Managing office hours, policies and the basics

Before your employees start using RICOH Spaces, it's important to ensure your buildings are configured correctly so that users will gain the best experience.

There are only a few things to check to ensure things are working as you expect and the rest we would consider to be advanced topics.

 

Select Building

To follow this guide please ensure you go to your Homepage and select the Buildings Icon for Organisation, and then the corresponding building location.

 

 

 

 

From here you can figure multiple options.

 

Office Hours

Setting your office hours is key to ensure that employees can only book (desks) within permitted times.

 

 

Location & Time Zone

We've most likely already configured the correct time zone and location for you during onboarding, however, to check or change this, scroll down to the Address Area.

Location is used for location-based features and within reporting.

 

 

Policies

Policies allow you to configure how you'd like your building to behave, there are a few key policies to ensure you configure so that your employees can get started with areas such as desk & room booking.

 

 

Key Desk Booking Policies 

Via the Desks Tab, you can set initial key policies to configure RICOH Spaces correctly.

1. Allow future desk bookings to be made (X days in advance)
2. Booking Slots AM / PM
3. Allow web app check-ins 
4. Enable Phone Check In
5. Enable QR Code
6. Restrict Bookings
7. Require Valid Access Form
8. Disable nearby desks on booking

Intelligent Cancellation

If you'd like to cancel desk bookings if employees don't show up and check-in within set parameters, head up to the intelligent cancellation tab.

You will need to enable the auto cancel meetings option and set how long after the check-in time the cancel will happen. Further options here will allow for the cancellation of Empty Meeting Rooms, and Unoccupied desks. 

Note: Custom Desk Cancellation messages can also be created here.

 

 

We will notify employees before we cancel their desk booking along with sending them a reminder on the day of their booking.

If you have room sensors installed, you can go a step further and enable cancelling of zombie desks which are desks that are checked in however no one is sitting there.

 

Non-flexible desks? 

By default RICOH Spaces allows employees to book any desk. If you'd like to ensure they can only book a desk assigned to them, you need to enable the Require assigned desks option. This is under the DESKS Tab.

 

 

Restricted Locations

Some buildings just can't be booked by anyone. We've got this covered.

If you need to accept approval before an employee can book into a location you need to enable the Require Access Form Approval and ensure you've configured a location access form.

 

 

This will mean that every employee must complete the form and have it completed before desk booking becomes available at the location.

Location Access Forms

 

Key Room Booking Policies

RICOH Spaces allows you to require check-in of meeting rooms for auto cancellation ability. This requires you to have a RICOH Spaces room panel or integrated 3rd party panel to allow the system to know the booking has been checked in.

 

 

To enable the policy head down to Meeting Rooms and enable the Require event check-in policy and set a time. Then ensure that you have Intelligent cancellation turned on for meeting rooms.

To enable the policy head down to Meeting Rooms and enable the Require event check-in policy and set a time. Then ensure that you have Intelligent cancellation turned on for meeting rooms.

 

Empty Meeting Room Cancellation

Empty rooms can cause serious issues for organisations, by enabling the intelligent cancellation for meeting rooms you can solve this.

Enable the Cancel empty meeting rooms policy and set how long the employee has before the meeting is considered a "zombie meeting".

What will happen to the booking? This part is up to you, there are multiple options to choose from.

• Meeting Room to reject the meeting (recommended) 

This option keeps the meeting intact for the organiser and all attendees, but the room declines the meeting. This is the recommended option from RICOH Spaces as it allows the organiser to still have the meeting but in a different location.

• Cancel the meeting.

The option completely removes the meeting from the rooms calendar and all attendees calendars.

• End the meeting early.

This option keeps the meeting intact but ends it early.

 

Auto cancel desk bookings not checked in

Enable the Auto Cancel desk bookings not checked in policy and set how long in minutes, after booked check-in time, that desk booking is classified as a "ghost desk".

 

 

You also have the option to add a custom message for the desk cancellation reason.