This document provides a brief overview of the new functionalities in Workspace, Digital Sign Client, and DS Service. For more in-depth information, please refer to the user guides.

It is structured into three sections: Workspace Booking app, Digital Sign Client, and DS Service, with each section offering detailed information on the specific features of that component.

Workspace Booking app

• New user interface (date picker and reservation lists)
  The interface has been revamped with an improved date picker and more intuitive reservation lists for a smoother user experience. 
• Prioritized reservations
  Easily prioritize reservations to ensure critical bookings are handled first. 
• Improved filtering and searching
  Enhanced tools for filtering and searching make finding resources and reservations faster and more accurate. 
• Add Teams link to new reservations
  Automatically include a Microsoft Teams link in new reservations for seamless virtual meetings.
• View remaining available resources in a pooled resource
  Quickly check the number of available resources within a pooled group to optimize planning. 
• Create resource incidents
  Quickly check the number of available resources within a pooled group to optimize planning. 
• Remove the ability to delete past or in-progress reservations
  Strengthened integrity by restricting deletion of past or active reservations. 
• Display user restrictions when booking a specific resource
  Clear visibility of any restrictions or limitations when booking specific resources. 
• Supports Larger Font Sizes on iPhone and Android
  Improved accessibility with support for larger font sizes on mobile devices.
   

New user interface 

The Workspace Booking app has a new user interface designed to provide users with a quick overview and seamless navigation between different reservations. This update aims to enhance the overall user experience and streamline the booking process. We have made improvements to the interface based on feedback from our existing customers.

The Date picker/navigator has been added at the top to quickly move between dates. A small dot under the date number indicates that there is a reservation for that date. 

Reservations are now highlighted with different background colors,

•  red  for In Progress,
•  gray  for past reservations,
•  Yellow  for nearly upcoming ones or reservation that needs to be confirmed,
• blue  indicates planned reservation in the future.

Prioritized Reservations

With the integration of DS Service and Resource Central (version 4.3 SR3 or newer), prioritized reservations are now available. This feature allows desks or groups of desks to be reserved for a team, department, or individuals, enabling departmental prioritization. For example, a department can have priority on specific weekdays, ensuring only their members can book the resource on those days. The priority is valid until X-days before. Once the set 'release date' is reached, the resource becomes available to others with the appropriate permissions. 

This functionality helps optimize resource allocation based on departmental needs. For more details, see the document What’s New in Resource Central 4.3 SR3 and Resource Central User guide.

Improved filtering and searching

The filter function has been expanded to include additional criteria. You can now filter by Availability to search for available or occupied resources, Capacity to find resources with a specific capacity, and Categories to look for resources with particular properties.

The filter settings can be activated using the filter icon located in the top-right corner of the screen.

Note: Filter settings are retained for future sessions, so ensure you check whether a filter is active before making reservations. The filter is active if the filter icon is filled with white, and it is inactive if the icon is green.

Active Filter

Inactive filter

Add Teams link to new reservations

When creating a new reservation, it is now possible to add a Microsoft Teams link to the reservation or meeting request.

This feature must be configured per resource type under CONFIGURATION > Resource Type, where the Add Teams Link option must be enabled and a default value set. The Microsoft Teams link feature is especially useful for meeting room reservations but may not be as relevant for desk reservations.

 When this is enabled, an option will appear under New Reservation in the Workspace Booking app, allowing you to add a Microsoft Teams link, as shown below:

This will add the following section to the meeting request in Outlook

Remark: The language of the text for the Microsoft Teams link in the Outlook meeting request will follow the language setting of your Office 365 user account. The settings can be found under: https://myaccount.microsoft.com/ > Settings & Privacy > Display language

View remaining available resources in a pooled resource

When booking or searching for pooled resources, you can now see not only whether a resource is available but also how many desks/seats are still available. Additionally, information on who has already reserved the pooled resources is displayed, providing users with better insight during the reservation process.

Capacity: 1 available out of 8 in total

Click on List of organizers to see a list of people who has booked this resource.

