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RESOURCE MANAGEMENT SOFTWARE

Resource booking automation for the modern workplace

Streamline how workplace resources are requested & provisioned.

STREAMLINE FACILITIES REQUESTS

Resource & Service Booking

Meetings and workspace bookings often call for additional facilities such as catering, cleaning, AV equipment, seating layouts, visitor passes, parking, etc.

By streamlining the process of booking and provisioning ancillary resources and services you can save effort all round, help your workforce make the most of their time in the office, create a great impression for visitors, and importantly, prevent waste.

Our resource booking system supports meeting organisers and service providers alike by:

Providing a convenient way of making & servicing resource requests
Automatically routing requests to the relevant service providers (both internal & external)
Enabling unlimited tailoring for the resources & services you wish to make available
Tracking amendments & cancellations
Scheduling between-use cleaning to ensure Covid-secure workspaces

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Book Everything You Need in One Place

Integrated order forms let meeting organisers request any additional resources at the same time as scheduling a meeting & according to policies you set, e.g. don’t accept catering orders less than 1 working day in advance.

Simplify complex resource requests

Forms can tailored to support complex bookings, such as multiple catering choices & service times, allergen requests, etc. Additional information such as cost-codes can be added or selected from drop-down menus.

Streamline resource provision

All requests are automatically sent to the relevant service providers, & any changes automatically tracked. Service providers can easily make room changes or catering replacements where needed.

Avoid waste

Automatic reminders & an easy way for organisers & service providers to make amendments help avoid waste, such as excess catering & unused parking spaces.

Enterprise level desk booking solutions that build on your Microsoft 365 & Exchange infrastructure.

BENEFITS FOR YOUR WORKFORCE

Save Time & Effort

Order additional services in under 2 minutes.

Quickly locate your optimal workspace and then request any additional services from an intuitive form:

  • Select catering choices & service timings
  • Choose different seating layouts
  • Request AV equipment & teleconferencing services
  • Arrange visitor badges, parking spaces & more.

Locate the Features You Need

Quickly and easily locate the the optimal workspace for your needs: filter on attributes such as meeting room occupancy, buit-in equipment (e.g. VC facilities), accessibility and many other features (e.g. standing desk, docking station).

Quickly Book Additional Resources & Services

Any additional items such as catering, flip charts, seating arrangements, etc, available for your workspace booking are listed and bookable in one place via a simple form. There’s no need to contact different service providers to ensure your arrangements go smoothly.

Easily Amend Your Requests

Reminders and a of view all your future bookings in one place helps you review your requests and make any changes with ease. Any changes automatically update service providers, helping avoid waste (such as over-catering).

Impress Visitors

Request any services for your visitors such as catering, parking, visitor badges and any special requests to make their visit go smoothly a create a great impression.

Keep Track of Costs

Any costs associated with services (such as catering) are automatically totalled as you go. You will also be prompted to supply any necessary cost centre information (e.g. from a drop down menu) as you go.

Handle Recurring Meetings

You have a recurring meeting and just need to cancel one instance? No problem. Simply cancel the order using Outlook Calendar and any automatically ancillary resource orders are automatically cancelled.

BENEFITS FOR FACILITIES STAFF

Streamline Service Provision

Make it as easy as possible for service providers.

Ensure service and resource requests are automatically sent to the relevant service provider.

Streamline the process further by automatically processing requests according to policies you set. For example, you might only auto-accept orders for executive meeting rooms from PAs and directors.

Intelligent workflow

When an order form is completed, notifications go to all relevant internal and external facilities staff, including internal or external catering, the IT team, porters, reception staff, cleaners, etc.

Automated Order Tracking

All requests and any amendments are aggregated into a web-based administrative view, from where facilities staff can view and print orders for their services, either for the entire week or for a given day or meeting.

100% Customisable Booking Forms

A wizard lets you create order forms for virtually any service including catering, service times, AV equipment, table arrangements, visitor passes, parking and a range of other internal or external services. A running total and cost-centre information lets you automatically charge requests.

Flexible Management

Order forms and service providers can be varied based on the individual meeting room, location – even country – to reflect the services available. For example, you might have an external caterer at smaller offices, and an internal catering team at HQ.

Flexible, Built-in Policies

Specify policies such as buffer times for set up and clear down, deadlines for catering orders, the need for management approvals, etc. For example, you might only allow coffee and biscuits orders 24 hours before a meeting, auto-accept orders for executive meeting rooms from PAs and directors, and hide or restrict resources that organisers do not have permission to book.

Optimise Room Bookings

Give key personnel, like reception, a dashboard for approving and amending booking requests. E.g. if a meeting organiser has booked as large conference rooms for 3 people, they can reject or change the booking to a more suitable facility.

Get Control of Service Costs

Cost centre tracking, reminders to resource requestors and the ability for meeting organisers and service providers to make changes with ease, helps enterprises better control resource provision and cut costs.

Cross Charge Requests

An array of reports are available or can be customised to meet your specific resource management needs. All service request can be made subject to the provision of a suitable cost code, which can be used as the basis of internal charge-back.

WELLBEING BENEFITS

Increase Workplace Safety

Enterprises have a duty of care for the safety of their workforce and any guests visiting their premises.

By enhancing the processes via which resources are requested and provisioned you can:

  • Increase building security by making it easy to make visitor arrangements
  • Boost Covid safety by automatically requesting between-use cleaning
  • Capture special requests such as allergens & accessibility needs

TESTIMONIAL

“To help with the rollout of our socially distanced desk booking service, Essential provided us with Colart-branded ‘how to’ videos.  This, along with interactive floor-plans that reflect our company look and feel, will help our workforce quickly transition to a new way of using our workspace”

Claudio Toledo, Head of Project Management

Allow for Cleaning

Add buffer times between all room and desk bookings to allow for cleaning, with the option to automatically send cleaning requests to facilities staff as staff finish using their room or desk.

Provide Additional Safety Measures

Make it easy to book any additional services such as a designated parking space, visitor safety instructions and so on.
Make self-certification part of the workspace booking process.
Create policies that enable you to share available workspace fairly amongst your workspace and reserve areas for teams to share to enable collaboration when they come into the office.

Shrink Meeting Room Occupancy

Adjust all meeting room capacities to enable safe social distancing. Remove any facilities you no longer wish to make available.

Track Occupants

See who was in the office and what desk or room they used on any given day in the event you need to assist with contact tracing.

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