Reservations
There are several different methods of creating reservations that depend on your role. These roles include the Request Central role, Contact Center Agent, Reservation Coordinator, and Microsoft Outlook user. Regardless of the method that you use, these different reservation methods trigger the same set of business rules for the booking status and work tasks.
Reservation creation process flow
Figure 1. Flow
diagram for creating the different types of reservations
Reservation roles and scenarios
Although
the different methods of creating reservations are similar, the differences
come from the varying portals and processes that the reservation roles
use.
| Role | Scenario |
|---|---|
| Request Central role | This role signs into the Request Central portal. In this self-service scenario, the Request Central role creates a reservation, specifies the details, and submits the reservation. The active request becomes visible to all of the Reservation Coordinators who manage the reservable spaces within the requested building. |
| Contact Center Agent | This role signs into the Contact Center Agent portal and processes caller requests to reserve non-private rooms. In this help-desk scenario, the Contact Center Agent answers a call, creates a reservation, specifies the call details, and submits the reservation for the caller. |
| Reservation Coordinator | This role signs into the Reservation
Coordinator portal.
|
| Microsoft Outlook user | If the IBM® TRIRIGA® Workplace Reservation Manager application is integrated with Microsoft Exchange, this user opens Microsoft Outlook. In this self-service scenario, the user creates a reservation, specifies the details, and submits the reservation. |
Reservation creation
Creating a reservation
triggers the following business rules:
- When you add rooms to the reservation before you submit the reservation, the booking status of each added room changes to Tentative. If the added rooms are still available after you submit the reservation, the booking status of each added room changes from Tentative to Accepted. If the room is not available and the status is Declined, you can select a new room for reservation or adjust the meeting time. If the rooms are available after you submit the reservation, the booking status changes to Accepted.
- In the User calendar, you can view only the reservation time. If a room layout includes a setup time and breakdown time, these times are blocked off as busy periods before and after the reservation duration. Work tasks are also created for room setup and room breakdown. You can view the reservation times and the busy periods in the Space/Room calendar. You can view available rooms with the busy periods blocked off in the Find Available Times tab. The Available Rooms- List View tab shows only the available rooms without the busy periods.
- If you order food services, a purchase order record is created.
- If you reserve equipment or order equipment services, the equipment is reserved for the same reservation duration. Work tasks are also created for equipment delivery and equipment pickup.
- If you reserve vehicles, the vehicles are reserved for the same reservation duration. Work tasks are also created for vehicle delivery and vehicle pickup.
Reservation change
Changing a reservation
triggers the following business rules:
- When you add rooms to the reservation before you submit the reservation, the booking status of each added room changes to Tentative. If the added rooms are still available after you submit the reservation, the booking status of each added room changes from Tentative to Accepted. If the room is not available and the status is Declined, you can select a new room for reservation or adjust the meeting time. If the rooms are available after you submit the reservation, the booking status changes to Accepted.
- In the User calendar, you can view only the reservation time. If a room layout includes a setup time and breakdown time, these times are blocked off as busy periods before and after the edited reservation duration. The original work tasks are also retired and different work tasks are created for room setup and room breakdown. You can view the reservation times and the busy periods in the Space/Room calendar. You can view available rooms with the busy periods blocked off in the Find Available Times tab. The Available Rooms- List View tab shows only the available rooms without the busy periods.
- If you order food services, the original purchase order record is retired and a different purchase order record is created.
- If you reserve equipment or order equipment services, the equipment is reserved for the edited reservation duration. The original work tasks are also retired and different work tasks are created for equipment delivery and equipment pickup.
- If you reserve vehicles, the vehicles are reserved for the edited reservation duration. The original work tasks are also retired and different work tasks are created for vehicle delivery and vehicle pickup.
Reservation cancellation
Canceling a reservation
triggers the following business rules:
- If a room layout includes a setup time and breakdown time, the work tasks are retired for room setup and room breakdown.
- If you cancel food services, the purchase order record is retired.
- If you cancel equipment or equipment services, the work tasks are retired for equipment delivery and equipment pickup.
- If you cancel vehicles, the work tasks are retired for vehicle delivery and vehicle pickup.