Create resource incidents

As has been possible from the Door Sign, it is now also possible from the Workspace Booking app to give feedback and report issues with booked resources, known as Report Incidents. When opening a reservation, you can now access a dialog where the incident can be described by selecting checkboxes for common issues, along with providing a description. The incident report will be emailed to the incident owner of the respective resource. Together with the information about the sender, as the organizer and the resource.

This functionality can be enabled or disabled using a parameter located under SYSTEM > Parameters. The parameter is named Workspace.ShowReportIncident and can be set to either TRUE or FALSE, determining whether the functionality is visible in the Workspace Booking app.

Remove the ability to delete past or in-progress reservations

To ensure better accuracy and accountability in the reservation system, the ability to delete past or in-progress reservations has been removed. This change prevents accidental deletion of important reservation data and maintains a clear and consistent record of all bookings. Users can no longer delete reservations that have already occurred or are currently in progress, ensuring that all reservations are properly tracked and managed.

This functionality must be enabled through a parameter under SYSTEM > Parameters. The parameter is called Workspace.HideDeleteFunction and needs to be configured accordingly to enforce this change.

Display user restrictions/information when booking a specific resource

This new functionality allows users to see any restrictions, information or limitations associated with a specific resource during the booking process. When attempting to book a resource, the system will display relevant information tied to that resource, such as user access limitations, eligibility criteria, or other conditions that must be met. The user must accept this message before proceeding with the reservation.

This feature works in the same way as it does in Resource Central. If the feature is configured on the resource in Resource Central, the text is pulled directly from there and cannot be edited in DS Services. Any necessary updates must be made in Resource Central. 

This feature can be configured per resource under CONFIGURATION > Resources > Workspace Booking Features > Display User Restrictions. Additionally, the message can be translated into different languages to accommodate diverse user needs.

Supports different Font Sizes on iPhone and Android

The Workspace app now supports the use of larger or smaller font sizes on both iPhone and Android devices. This enhancement improves accessibility and ensures better user experience for individuals who prefer or require larger text for readability or smaller for more information.

Digital Sign Client

• Logo Per Reservation on Door Sign
  A logo can now be added for each reservation, making it easier to identify the organizer or associated company on the Door Sign.
• Floorplan in Reservation Directory
  The Reservation Directory now supports the inclusion of a floorplan, providing a visual overview of resource locations.
• Pictogram for Wayfinding in Meeting Directory
  A pictogram can be added to the Meeting Directory to improve wayfinding and help users navigate to their meeting rooms.
• Meeting Directory and Opening Times
  The Meeting Directory can now be configured to show only resources that are within the defined opening times, providing a more relevant and streamlined view.
• Free Text Field per device
  A new template object has been added, allowing text fields from the device configuration to be visible on the DS Client.
• New E-Paper Device from Qbic
  Support has been added for a new e-paper device from Qbic, enhancing flexibility in signage solutions.

Logo Per Reservation on Door Sign

The new functionality in Digital Sign Client, Logo Per Reservation on Door Sign, allows you to add a logo for each reservation. This makes it easier to identify the organizer or associated company directly on the Door Sign.

The new functionality in Digital Sign Client, Logo Per Reservation on Door Sign, allows you to add a logo for each reservation. This makes it easier to identify the organizer or associated company directly on the Door Sign.

Key benefits of this feature include:

• Highlighting the identity of the company or organization using the meeting room.
• Creating more professional and personalized experience for guests and employees.
• Improving clarity by quickly associating reservations with their respective organizers.

The logo can be easily uploaded under DAILTY TASK, Reservations as a part of the reservation details and will automatically display on the Door Sign for the corresponding booking.

To ensure the template understands and displays the logo, it will be necessary to make the Logo object visible on the Door Sign template.

The new template logo object is named Reservation Logo and is located under the Current Event Block in the template. This means the logo will only be displayed for active (current) reservations and will not appear for upcoming events.

The Ford logo has been added to the current meeting as part of the new Logo Per Reservation on Door Sign functionality. This logo is displayed on the Door Sign during the ongoing reservation, making it immediately clear which company or organizer is associated with the event.

