Sharing office space comes with it’s own sets of challenges and rewards. At checkAppointments, we share office space with a large crowd of entrepreneurs and small businesses all housed here in Charlotte’s entrepreneurial hub Packard Place.
We love all the people we get to meet and always seeing new faces roaming about. There’s new and interesting social gatherings going on every month that are always educational to attend.
One of the cons (a small one and something Packard Place has overcome with its own web scheduler) is that if we need to have a meeting with an outside party, we have to book and reserve a shared conference room.
We know our situation isn’t unique and there are tons of office buildings out there with shared conference rooms that need to be reserved so that office tenants don’t step on one another’s toes. In today’s post, we’re going to show you how to use our free web scheduler as a meeting room manager.
To start, you can sign up for a free account which is perfect if you just need to manage one meeting room. It will keep it from getting booked and allow tenants to reserve the room for any period of time that you allow it to be reserved for.
Once you’ve got your free room reservation scheduling account created, go ahead and login to get the setup process underway.
You’ll first want to add in the location where the “appointment” is going to be booked. I know this terminology is bit incongruent with room reservations, so let’s work out what it means for you.
You’ll enter in the conference room as the location that’s going to get reserved. By using checkAppointments as your facilities management software, as soon as this single conference room location is reserved by one of your office tenants, no other office tenants will be able to reserve the room at the same time.
In checkAppointments, you’ll go to Setup > Locations and enter in the details around your conference room:
After you’ve added in the conference room location, you’ll then customize the time frames during which it can be reserved. If it can be reserved between 9am-6pm Monday through Friday, for instance, you’ll enter that into the “Working Hours” (or hours of availability) for the conference room:
The next step is to insert in the reservation lengths people can select. To do this you’ll go under Setup > Services:
From here, you’ll add a service for each reservation length that tenants could possibly choose. In this demo, I had reservations set for anywhere between 15 minutes - 2 hours.
Finally, you’ll want to customize your scheduler flow underneath Setup > Scheduler. For my flow, I selected to display just Location > Services. I tweaked the language on the welcome panel so it spoke directly to the room reservations I wanted people to book. I changed the timeslots for appointments to start on every quarter hour and I edited the confirmation message so that it didn’t include the staff person’s name (as the staff person won’t be in the room with them at the time).
When I finished making changes to the flow of the web scheduler, the final product was a total of 6 steps and could quickly show the tenants the reservation times they had available to them. You’ll see a snapshot of each of the 6 steps in the net scheduler below:
If this would help you manage your shared conference rooms, please sign up for a free account and let us know if you have any issues getting your account setup. Our support staff would be happy to help you figure it out.
If you have multiple conference rooms you need reserved, you can test drive a more premium version of our software with a 30 day free trial to see if it will help manage bookings for shared space in your building. With the premium version, you’ll be able to edit email templates, offer multiple bookings at one time (if that’s of interest), and see text message confirmations and reminders.