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3.5.8.Making a bookingYou will receive a Booking Request email.Vertical or Horizontal viewYou can create a booking directly on the DayVertical and Day Horizontal view by clicking on anavailable date and time. This will open thebooking form. See The Booking Form for moredetails.If your request is approved you will receive aBooking Confirmation email.Week or Month viewWhen you are viewing the booking grid in theWeek or Month view, you can click the Roomdrop-down to view a specific room’s availability.If your booking is rejected you will receive aBooking rejection email and your bookingrequest will be removed from the booking grid.Click Add to create a bookingNext stepsOnce you have completed the booking form thebooking appears in the booking grid. The blockof colour will vary depend on the meeting typeyou selected in the booking form.Note: Meeting type colours have beenconfigured by the Condeco Administrator at yourorganisation and will differ from the colours inthis guide.)Once you click Request on the booking form yourrequest is sent to your organisation’s designatedapprover who will either approve or reject yourrequest. On the booking grid the request willappear as a Pending booking.Condeco 2.5 User ManualAt the same time the status of the booking onthe booking grid will be updated and the blockof colour (meeting type) will be changed.a booking within a specified amount of timebefore the meeting starts. You cannot delete a booking after themeeting has started.3.5.11. Display full details of a bookingClick on the booking to view the booking form. If you have a self-managed booking you canupdate the booking if required. Any changes to a Managed booking will goback to the designated Approver for reapproval.3.5.9.Move a room bookingTo move a booking, click on the arrow menu,then click Move/Copy, select the new date/timeand room and then clickon the chosen time slot tocomplete the action.3.5.10.Delete a roombookingTo delete a booking, clickon the arrow menu, then goto the booking pop-up windowand click on Delete.Note: If you are unable to delete a booking, thereusually are two reasons why. They are: You are trying to delete a booking within aDelete Limit. Your Administrator created aDelete Limit, which means you cannot deletePage 15 of 42

3.6. Advanced GridIntroductionThe Advanced Booking Grid enables you tocreate, control and configure personalised singleand/or multiple grids across geographicallocations, time zones and regions.By default, an initial grid is created that showsthe rooms at your default location. You canpersonalise this grid as you wish.Availability of the Advanced Grid depends onyour organisation’s system setup.What is a booking grid?A view of the availability of rooms across time.Condeco 2.5 User ManualPage 16 of 42

3.6.12.Key featuresFeatureDescription1. Grid tabsOpen/close up to 5 tabs2. Grid nam18eDisplays the currently open grid inthe tab3. Add roomsAdd rooms to open grid4. Filter by roomFilter rooms on grid by roomfeaturefeature5. ViewViewChange/amend grid view options6. Rename gridRename the open grid7. Save GridSave changes to open grid or save1623789541211101112as new grid8. Create newCreate a new empty gridgrid9. Grid CalendarSelect the date to be shown or resetto today10. RoomLocation and room names. Detailsname/detailson hover. Delete location or room.11. Room GridCreate / view / edit bookings12. Copy/PasteCopy / Paste (single room bookingsBookingsonly)Delete13. Drag actionsIncrease the length time for abooking by dragging. Move toanother room. (Single roombookings only)Condeco 2.5 User ManualPage 17 of 42

3.6.13. Grid tabsYou can open/close up to 5 tabs. To open a newunnamed tab click on This will create a tab called New Tab.Open gridOnce open you can either select an existing gridor create a new grid from scratch.Note: If a grid is already open in another tab itcannot be opened again.Create new gridClick on Create new grid to create a new emptygrid.Close tabTo close a tab move your cursor to the top rightarea, and a x icon will appear. Click to close theopen tab. This will not delete the grid shown. Click on the bin icon to delete the grid.Rename and delete grid in tabWith the new tab open you can rename or deletegrid views by hovering your cursor to right handarea of the grid box. Click on the pencil icon to rename the gridname. Edit the name, click the green tick to savechanges, the red cross to undo changes.Condeco 2.5 User ManualPage 18 of 42

