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This chapter describes the tasks that you need to perform to book conference or TelePresence (TP) rooms, and check into workspaces. It also describes the other activities that you can perform using the function tabs available on the kiosks.
•Searching for Conference/TP Rooms
•Viewing the Details of the People on a Floor
By default, the Recent Activities tab is displayed. This tab is also displayed whenever you tap Refresh. This tab displays all of the check-in and check-out data for the past two hours. This data is specific to the building where the kiosk is located.
To view the recent activities in the building, perform the following tasks:
Step 1 Tap the Recent Activities tab.
The tab details area shows the following details:
•Legend—States that the green icon represents checked in employees and the grey icon represents checked out employees.
•List of Employees—Lists the employees who have checked in/out on any floor in the building within the last two hours. The details of the most recently checked in/checked out employees appear on top. The name of the employee, the floor name, cubicle or workspace name, and the check in/out time is displayed.
Step 2 Tap and drag the list to scroll it and tap any name to load the floor plan. A dialog box appears indicating the employee's location in the floor plan that displays the following details:
•Workspace ID.
•Red icon and the status `Occupied', if the employee has checked in. This indicates that the workspace is unavailable and cannot be booked. If the employee has checked out, a green icon and the status `Available Now' appear. This indicates that the workspace is available and can be booked.
•Photograph of the employee (if available), employee name and ID, designation, and the team to which the employee belongs.
Note If no image is available for an employee(s), a generic icon is shown.
Note Employee details are displayed only for those employees who are currently checked into a workspace. No details are shown in the dialog box for employees that have checked out.
You can filter the Recent Activities list by entering a few alphabet characters of the employee(s) name.
To filter the list, perform the following steps:
Step 1 Tap inside the Enter Keyword to Filter field and enter a few alphabet characters of the employee's name using the onscreen keyboard. This field is provided below the Recent Activities list in the tab details area.
The list gets filtered to display the check in/out details of the employees whose names contain the alphabets characters that you specified.
Step 2 Tap any name in the filtered list.
The floor plan is loaded with a dialog box that indicates the employee's location on the floor and provides the employee's details.
You can check into a workspace to use the workspace for the maximum allowed check-in duration (normally eight hours). Checking in automatically signs into your Extension Mobility on the IP phone in the space (if configured) and updates your dynamic workplace location on the Smart+Connected Spaces kiosk.
After you check into a workspace, the icon against that workspace appears in red in the floor plan indicating that it is occupied. If you or another employee tap on the workspace in the floor plan, the dialog box shows that you have occupied the space. Details such as your photograph (if available), user ID, designation, and the team to which you belong are displayed.
To check into a workspace, perform the following steps:
Step 1 Tap the Workspaces tab on the default view (the floor plan and details of the location where the kiosk is placed).
The list of workspaces appears. It displays the following details:
•Available, Occupied, Available Soon Workspaces—The number of workspaces with each of the three statuses displayed with a green icon for available, red for occupied, and yellow for workspaces that will be available soon.
•List of Workspaces—All of the workspaces on the floor are listed. The workspace name and the status is displayed for the available workspaces. For the occupied workspaces, the employee name, ID, and the photograph of the occupier (if available) is also displayed.
All of the workspaces get highlighted in the floor plan and the conference/TP rooms appear dimmed.
Step 2 (Alternatively) Navigate to another floor in the building where you want to check in by using the floor navigation button and tap the Workspaces tab. If you want to check into a workspace in another building, navigate to the building using the Search tab and then tap the Workspaces tab to check into the required workspace. For more information, see the "Searching for Facilities" section.
Step 3 Tap and drag the list to scroll it and tap any available workspace.
A dialog box appears in the floor plan indicating where the workspace is located. It displays the workspace ID and the status `Available Now' along with a green icon indicating availability.
Step 4 Tap Check-in in the dialog box.
Step 5 Enter your employee ID or user ID (as enabled by the administrator for checking in using kiosks) in the dialog that appears, using the onscreen keyboard.
