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How to Book Hot Desks in Offision

Learn how to create, manage, and check-in to hot desk bookings in Offision. With just a click or a form, enjoy seamless scheduling, email notifications, and auto check-in/out features.

Offision Hot Desk Booking Workflow: A Step-by-Step Guide

Offision simplifies hot desk bookings with an intuitive workflow. Follow these steps to manage bookings easily:

Create a Desk Booking:
- Choose between two convenient options:
  a. Use the 1-Click Suggestion feature to let the system recommend a desk instantly.
  b. Alternatively, fill out the booking form for specific preferences.
Booking Confirmation:
- Once booked, Offision automatically sends you a confirmation email with all details.
- You can also view your booking schedule anytime in the Offision system.
Modify or Cancel Bookings:
- Changes can be made before the booking start time.
- Any edits or cancellations trigger an updated email notification for clear communication.
Check-In Process:
- If check-in is required:
  - Use the booking panel to check in on time.
  - If not checked in within the time limit, the system marks the booking as "No Show" and releases the desk for others.
- If check-in is not required, the system automatically checks in and checks out based on your booking schedule.
Auto Check-Out:
- When the booking ends, Offision auto-checks out the desk unless you extend the booking.

This workflow ensures optimal use of resources, timely updates, and a smooth booking experience for users.

Pros of the Hot Desk Booking Workflow:

Convenience:
- Quickly book a desk with a single click or fill in a form for detailed preferences.
Real-Time Notifications:
- Immediate email updates keep you informed about your booking status.
Flexibility:
- Modify or cancel bookings anytime before the start, ensuring adaptability to changing schedules.
Efficient Desk Management:
- Check-in requirements prevent unused bookings, freeing up space for others.
- Automatic check-in and check-out features save time and reduce manual intervention.
No Overbooking or Mismanagement:
- "No Show" handling ensures that unclaimed desks are efficiently released for others.
Time-Saving:
- Automated processes (check-in, check-out, cancellation notifications) reduce manual effort.
Improved Productivity:
- Hassle-free bookings allow users to focus on work rather than administrative tasks.
User-Friendly Interface:
- Easy-to-navigate booking panel simplifies the process, even for first-time users.

Offision’s hot desk booking workflow is designed to provide a seamless, intuitive, and efficient experience for users, ensuring maximum productivity and optimal resource utilization.

Configuration steps

Navigate to "Location", and create a building
Input name, country or regions, address, and location on Google map
Add / edit a floor in the building
Navigate to "Map", and click "Map editor" to import / create a floor plan to the floor
Navigate to "Hot desks", and create a desks
Edit the desk, then set the location, position, and any other necessary settings
Navigate to "Email reminder", and enable the appropriate reminder
Navigate to “Basic policy” and create / edit a policy
Navigate to “Basic” tab and enable “Require check-in”, "Allow early check-out"
Navigate to “Create/Edit booking channel” tab and enable “Allow booking from User APP”
Navigate to "System interface" and scroll down to "Home page settings"
Enable "Home", "Realtime map", "Resource list" and "Resource calendar"
Navigate to "User groups", then create / edit a user group
Select "User" permission to the user group
Add users to the user group

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