iOffice Room Booking Training Slides Online...

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i O f f i c e Ro o m B o o k i n gTra i n i n g S l i d e s –

O n l i n e Po r ta l

©2019 The Boots Company PLC. All rights reserved.

June 2019

2| Member of Walgreens Boots Alliance

Sections

• Accessing iOffice Portal

• Space Module

• Reservation Module

• Visitor Module

• Directory

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A c c e s s i n g i O f f i c e Po r ta lLogging In and Home Screen



Accessing iOffice Portal


• Access the iOffice Portal using the

URL

https://onewba.iofficeconnect.co.uk

• Click the Log In button and use your

corporate Email and Password to

Login

https://onewba.iofficeconnect.co.uk/


Accessing iOffice Portal


• When you have logged in, you will be

presented with the iOffice Home

Screen.

• There are 4 modules to choose from;

• Space – provides a floor plan layout

of meeting rooms in D90, D94 and

D80

• Reservations – provides a timeline

view of bookable meeting rooms in

D90, D94 and D80

• Visitor – provides users the ability to

pre-register visitors

• Directory – provides users with a

people directory to search for

contacts


Key notes

• Bookings can be made up to 3 months in advance.

• Maximum duration of a meeting is 3 days.

• Meetings booked through iOffice, Hummingbird for Outlook or the Hummingbird app must be amended and cancelled through iOffice.

• Meetings booked directly through Outlook must be amended and cancelled in Outlook.


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S p a c e M o d u l eSearching for a room and creating a reservation



Space Module


• Access the Space module from the

Home Screen or from the side menu,

as shown.


Space Module


• In the Space module, select the

building that you want to find a

Meeting Room in.

• Example shown – D90


Space Module


• When you have selected the building,

select the floor that you want to

search on.

• Example shown – D90 East Ground


Space Module


• The floor plan for the selected floor

will now be shown.

• Meeting Rooms that are reservable

will be coloured blue.

• Click on a room to display more

information.

• Example shown D90 – EG01


Space Module


• More information will be provided

about the room;

• Room Photo

• Capacity

• Type – Video Conference or not

• Click on the room photo thumbnail to

enlarge


Space Module


• Close the thumbnail to continue to

book the Meeting Room


Space Module


• Click on create reservation to bring up

the create reservation page


Space Module


• Configure your booking by;

• Selecting the start date/time

• Selecting the duration

• Entering any guests to be invited

(optional)

• Entering any specific meeting notes

• Scroll down to create the reservation


Space Module


• When ready, click on Create to enter

the reservation onto the system.


Space Module


• The reservation has been confirmed

on the iOffice Portal.


Space Module


• A confirmation email will be sent to

the user from the Meeting Room.

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Re s e r va t i o n M o d u l eTimeline view and creating bookings



Reservation Module


• Access the Reservation module from

the Home Screen or from the side

menu, as shown.


Reservation Module


• In the Reservation module you are

presented with a timeline.

• You can select the building, floor and

type of space that you want to view

• i.e. D90, East Ground, All Types

• On the timeline select the time when

you want your meeting to commence.


Reservation Module


• The Create Reservation window loads

up.

• Confirm the space, number of guests,

duration of the meeting, start time and

date.

• From the Create Reservation window

you can directly invite any guests.

• Add any meeting notes – dial in

details or agenda.


Reservation Module


• When ready, click on Create to enter

the reservation onto the system.


Reservation Module


• The reservation has been confirmed

on the iOffice Portal.


Reservation Module


• To check where the space is, click on

the red circles next to the room name.


Reservation Module


• The floorplan of the meeting space

will load.


Reservation Module


• A confirmation email will be sent to

the user from the Meeting Room.


Reservation Module


• Access the Reservations queue from

the menu on the left hand side.

• This will display your upcoming

reservations.


Reservation Module


• Your reservations will be listed.

• Select a reservation to amend or

cancel.


Reservation Module


• Update the reservation accordingly

and click Update.


Reservation Module


• You will receive confirmation that your

booking has been updated.


Reservation Module


• To cancel a reservation click on the

Remove button.

• iOffice will ask you to confirm the

cancellation.

• Click Ok to proceed.


Reservation Module


• iOffice will provide confirmation of

cancellation.

• The Meeting Room will send an email

confirming the booking cancellation.

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V i s i to r M o d u l ePre-register a visitor



Visitor Module


• Access the Visitor module from the


as shown.


Visitor Module


• The visitor module will load.

• Select Registration from the menu.


Visitor Module


• If the visitor has already been added

to the system, start by searching for

their name.


Visitor Module


• Amend any personal details such as

Car Reg by clicking on edit.

• Select the visitors arrival date and

time.

• Click on Register to add them to the

Reception Queue.


Visitor Module


• Alternatively click on Add New to add

a new visitor to the system.

• Enter the visitor's details and click

submit


Visitor Module


• Once you have added the visitor’s

details, select their arrival date and

time and click Register.


Visitor Module


• In the Visitor Module, you are able to

amend the details of a visitor

including their arrival date / time.

• On the left menu, select the visitor

button.


Visitor Module


• When the menu loads, select Queue

to view the visitor’s you have

registered.


Visitor Module


• When the Queue page loads, you will

see all visitor’s that you have

registered.

• Under the actions tab, on the row of

the visitor you wish to amend, select

the arrow and choose from;

• Edit Visitor

• Re-Schedule

• Delete


Visitor Module


• Once you have registered your visitor

the iOffice system will send you a

confirmation email, confirming the

date and time of the visit.


Visitor Module


• When your visitor arrives at

Reception, the front desk team will

assign your visitor to you and the

iOffice system will send you an email

confirming your visitor has arrived.

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D i r e c to r y M o d u l eSearch for a colleague



Directory Module


• Access the Directory module from the


as shown.


Directory Module


• Search for another colleague by using

Last Name and First Name Search or

by clicking on the A to Z.

Thank you


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