Floorplan in Reservation Directory

The new Floorplan in Reservation Directory functionality, can now make it possible to include a floorplan in the reservation directory, providing a visual overview of resource locations. This floorplan will show not only the layout of meeting rooms, desks, and other resources but also indicate their availability status—whether they are free or occupied, by using color-coding on the Floorplan.

This feature is especially beneficial for larger facilities, helping users efficiently manage and utilize available resources.

Pictogram for Wayfinding in Reservation Directory

Adding pictograms to the Reservation Directory enhances wayfinding by providing clear visual cues for users navigating to meeting rooms or workstations.

A key benefit of incorporating directional arrows or icons on an overview screen is that it simplifies navigation, especially in large or complex office spaces. These pictograms indicate the direction users need to follow, such as arrows pointing towards meeting rooms or workstations, reducing confusion and saving time.

Configuration of pictograms is managed under CONFIGURATION > Devices, where a pictogram can be assigned to each resource. Our installation includes a selection of predefined pictograms, but users can also upload their own custom designs to match their company’s branding and style.

Note: Currently, the Pictogram for Wayfinding feature is only available in the Reservation Directory and has not been implemented in the Reservation Kiosk.

Reservation Directory and Opening Times

New Feature: Hide Closed Resources in Reservation Directory

The Reservation Directory mode can now be configured to hide resources that are marked as closed according to their opening hours. This ensures that only available resources are displayed on the overview screen, improving clarity and usability.

Configuration for this feature is managed under CONFIGURATION > Devices, using the setting Show closed resources. This can be set to Yes or No, depending on your preference:

• Yes (default): All resources are displayed, including closed ones, maintaining the previous functionality.
• No: Closed resources are hidden from the overview screen.

 Note: If a resource has an active reservation outside its opening hours, both the resource and the reservation will still be displayed on the overview screen, ensuring users are aware of these special cases.

This feature provides greater flexibility in tailoring the Reservation Directory to match specific operational needs, ensuring a more streamlined and user-friendly experience.

Free Text Field per device

A new template object, called Sign Description, has been introduced in the Template and Device, enabling text fields from the device configuration to be displayed on the DS Client.

This functionality allows administrators to assign individual text descriptions to each screen, providing greater flexibility and customization. The Sign Description object is available in templates for Door Signs, Reservation Directory, and Reservation Kiosk, ensuring consistency across different display types.

The text field can be used in various scenarios, such as:

• Temporary descriptions: Communicating changes to the resource, such as during maintenance or renovation.
• Additional details: Offering more comprehensive descriptions of the resource, such as special features, usage guidelines, or relevant instructions.

 This feature enhances the user experience by providing context-specific information directly on the screen, ensuring that users are well-informed about the status or characteristics of each resource. Configuration of the text field is managed in the device settings, making it easy to update and adapt as needed.

You can find the field under each device's configuration in CONFIGURATION > Devices, under Advanced settings, in the Description on sign field.

Support for Qbic e-Paper Devices

We are pleased to announce that we now support e-paper devices from Qbic Technology. These devices operate by setting up a gateway — an Android-based unit — that establishes a connection between multiple e-paper devices and our DS Services.

The e-paper screens offer the significant advantage of being entirely battery-powered and communicates with the DS gateway via Bluetooth. This setup allows the devices to function for up to three years before a battery replacement is necessary, with the lifespan depending on the frequency of screen updates.

Qbic's e-paper devices, EP-0400 4.2” screen and EP-0700 7,5” screen, are designed with sustainability and ultra-low power consumption in mind. They provide high contrast and wide viewing angles, ensuring clear visibility from any angle. The devices are also versatile in mounting options, allowing installation on glass, concrete, or wood surfaces. 

By integrating these e-paper devices, organizations can achieve efficient workspace management with minimal maintenance requirements. The devices can be easily added to the setup without the need for electrical wiring, network cables, or access to a Wi-Fi network, making them a highly flexible and low-maintenance solution. 

