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Simplify Your Room Booking Workflow

Create and manage room bookings effortlessly with Offision. From one-click booking suggestions to schedule tracking and automated check-ins, Offision streamlines the entire room reservation process for you.

Offision’s Room Booking System simplifies the process of scheduling and managing meeting rooms. Here's how it works:

Creating a Booking:
- Use the 1-click suggestion feature to let the system recommend an available room.
- Alternatively, fill out the booking form to manually select a room, time, and attendee list.
- Offision allows you to invite attendees during booking creation.
Email and Calendar Integration:
- Once booked, Offision sends an email to the organizer and attendees.
- The email includes a .ics file that blocks their i-Calendar.
- The booking schedule is also visible within Offision.
Editing or Canceling a Booking:
- Edit or delete bookings anytime before the scheduled start.
- Offision will send updated emails with revised .ics files to attendees, ensuring their calendars stay accurate.
Check-In Management:
- If check-in is required, attendees must check in via the booking panel on time.
- If no check-in occurs, the booking is marked as “No Show,” and the room is released after the waiting period.
- For bookings without check-in requirements, Offision automatically checks in and out attendees.
Auto Check-Out Process:
- Offision automatically checks out rooms at the scheduled end time unless extended.

Offision ensures that your room bookings are convenient, efficient, and always up to date.

Pros:

Offision's room booking workflow offers several advantages:

Simplicity and Speed:
- The 1-click booking feature saves time by suggesting the best available room automatically.
- Filling out the booking form is straightforward, even when inviting multiple attendees.
Integrated Notifications:
- Automatic email notifications with .ics files make it easy to manage schedules.
- Organizers and attendees stay informed without needing additional reminders.
Flexibility:
- Bookings can be edited or canceled easily, with automatic updates sent to all involved parties.
- Users have full control over room schedules before the booking starts.
Check-In Efficiency:
- The system's check-in feature ensures that rooms are only used when needed.
- If no check-in occurs, the room is released for others, maximizing resource utilization.
Automation:
- Offision handles auto check-ins and check-outs, reducing manual effort for users.
- Rooms are automatically freed at the end of a booking, promoting efficient resource use.
User-Friendly Interface:
- The workflow is intuitive, making it accessible for users of all technical skill levels.
Enhanced Productivity:
- With Offision, users can focus on their meetings instead of worrying about room availability or scheduling conflicts.

By automating and simplifying the room booking process, Offision ensures a smooth and efficient experience for all users.

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 "Rooms", and create a room
Edit the room, then set the capacity, 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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