Workspace Manager V4

User Quick Start Guide

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User Quick Start Guide WSM V4

Contents Getting Started ........................................................................................................................................ 3

Address to Access the System................................................................................................................. 3

Business Rules ......................................................................................................................................... 3

Who to Contact ....................................................................................................................................... 3

Main Screen ............................................................................................................................................ 4

Changing your profile settings ................................................................................................................ 5

Creating a reservation ............................................................................................................................. 6

Creating a recurring reservation ............................................................................................................. 7

Amending an existing booking ................................................................................................................ 8

Deleting a booking .................................................................................................................................. 9

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User Quick Start Guide WSM V4

Getting Started Workspace Manager (WSM) is a unique resource scheduling software solution for all types of

resources and meeting rooms.

This guide will provide you (the user) with sufficient knowledge to be able to book a resource in

Workspace Manager. Users should review the full User Guide to understand the full capabilities of

WSM.

Address to Access the System

The URL address to access Workspace Manager is http://sw.workspacemanager.com/

Please save this as a favourite in your internet browser for future reference.

Business Rules There are some rules in place that users should be aware of when booking resources:

All desks in the system are bookable up to 15 days in advance.

Rooms can be booked 6 months in advance

Booking cannot be mde in the past, only future booking will be allowed in the system

Who to Contact

Currently, any queries related to the desk booking system should be reffered to Reception who will

filter through the appropriate channels

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User Quick Start Guide WSM V4

Main Screen

When a user logs in to WSM for the first time, they will be required to login; the login will be their

email address with a blanket password set to rooms. Once logged in they are presented with the

application set to the highest level of location hierarchy. The nature of the application allows for

multiple levels of locations before ending in a floor plan where the resources may be found.

Here’s an example of the main screen:

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User Quick Start Guide WSM V4

Changing your profile settings

Once the user is logged in to WSM with the blanket password, currently set to ‘XXX’ the user has the

ability to change the password to something they will remember, to change the password click on

your name in the menu bar, this will take you to the personal settings page. Here there is a Password

and confirm password. To change the password, remove all the ‘dots’ and type in a new password,

this password will need to also be entered in the verify password field.

In the ‘Profile’ section, there is also the ability to set your preferred location, this is the zone that the

user will mainly be working in, and this can be selected from the drop down list.

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User Quick Start Guide WSM V4

Creating a reservation

To create a reservation, use the Search Panel to set the desired date and times of the booking. Then,

select from the Book menu the appropriate resource type you wish to book. To see all resources

select Book a Resource.

Using the Navigation Panel, drill down to the desired location, building and floor this will reveal the

floor plan for that floor.

The floor plan can be moved by clicking the left mouse button and dragging the floor plan. The floor

plan may consist of resources and zones.

Zones can be double clicked to reveal the resources within that zone. Any resource that is coloured

green is available for booking between the times specified in the Date Search Panel.

Right click on the resource you wish to book and select “Select this resource type between...” from

the menu. An alternative way to select the resource is to double right click on the resource.

This will open the reservation form, which looks like this:

Depending on the system setup and requirements set by the business, certain fields on this form

may be mandatory,(these have been highlighted) if these fields are not populated, you will be

prompted to fill these in before the booking can be saved.

Click “Save” to save the booking

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User Quick Start Guide WSM V4

Creating a recurring reservation

To make a recurring reservation, start by selecting a resource as detailed above for the first day of

the recurrence.

Then, select the recurrence interval under the “Recurrence” heading on the left hand side of the

screen to open the recurrence pattern form.

Note: Within the system you are currently only allowed to book a maximum of 15 days in advance so

please take this into consideration when making bulk bookings.

Enter the required recurrence pattern, and then click “Save” to save the recurrence.

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User Quick Start Guide WSM V4

Amending an existing booking

Once a booking has been made, there may be circumstances where the booking needs to be

changed.

There can be a number of amendments that can be made for example; date, time, location, duration

etc.

To amend an existing booking there are several ways to do this, within the “my diary window” (see

screenshot below) click on the drop down arrow then next to the booking that needs to be changed

and the click “open”. This will take you back to the reservation form where the booking can be

amended.

Within the navigation panel, when hovering over the booking the option to open/delete/close will

be available, select open and this will take you back to the reservation form where the booking can

be amended.

Once the necessary changes have been made, Click “Save” to save the amended booking

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User Quick Start Guide WSM V4

Deleting a booking

If a booking has been made, but is then is no longer required, then this booking must removed from

the system, allowing that resource to be booked for another purpose.

It is very simple to remove a booking from the system, locate the booking that needs to be removed

and hover over it. This will provide the various options (open/delete/close).

Select Delete and this will remove the booking from the system.

Another way the remove a booking is from within the “my diary window”.

Click on the drop down arrow next to the booking that needs to be changed and the click “open”.

This will take you back to the reservation form where the booking can be amended.

Please Note: bookings that have already past cannot be removed from the system.