The waitlist is a new functionality enabled by admins that allows you to join a waitlist when all available spaces you have access to are fully booked for a future date. Instead of repeatedly refreshing your page, hoping for an opening, you can simply join a waitlist and let RICOH Spaces monitor availability for you.
In this article, we'll guide you through the key functionalities of this feature.
When can I join the Waitlist?
You can join a waitlist only for a future date when all the spaces you have access to are booked.
Which types of spaces have a waitlist?
Waitlists are available for Desks, Parking, and Lockers.
How to join a Waitlist
Navigate to the Waitlist: Click on "Join Waitlist" right under your Floorplan filters on the web.
Set the Required Fields:
Date: Select the date you're interested in.
Space Type: Choose the type of space (Desk, Parking, Locker).
Floor and Zone: Specify the floor and zone.
Favourite: Choose if you only want to be assigned your favourite spaces.
3. Join the Waitlist: Confirm by clicking "Join Waitlist." You will receive an email confirming your successful addition to the waitlist.
Note: The waitlist only assigns you to a space you have access to. For example, if you belong to a zone with four desks and all are booked, you'll only be waitlisted for one of those four desks, even if other areas in the office are available.
Can I join multiple waitlists?
Yes, you can join waitlists for different locations and space types you have access to. For example, you can join the waitlists for both parking and desks.
Note: Waitlists are subject to your location's booking policies. If users can book desks 14 days in advance, you can only join a waitlist within that 14-day period. Additionally, not all floors and zones may have the Waitlist functionality enabled, as this is configured by your admins.
Viewing your Waitlists
To see the waitlists you've joined, go to your Feed. Under "Bookings & Status," you'll find a list of all the waitlists you’re part of.
Note: You can also view and leave waitlists using your RICOH Spaces mobile app.
Can I join the waitlist on the same day?
No, waitlists can only be joined for future dates. You cannot join a waitlist for a space on the same day.
How will I know if I get a space?
Admins can set up the waitlist in two ways:
First-Come, First-Served: The first person on the list will get any available space.
Random Order: RICOH Spaces will randomly select a person from the waitlist.
If you’re selected, you’ll receive an email confirming your booking, which will also appear in your Feed. If you had previously set a status, your new booking will override it.
What If I no longer need the space?
If you’re selected but no longer need the space, please release the booking so that RICOH Spaces can assign it to another user on the waitlist.
There aren't any spaces available but the waitlist window isn't showing. Why?
It means that a user has a slot booking (half-day or custom) or that one space is available.
Pro tips: if it's a desk, try Quickbook. Any available desk will then be assigned to you.
Can I leave a Waitlist?
Yes, you can leave a waitlist by opening your Feed, finding the desired waitlist, and clicking on it. Then, on the new page, click "Leave Waitlist."
