This section will cover required items for integrations that may be in your of Reserve instance.

Presence detection

Confirmed compatible Physical Access System (PACS) to meet our Physical-Logical Access Interoperability (PLAI) specification. *
1. Please see Presence Integration documentation for details.
2. A meeting with your PACs vendor may be required.
Assets and Users must be created in Reserve.

*Tango Reserve is immediately compatible with Kastle Systems.

Two-way Exchange integration

Exchange URL
Exchange login and password
Exchange Autodiscover URL
User email addresses
1. This should include the name of the test user so that we may map it between Reserve and exchange
Resource email addresses
1. This should include the name of the room so that we may map it between Reserve and exchange

Room Kiosk

Review the Reserve Room Kiosk guide.
Compatible signage device such as a Windows Tablet or iPad.
A unique email address for the Kiosk User.

Getting started checklist

Location Data Gathered
Asset Data Gathered
Integration requirements gathered (if applicable)
Test User Identified
Test Users Data Gathered
Asset Photos Gathered (Optional)
Location Photos Gathered (Optional)
Floorplans Gathered (optional)
Testing plan created with start and end dates
End Communications Planned

Glossary

ASSET – Any category of resource that can be published and consumed. Assets can be space, services (provided by people) or equipment.

BUSINESS RULES – Rules that drive behavior.

GROUPS – Containers of Users and Assets that can be assigned Permissions. Users are assigned to one or more User Groups and each User Group is associated with one or more Asset Groups. User Groups are connected to Asset Groups by Permissions.

ASSET GROUPS -One or more Assets are assigned to an Asset Group.
USER GROUPS - One or more Users are assigned to a User Group.

NOTE: Users in a User Group can have different Roles.

LOCATION – A geographic location to which an Asset is connected. For example, an Asset could be a conference room and its Location could be an office building. All Assets need to be associated with at least one Location. Even in the example of a Service, the Service must be tied to an address, however, a Service can also have a Service Area that could be identified. All Users also have to be associated with one Location; typically, their Home Location or the office where they most frequently work.

PERMISSIONS – Define the way in which a User in a User Group can interact with Assets in an Asset Group. Permissions have been defined as follows:

NULL This is the instance in which a User Group has no Permissions assigned for an Asset Group. User Groups do not have to be given one or more Permissions.
VIEW Allows Users to see an Asset during a Search.
REQUEST Allows Users to make a Request for Reservation on an Asset. Requests must be approved by Users with the Permission to approve.
RESERVEAllows Users to make Reservations on an Asset. Reservations do not have to be approved by any other Users.
APPROVEAllows Users to approve Requests made on Assets.
MANAGEAllows Users to Manage Asset Details, such as Hours of Operation, Business Rules, etc.
DELETE Allows Users to Delete Assets from the application.

NOTE: User Groups can have more than one Permission assigned to them. For example, User Group A could have the Permissions to View, Request & Manage Asset Group 5.

RIGHTS - General permissions that drive all other behavior outside of User Group Permissions (i.e. allowing/disallowing a Member to reset another Member's password).

NOTE: The list of rights has been defined by AgilQuest and cannot be changed by Accounts.

ROLES - There are four basic User Roles in the application, which are listed below. Each User Role has been assigned a set of User Rights so that when a User is created and/or managed, the Administrator does not have to assign Rights individually to each User, they will just have to assign the User a User Role. The User will automatically be given all the Rights assigned to the selected User Role. These User Role templates can also be modified by the Administrative User so that they best fit the organization’s needs.