Frequently Asked Questions

We hope you will find the answers you need on our website but we are always happy to answer any individual questions you may have.

We have listed below some of the frequently asked questions we receive. If you cannot find the answer you are looking for, please send us a quick message using our Ask a Question form.

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About Workspace Manager

What is Workspace Manager?

Workspace Manager is a resource scheduling software developed specifically for the workplace to book resources such as meeting rooms, desks, private offices and car parking spaces, whilst enabling the organizer to specify additional services such as catering, audio visual equipment and visitor management.

Who uses Workspace Manager?

Workspace Manager is used by private and public sector organizations around the world, helping them to save money on real estate costs, maximize workplace asset utilization and offer their employees a healthier work-life balance.

Companies can dramatically cut real estate overhead costs because there's no need for a designated workspace at multiple locations. Employees appreciate being offered the choice of flexible working, helping them to save time, energy and money.

Can the application be hosted?

Yes, Workspace Manager may be run internally within the client's IT infrastructure, or within our hosting environment.

Which web browsers are supported?

Workspace Manager has been tested for use with Internet Explorer 6,7 and 8, and Mozilla Firefox 3.

Which versions of Microsoft Outlook is the application compatible with?

Currently we have support for Outlook 2003, Outlook 2007 and Outlook 2010.

What is the minimum number of desks or rooms Workspace Manager can manage?

Workspace Manager is a scalable solution suitable for anything from just a handful of desks or rooms, up to multiple locations each accommodating thousands of desks and hundreds of rooms.

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Installation Requirements

We currently have multiple Active Directories, does the application support this?

Yes, Workspace Manager can support multiple Active Directory Domains; these are separated by prefixing the Domain before the username. Eg DOMAIN\username.

Does the application support databases created in SQL Server 2008?

Yes, Workspace Manager can read SQL Server 2008 databases.

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Configuring Workspace Manager

We have a number of offices. Can we assign different opening hours to each office?

Business hours can be set by location in the application's configuration tools, restricting the resources at each different location to be bookable only within those hours.

For more information on Workspace Manager's comprehensive configuration tools, please visit the Configuration Tools page.

Employees in our organisation are only allowed to book a maximum of 3 months in advance, can we enforce this?

Yes, Workspace Manager supports business rules which can be defined with a SQL Query.

Unique business rules may be configured to enforce your specific booking restrictions. These rules may be varied by building, resource type, user group or individual user. This is particularly useful for enforcing advanced booking rules or indeed the number of resources a user may be able to book.

Some of our staff forget they have made a booking. Can the application send out reminder emails?

Yes, Workspace Manager supports email notifications in either HTML or plain text emails.

Notifications may be configured to trigger on any event, or on a timed basis. The most popular notifications are for booking confirmations, cancellations and reminder emails. Emails can include options for the user to take further actions. For example, a reminder email can be sent out in advance of the resource booking start time and provide an option to easily cancel the booking if it is no longer required.

We have a limited amount of IT equipment that is bookable. Can the application track these?

Yes, the application allows equipment quantities to be entered into the system and will track each time a particular item has been booked. Only the equipment that is still available will be displayed at the time of reservation.

We have a corporate identity which consists of certain colours, can the system support this?

Yes, Workspace Manager has a default theme when first installed and alternative themes can be easily selected within the administration area of the application.

All of the shipped themes are fully customizable to accommodate to your corporate color scheme. We can also create a bespoke theme tailored to your organization's individual branding.

Can we create reports and customise them to our individual needs?

Workspace Manager is delivered with a suite of example reports that can be quickly modified to meet the needs of your organization. The standard reporting tool is Crystal Reports, but any SQL based report writer can be used.

If you require additional reports you can create these using Crystal Reports, or we can create them for you. See the Reporting Facility page for more information.

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Using Workspace Manager

We have a number of rooms that have partitions and can be combined. Can your system support this?

Yes, we have a 'Linked Resource' facility which allows multiple rooms to be booked simultaneously.

Meeting and conference rooms which have a dividing partition are shown on Workspace Manager's graphic floor plan with a link symbol. These rooms can be selected together at the time of booking to create the linked reservation. The reservations for the multiple rooms are then cross referenced in the system so the user can clearly see the rooms have been booked together and will be used as a single, larger room.

Our organisation has limited access to the SQL Database. Can we monitor deleted bookings?

The application has an Audit Log, which allows certain users (with access rights) to view bookings created, deleted, and amended.

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