Please see more information on the following knowledgebase articles:

Qbic Technology (ePaper) : Add-On Products

DS Service

• New Daily Tasks, Booking Manager, to maintain resource reservation (Create, Change, Move or Delete)
  The Booking Manager includes feature, allowing users to create, modify, move, or delete resource reservations efficiently.
• Daily Tasks, Reservations UI has been updated.
  The Daily Tasks and Reservations user interface has been updated to support logos, enabling visual identification of reservations.
• Confirm reservation functionality has been expand
  The reservation confirmation process has been expanded, offering users more options and flexibility to confirm bookings.
• Copy/paste position (Top, Left, Widht and Height) in the Template editor from one object to another object
  The Template Editor now allows for easy copying and pasting of positioning (Top, Left, Width, and Height) properties from one object to another, simplifying layout adjustments.
• Virtual resources when integrated with RC now supported
  Virtual resources are now supported when integrated with Resource Central (RC), providing enhanced management of these resources.

Booking Manager

We are excited to introduce a powerful new functionality in DAILY TASKS > Booking Manager, designed to make it easier for administrators to manage reservations across system resources.

Key features include:

• Advanced Filtering Options:
  Filter reservations by date, location, and resource type, providing a clear overview of existing reservations for a specific day. 
• Simplified Resource Management:
  Reservations can easily be moved between resources, allowing for quick adjustments to accommodate changes. 
• Create and Delete Reservations:
  Administrators can delete existing reservations or create new ones directly within the interface. 
• Delegate Booking Capability:
  Depending on permissions, it is also possible to create reservations on behalf of others, streamlining the process for teams or users who require assistance. 

This enhanced functionality offers greater control and flexibility, ensuring that administrators can efficiently manage resources and optimize booking workflows.

Daily Tasks, Reservations updated. 

The DAILY TASKS > Reservation feature has been upgraded with several new functionalities to improve clarity and usability:

•  Color Coding for Reservation States:
  Reservations are now color-coded, making it easier to identify their current status at a glance. The states include:
  

• Resource Type Icons:
  Icons have been added to clearly indicate the type of resource associated with each reservation. These icons differentiate between resource types.
    
• Company Logo for Reservations:
  A new functionality allows company logos to be displayed alongside reservations shown on meeting screens. This helps personalize the display and can be customized per reservation.

These enhancements make it easier to manage reservations, providing a more intuitive and visually organized experience while allowing greater customization and professionalism in displayed information.

Enhanced Flexibility for Resource Confirmation

With this version, we are introducing significantly greater flexibility in how resources, such as meeting rooms, workstations and more, can be confirmed. 

You can now configure the confirmation method individually for each resource, allowing you to tailor the process to suit your specific needs. The available confirmation options include: 

• Workspace Booking App: Confirmation via the mobile Workspace app, where you can specify whether users confirm using a QR code scan or a simple swipe action (Action from Workspace) .
• Digital Sign Client: Confirmation directly on the digital sign associated with the resource, with the option to set confirmation as either anonymous or authenticated. Authentication can be done using an NFC card or a PIN code for added security.
• Email: Confirmation through an email response.
• No Confirmation: Disabling the confirmation requirement for the resource.

The confirmation method is set up under CONFIGURATION > Resource. Here, you can specify the desired method for each resource by selecting the relevant options. This intuitive setup process ensures that the confirmation workflow is tailored to your organization's unique requirements.

This enhanced flexibility allows you to customize the confirmation process, simplifying resource management while providing users with convenient and secure options.

Copy/paste position

A new feature in the Template Editor that allows you to easily copy and paste the position of an object to another object.

This functionality simplifies the design process by enabling precise alignment and consistent placement of objects within your templates. Instead of manually adjusting positions, you can now copy the exact coordinates of one object and apply them to another with just a few clicks.

Virtual resources

We do now also support virtual resources in DS Service when integrated with Resource Central, before we only supported it when it was not integrated.

This new functionality allows you to reuse virtual resources, already defined in Resource Central, directly within your DS Service environment. These virtual resources can be displayed and scheduled just like physical resources, providing a seamless experience for users using both Resource Central and DS Service and Workspace Booking.