3.6.14. Grid nam18eDisplays the currently open grid in the tabClicking on the grid menu on the right of thename enables you to select a different grid in thecurrent tab.Rename a gridTo rename the currently open grid, click onRename. Edit the name, click the green tick tosave changes, the red cross to undo changes.3.6.15. Add roomsAdd/change rooms to an existing grid.Click Add Rooms to display select location to addto the grid. Clicking again closes the menu.Room type: click the down arrow to select atype.Country/Region/Location: click the down arrowto select one or multiple locations as required byticking the relevant boxes.To close a drop down menu, click on the arrow.Note: as you start to add/select additionalrooms the number of matching room results willappear.Dependent on the setup chosen by yourorganisation, there is a limit to the number ofCondeco 2.5 User Manualrooms that can be added to a grid, normallydependent on the web browsers (for exampleInternet Explorer) used. If you exceed the limit,you will be alerted at the point of adding rooms.Booking Access: Self bookable & request Self Bookable Request OnlyGroup:Select from the groups (may not be shown)Floor: If applicable, also select the floor from thedrop downAdd only rooms with:Filter the room attributes you require for therooms.May not be shown.Page 19 of 42

Once you have completed your selection clickAdd rooms to grid. By location (recommended) By timezone3.6.16. Filter by room featureClick Filter by room feature to display theoptions. Click again to hide the filter.3.6.18. Advanced SettingsAdvanced Settings allow you to furtherpersonalise the grid display for the grid shown.Select or unselect the room features you want tofilter by. The locations/rooms displayed matchthe filtered criteria.Header labelsChange how locations on the left of the grid areshown.Click Show additional filters to display moreroom features (if applicable).Room labelsChange the details of the room labels on the leftof the grid.Note: once you close the tab the grid does notretain the filter.3.6.17. View menuClick View to show / hide the grid viewingoptions.Booking PeriodSelect from the drop down. This will amend thebooking slot length in the room grid.Time FormatSelect between a 12hr and 24hr clock.Room GroupingSelect from the drop down select how the roomsare displayed:3.6.20. Save GridOnce you have added additionalrooms/resources to the grid, you can either savethe original grid (Save) or make a copy (Save As)still retaining the original grid. When you arenavigating away from a changed grid, you will beasked to save, or drop the changes.3.6.21. Create new gridWhen you create a new grid it is useful to firstrename it from Unnamed Grid to an applicablename. See Add rooms about how to add roomsto your new grid to see their availability.Mouse over tooltipChange what information you see when hoveringover the room name.Restore defaultsThis will restore all personalised settings back tothe system settings3.6.19. Rename gridRename the currently open grid. To change thename of the open grid: Click on RenameEdit the nameClick the green tick to confirm changesClick the red cross to undo changes As one single listCondeco 2.5 User ManualPage 20 of 42

3.6.22. Grid CalendarSelect the month/day you want to view / add aroom booking. Click on today to return to thecurrent day.3.6.23. Room name/detailsHover your cursor over a room name to viewroom information. The tooltip contents can bechanged in the Advanced Settings.Clicking on the room name opens a separatewindow displaying room attributes andinformation.To delete the room from the grid, click on the binicon. This will delete the room from the grid, butnot from the database.3.6.24. Room GridYou can make a booking directly on the grid.Select the date and room, then click on the timeyou want for the booking. A dialog box willappear displaying room and location details.Increase length of bookingTo make the booking longer place the cursor onthe right edge of the blue booking placeholder,left-click drag and release to the end time.Finalise BookingClick Finalise Booking and the booking form willopen. Complete the booking form and click Book(self bookable) or Request for a (Managed) room.Condeco 2.5 User ManualCreate conferenceSelect the first room. In the room list callout,click Create conference. This will only be enabledif for video conference or telepresence rooms.Now select the next room from the grid that youwant to have a conference with.The two conference rooms are viewable in thepop-up window. If required, you can add morerooms. To remove a conference room click thebin icon in the rooms callout.3.6.25.Right click menuCopy/Paste BookingsTo make a copy of a booking, right mouse clickon the booking and select Copy.To paste, click on the booking, drag the bookingto the required time and release.Note: This operation is only possible with singleroom bookings, not conferences. You cannotcopy a booking into a future datePage 21 of 42