A dialog box confirming the check in appears and displays the following:
•Your photograph (if available) and name
•Name of the workspace and the floor that you have checked into.
You can book any available conference/TP room for a required time slot for the current day or any other day.
To book a conference/TP room, perform the following steps:
Step 1 Navigate to the floor where you want to book the conference/TP room and tap the Conference/TP Rooms tab.
(Alternatively) To book a conference/TP room in another building, navigate to the building using the Search tab and then tap the Conference/TP Rooms tab to book the required room. For more details, see the "Searching for Facilities" section.
The conference rooms on the floor are highlighted and appear in different colors that indicate the status:
•Available (green)
•Occupied (red)
•Available Soon (yellow)
The tab details area also lists these colors to indicate the availability status of the rooms.
Note The conference and the TP rooms are each represented by a different icon that indicates the room type. These icons appear in the room list and the dialog box that appears when you click the room name on the floor plan.
Step 2 Tap and drag the list to scroll it and tap any room that is in the available, occupied, or available soon status. (Alternatively, tap a room in the floor plan.)
A dialog box appears in the floor plan indicating where the conference/TP room is located. It displays the room name, availability status, and seating capacity.
Step 3 Tap Book in the dialog box.
The three-screen booking wizard opens. The Time Info screen is the wizard first screen. It displays the following:
•Room type (conference or TP)
•Room name
•Current availability status
•Seating capacity
•Icons for the equipment in the room (if any) such as the projector, board, and so on.
•Date picker that shows the current date and opens the calendar.
•Time Table that displays the room schedule for the day as a horizontal bar divided into one-hour slots. Names of the employees who have booked the room for these slots are also displayed.
•Book and Close buttons
Step 4 To specify a time for the booking, perform the following steps:
a. Tap the date picker.
b. Tap the left and right arrows to change the month and tap the required date. (Optional) Tap Today to pick the current date.
c. Tap the icon to return to the Time Info screen. (Alternatively) Tap anywhere outside the calendar to close it.
The date picker displays the selected date.
Step 5 Tap any available slot(s) in the Time Table to select it. To unselect a chosen slot, tap it again.
Step 6 Tap Book.
The User Info screen appears. It displays the conference room name, the building and floor it is located on, the User ID field, and the date and time for the booking. A message is displayed asking you to provide your credentials.
Step 7 Tap inside the User ID field and enter the data using the onscreen keyboard that appears.
Step 8 Tap Book.
The Complete screen appears informing you that booking is successful.
Step 9 Tap Close.
The kiosk view is refreshed and the Recent Activities tab is selected. You receive a booking confirmation mail in Outlook.
Step 10 (Optional) Tap Close on the Time Info and User Info screens to exit the wizard without booking a room.
You can filter the conference/TP rooms list by entering a few alphabets of the conference/TP room name.
To filter the list, perform the following steps:
Step 1 Tap inside the Enter Keyword to Filter field and enter a few alphabet characters of the conference/TP room name using the onscreen keyboard. This field is provided below the Conference/TP Room list in the tab details area.
You will get the list of conference room names, which contain the alphabet characters that you specified in the selected building.
Step 2 Tap any name in the filtered list to view the conference/TP room location in the floor plan.
You can search for any building in the organization, load the floor maps for it, and view the building summary using the facilities search feature.
To search for facilities, perform the following steps:
Step 1 Tap the Search tab.
The tab details area displays the Facilities, People, Workspaces, and Conference/Telepresence Rooms search panes.
Step 2 In the Facilities pane, tap inside the Building field.
A drop-down list of all of the buildings in the organization appears. Tap the up and down arrows to scroll through the list.
Step 3 Tap the name of the building that you want to search for.
The floor drop-down list appears after you select the building.
Step 4 (Optional) Tap the icon to remove the selection and reopen the list. Tap the name of another building in the list.
Step 5 Tap the floor for which you want to view the details and then tap Load Map.
The plan for the selected floor is displayed with all of the workspaces on the highlighted floor. The Recent Activities tab is selected by default.
