When booking a room, you may need approval, request a different room layout, or need catering or equipment to be provided. We call these requests services. In this article, we will go through each one of them and how to request them.
Services can be:
An approval request: The room to be approved
Layout request: A new layout to be actioned in the room
Catering request: Catering to be provided
Equipment request: Equipment, like webcams or microphones, to be provided
How to request catering or equipment?
1. Head to the Room Schedule tab.
2. Create a meeting.
3. Complete the meeting's details.
4. Select whether you would like to add catering or equipment. Once you click on one of the services, this should show all the options available.
5. Once you have selected all the desired items, you will be presented with a summary screen. Select the delivery time, add a comment if needed and tick the box 'Agree that all dietary requirements have been confirmed' (for catering requests only).
6. You will receive a booking notification email once you have submitted your event.
7. Once your service request/s have been reviewed, you will receive a notification confirming if they are approved or rejected.
Note: If you move an approval room booking (only in that scenario), including visitors to another date, your visitors won't move with it. You need to change manually the visit's date or create a new one.
Note: Rooms with service requests (Catering, Equipment, Approval) can be amended (room change, time change, items requested, delivery time), but will need to go through approval again.
Note: If a layout is attached and the event is being moved to a different room, the layout will be cancelled.
How to book multiple service requests to orders for an event
RICOH Spaces users are able to make multiple catering or equipment orders for single events. This policy allows users to create one or more services, of the same type, on an event. All services added to an event are visible to the user.
Multiple orders should show separately within the same request. Requests should show the order name, order number and delivery time. New linked services tag shown on order details, selecting the linked service will open details.
Jobs board shows new linked services tag. Selecting the linked services tag will highlight all related jobs on the board. This adds a filter chip with the ID of the request to the search. If the user does not have permission to view the linked service type it should be hidden.
Requests can only be made at the point of event creation. Requests cannot be edited after submission.
How to request a room layout or get the room booking approved?
Head here to book a layout and/ or linked room.
Some rooms will require approval. If so, once you have submitted your booking, this message will appear:
"You will receive an email notification once your service request/s have been reviewed, confirming if they are approved or rejected. The room booking on schedule will also reflect the status of the service you requested."
Note: There's no service, layout or meeting room booking if it's not approved.
If you move an approval room booking (only in that scenario), including visitors to another date, your visitors won't move with it. You need to change manually the visit's date or create a new one.