ARCHIBUS Workplace Services: Reservations Part 2

 As promised in last week’s blog, this week we will continue with the topic of Reservations.



The Archibus Reservation application provides a web-based application for managing enterprise room and resource reservations.


With this application, you can ensure optimal use of space and resources, as well as a smooth transition from one meeting to the next.


One room may have multiple arrangements for different uses, and tradespeople can easily review set-up and clean-up tasks.

After a reservation is made, the automated workflow rules ensure that the appropriate employees and external guests receive email notifications of the reservations.


You can use the management reports to review the utilisation rate of your rooms and resources. This provides you with vital information to optimise the use of your shared resources.


In this instalment we will cover:


Typical Workflow process to set up and use Reservations
Role-based Tasks – which reservation tasks can be done by which roles


Typical Workflow Process


Step 1. Determine how you want to deploy the Reservations application.

There are three options:


You can deploy the Reservations application alone; using the Reservations Plugin for Outlook, or the Archibus Extension for Exchange integration.

The advantage of using the Outlook Plugin is that users can make reservations using the familiar Outlook user interface, as well as through Web Central.


With Exchange Integration, free/busy time of attendees is based on their Exchange Calendar, rather than the data in Web Central. Exchange also handles all the notifications.

Without Exchange integration, users receive .ics files for meetings, which they can add to their calendars.


Step 2. Configuration: The business process owner sets up reservations background data.


This information includes rooms and their configurations and arrangements, resources and their types, users and email, timeline blocks, and timeline start and end times, and application parameters that determine various deployment options, such as whether or not notifications are used.


Use of Reservations

Any building occupant can enter room reservations



Find reservable spaces on any floor.



Book spaces with a single click on the map.



Or book a room from a list.



Users can update reservations as changes occur.


Reservations Managers can review operational and managerial reports.

Including the following

  • Room Occupation
  • Resource Usage
  • Costs by Div. and Dept. - Details
  • Cancelled Reservations – Details
  • Rejected Reservations - Details 

These provide you with vital information to optimise the use of your shared resources.


Role-based Tasks

From the Workplace Services application, users can perform various reservations tasks, such as making a reservation, approving a reservation, editing a reservation, or reviewing set-up and clean-up tasks. Each user views different reservation tasks, based upon their role.


The roles available are


  • Reservation Manager – All Reservations processes
  • Reservation Approver – Approve Reservations process
  • Reservation Assistant – Reserve Room and/or Resources process
  • Reservation Host – Reserve Room and/or Resources process. On the View or Edit My Reservations view, these users see reservations that they created, or that were requested for them
  • Reservation Service Desk – Reserve Room and/or Resources; Manage Trade Work; Approve Reservations
  • Reservation Trades – Manage Trade Work process – set-up tasks and clean-up tasks



So that concludes the second part of our look at Archibus Reservations.

If you would like to understand more about how the Reservations module can help your business, please call MASS on

0118 977 8560 or visit our website at:


 David Perkins 


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