Skip to main content

 

Eptura Knowledge Center

Quick searches

Quick search tools for booking meeting spaces

A Quick Search tool is available on the Meeting space home page to quickly find a meeting space at a preferred location on a single date. A quick booking option is also available from the booking grid. 

Quick search from the Meeting Spaces home page


gif-quick-search-meeting-spaces-2-0.gif
Perform a quick search for a meeting space

web ms home 02.png

  1. Navigate to Meeting spaces from the module menu on the left-hand side to open the home page.
  2. Select the LocationGroup, and Workspace type for the meeting from the drop-down lists in the Quick search tool.
  3. Select the date for the booking and the start and end times. You can click the calendar icon to select the date from the pop-up calendar. 
  4. Select the Setup for the space from the drop-down list to search for a specific room layout or leave it blank to search for any.
  5. In the Number Attending box, enter the number of people the meeting space must accommodate.
  6. Depending on your requirements, there are three ways to search for an available space:
    1. Click Search to perform the search straightaway and view the search results below the Quick search tool.
      1. Information about the meeting spaces is displayed, including the attributes offered with the space.  Hover your cursor over the acronyms to see the attribute names. Learn moreAttributes
      2. Click the name of the meeting space to show more details about the space in a popup window.
      3. Click Book to book your chosen meeting space. If the meeting space is managed, a Request button appears instead of the Book button. Click Request to submit the booking request for approval.
        web ms home 03.png
        Search results following a Quick search are displayed on the Meeting spaces home page
    2. Click View Grid to view available meeting spaces on the booking grid. Learn moreBooking grids
    3. Click Advanced to select more options, such as services, from the Book a meeting space page. Learn moreBook a meeting space page

See Condeco in action


Book a meeting space and request services using Quick search tool from the Meeting spaces home page 

Required: Condeco meeting space booking module

Watch how to book a meeting space and request services, using the Quick search on the Meeting space home page.

 

Quick book from the booking grid 


Make simple bookings directly from the meeting spaces booking grid using Quick book.

The Quick book feature is available for Condeco Cloud only. 

qick-book-compressed-cropped_v1.gif

Key features
  • When setting a time slot on the grid, the time bar displays the default setup and clean-down times for the meeting space, as well as the from and to time of the booking.
  • Booking details are pre-populated based on the configuration of the application and your profile.
  • Tab between fields using your keyboard.
  • Pressing the Enter key creates the booking.
FAQ
  1. When should I use Quick book?
    Quick book is designed for simple bookings or for when you want to reserve a room and add extra information later using the booking form.
     
  2. Why is Quick Book not appearing for some Groups?
    Quick book can be disabled by your administrator per Group. It may be disabled because additional mandatory information is required for bookings in the Group which would not be captured by the Quick book popup.
     
  3. Why does the booking form sometimes open instead of Quick book?
    When a meeting space has a default setup or clean-down time configured, this may cause an overlap with another booking or the setup time may fall into the past. On these occasions, the booking form will open to provide more flexibility to adjust the booking.
Limitations of Quick book
  • The Quick book tool is available only on the standard booking grid (not the Advanced booking grid).
  • Mandatory custom fields are ignored.
  • Default service items are not added to a booking.
  • If a cost code exists against the host (or requestor) it is added to the meeting, however, entering a cost code is not mandatory.
  • Requestors and hosts must exist and be selected from the lookup.
  • Meeting space messages are not shown.
  • Meeting space costs are ignored.

We recommend the Quick book tool on the booking grid be disabled if any of the above limitations cause a breach of your organization's business rules. The Quick book tool is enabled/disabled individually for each group from the group's application settings. Learn how to configure a group for meeting spaces

How to book a meeting space from the Quick book tool on the booking grid 

To make a new booking from the booking grid, click a free slot and drag your mouse down the grid to select the duration of the meeting. Click anywhere in the selected slots to open the booking form. Learn more about the meeting space booking form

make-booking_v2.gif

Complete the booking form and click Request & close for bookings in a managed group, or Book & close for bookings in a self-managed group.