Extend BookingTo extend a booking, click on it and drag theright edge forward.Note: This only possible for non-videoconference bookings, for administrators, or forbookings that you are the owner of.Whilst a meeting is in progress you can alsoExtend the booking, as long as time slots areavailable to extend into.Note: This only possible for administrators, or forbookings that you are the owner of.Move BookingTo move a booking, click on it and drag it to thedesired room.Note: This operation is only possible with singleroom bookings, not conferences. To put the meeting into In Progress status,right-click the booking and select In Progress. Right-click the booking and select ExtendBooking The booking will extend by one defaultbooking period for the group.Delete BookingTo delete a future booking, right-click on thebooking and select Delete Booking.Note: You cannot delete historical or In Progressbookings3.6.26.Drag actionsExtend BookingTo extend a booking, click on it and drag theright edge forward.Condeco 2.5 User ManualPage 22 of 42

3.7. Your BookingsAll future bookings that you have eitherrequested (for Managed rooms) or booked (selfmanaged) appear listed in Your Bookings.FilterUse the From and To filter to search for bookingsby date range.Edit bookingYou can change details of the booking byclicking Edit. This will open the booking form.Delete bookingPress Delete to delete the booking.Approval & WaitlistThe waitlist function can be used to take abooking off the booking grid and into theRequests queue. As an administrator you canthen decide whether to approve / reject thebooking or move to another room.Example of the Wait listScenarioUser 1 has requested the Boardroom all day for apotential sales meeting that has yet to beconfirmed. The booking is Pending status and ison the booking grid.Condeco 2.5 User ManualUser 2 needs the Boardroom for an emergencyDirectors meeting at the same time.User 3 would like the room for a seminar On the Room Booking home page the click onRequests. Open the booking (either click View to viewthe booking form, or Grid to display thebooking on the Booking Grid.) Click the black arrow Click Wait ListNote: Other users will be able to request thatroom.Creates a new booking for User 2's Directorsmeeting in the boardroom using the bookinggrid.User 3, the administrator creates a new bookingand moves to the waitlist and informs them thatthe Directors meeting has to take precedence.Viewing the Wait List1. Click Requests on the room bookinghomepage.2. Click the dropdown next to status and choseWait List.3. Select a date and click Apply Filter.Page 23 of 42

4. VisitorsNote: To ensure visitor(s) you have invited to ameeting appear in Your Visitors, you must havemarked them as an external visitor in theBooking Form.There are a two ways to have visitors inCondeco: External Visitors (added when making aroom booking) Walk-in visitors (visitors coming into thebuilding but not for a room booking).4.1.27. ArrivalBoth external visitors and walk-in visitors arelisted here. Both you and reception will see thislist.From this view you can: Click on the invitees name and edit/adddetails about the visitor and their visit Delete the visitor by clicking the bin icon4.1.28. ContactsDisplays a list of all your contacts (see below fordetails on how to add contacts)Click on the contact name to edit/add detailsCondeco 2.5 User Manual4.1.29. Add a Visitor (walk-in visitor)Visitors who are not attending a meeting but arecoming into the building to see you can beentered here. Name: type the full name of the walk-invisitor Company: type the company whom thevisitor works for Country: if applicable type the country Location: if applicable, select thelocation/site the visitor is visiting Arrival: date of arrival Save to Contacts: tick the box toautomatically save the visitor to Contacts Add: click Add to inform reception/FOH awalk-in visitor is due in the building Advanced: enables you to enter more detailabout the walk-in visitorPage 24 of 42

4.2. Your VisitorsThis page shows you a list of your visitors due ona specific day.4.2.30. Show visitors for a day1. Click the calendar and sele

Room Booking in Condeco. 3.1. Home and Quick Room Search Note: Quick Room search is designed to quickly find a room at your preferred location for single date. For recurrent bookings use Find a Room. To book a room: 1. Specify the Location and Group the booking is for. By default your default location and group is shown here. 2.