Table of contents
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Check also the overview of the employee experience platform for HR.
The Flexdesk Template on Powell Intranet offers booking capabilities. It is mainly used for desks, but it can be adapted to different scenarios.
With the current situation with Covid19, social distancing has become a requirement in public places and especially at the office.
Thanks to the Flexdesk module, organizations will have the possibility to easily deploy this management tool for desks and meeting room reservations. It is a great way to regulate maximum occupancy within company facilities and therefore, ensure employee safety.
You will be able to integrate the interface on your company Intranet which employees can access to check for desk availabilities and book it accordingly.
Below you can see the example of a Flexdesk Template on Powell Intranet.
The first web part "Pick your desk" is a Flexdesk web part that not only offers booking capabilities but also displays the office map and helps users visualize their working space.
If you are a Contributor 👩🌾, you can see how to configure this web part on the page Flexdesk under the widgets section.
The next section displays two web parts. "Who is at the office today" and "Your next reservations".
Your next reservations web-part is a script editor web-part that was configured to display user's future desk reservations. If you are a Contributor 👩🌾, you can see how to configure this web part on the page Script editor under the widgets section.
"Who"s at the office today", is a Flexdesk calendar web part. Through this web-part users will be able to see who was at the office on a specific day. They can filter the data by day/week/month.
If you are a Contributor 👩🌾, you can see how to configure this web part on the page FlexDesk Calendar under the widgets section.
How to Book a desk?
When you want to book your desk, you'll start by filtering out the date.
Click on the calendar icon and choose the date and time.
Choose the date
Choose the time
As you choose the date and time, list of available desks for the chosen date will be displayed.
- Choose a desk from the desk list on the right or
- Choose a desk from on a colored desk map on the left
You can quickly see the available desks linked to the date you picked because they are colored whereas the ones already booked are gray or you can use the option to filter the list only on available desks.
After choosing an available desk, fill in the information in the desk-booking form: You just need to select the date and time for your desk!
If you want to book a desk for a whole day, only the morning or only the afternoon, just select the dedicated option.
On the right, under "next reservations", you will be able to see what are the reservations for a chosen desk in the future, so that you will be able to book the same desk for future dates as well.
As you book a desk, your reservation will appear on the right, under reservations.
If you are a Manager, you can also imagine booking a desk for another person on your team.
After that, we have built a dedicated widget to display the next reservations of the connected user.
This widget can be very useful on a page like the personal dashboard to let a user quickly see what he has booked and also when he doesn't have any desk planned.
You'll find inside:
- The start and end date
- The booked desk names
You can also imagine putting a button redirecting users to the page where they can book a desk.
Manage the presence
If you want to manage if the user is really there you can use the QR Code, that allowing your user to be directly redirect to a specific desk from where they can check their presence.
This QR Code can be get on the desk detail popin :
As a user if you scan the QR Code during your booking time you will be able to confirm your presence :
Great tip : if you scan it outside of your booking time, it's an usefull tool to quickly access a specific desk to book a new time period.
As all information are stored in sharepoint lists, you can link a Power BI on it to display all the KPI you want.
For example to display the trend of booking per period, the prefered time, which users and so on..
Find an example here : https://powellsoftware.zendesk.com/hc/article_attachments/4405744034578/flexdesk_Reporting_Powell__1_.pbix
To link your site to the Power BI :
- Go to data model tab
- Click on "Transform datas" then on "Change settings"
3. Change the Url and set yours
To configure the map & available desks: Flexdesk web part