Step 6 (Optional) Tap Building Summary to view the workspace and conference/TP room availability details for the building. Tap Close to return to the floor plan view.
Step 7 (Optional) Tap any of the function tabs depending on the task that you want to perform.
Step 8 (Optional) Tap the icon to return to the floor plan view for the default location (where the kiosk is located).
To search for the people in any location of the organization, perform the following steps:
Step 1 Tap the Search tab.
The tab details area displays the Facilities, People, Workspaces, and Conference/TelePresence Rooms search panes.
Step 2 In the People pane, tap inside the Search for field and enter the employee name using the onscreen keyboard that appears. (Optional) Tap the icon to remove the name and re-enter another name.
Step 3 Tap Search.
The floor plan view is replaced by the list of person(s) with the name that you searched for. Details such as the photograph (if available), check-in status icon (green for checked in and grey for not checked in), designation, and location are displayed.
Note The people search is independent of the location selected in the Facilities pane. On the contrary, the location in the Facilities pane changes to the employee's location if you view the plan for the floor where the person is.
Step 4 (Optional) Tap Close in the list view if you do not want to view further details.
Step 5 Tap the location detail provided for the employee in the list.
The plan for the floor where the person is located is displayed, with a dialog box showing the exact location. The dialog box displays details such as the photograph (if available), check-in status icon, designation, and team to which the employee belongs.
Step 6 Tap Cancel on the dialog box to close it.
Step 7 (Optional) Tap any of the function tabs if you want to perform other tasks for the location where the employee is located. For example, check into a workspace close to where the person is seated.
(Alternatively) Tap the icon to change the kiosk view to display the details of the default location (where the kiosk is located).
To search for workspaces, perform the following steps:
Step 1 Tap the Search tab.
The tab details area displays the Facilities, People, Workspaces, and Conference/Telepresence Rooms search panes.
Step 2 In the Facilities pane, tap inside the Building field and choose a building. Choose a floor from the drop-down list that appears after you choose the building. This is required because the workspace is searched for only in the selected building and floor.
Step 3 In the Workspaces pane, tap inside the Name/ID field. Enter the name or ID of the workspace that you want to search for and tap Search. (Alternatively) Tap Search without entering any data in the Name/ID field to view the list of all the workspaces on the floor.
The search results appear in place of the floor plan and display the workspace icon, workspace type, floor where it is located, locate icon, and the Check-In button.
Step 4 Tap the locate icon in the result view.
The floor plan appears with a dialog box showing the exact location of the workspace. The dialog box displays the workspace name/ID, availability status, and the Cancel button. Tap the Check-in button to check into the workspace. The Check-in button is displayed only for the available workspaces.
Step 5 (Alternatively) Tap the Check-In button in the result view to directly check into the workspace.
The updated floor plan appears with the workspace shown in red indicating that it is occupied. Tapping the workspace opens a dialog box that shows the room name/ID, the room status as `Occupied', and your details. Tap Cancel to close the dialog box.
To search for conference/TP rooms, perform the following steps:
Step 1 Tap the Search tab.
The tab details area displays the Facilities, People, Workspaces, and Conference/Telepresence Rooms search panes.
Step 2 In the Facilities pane, tap inside the Building field and choose a building. This is required because the conference/TP room is searched for only in the selected building.
Step 3 In the Conference/Telepresence Rooms pane, tap inside the Name field. Enter the name of the room that you want to search for using the onscreen keyboard that appears. (Optional) Tap the icon to remove the name and re-enter another name. Tap Search.
The search results appear in place of the floor plan and display the room icon, availability status icon, room name and type, floor where it is located, locate icon, seating capacity, features (if any) and the Book button.
Step 4 (Alternatively) Instead of searching for a conference/TP room by name, you can search for rooms using any or all of the following options:
•Features—Tap the Projector, Audio, Screen, and/or Telepresence button depending on the features that you want in the room.
•Seats—Tap the Any button and choose the number of seats that you want in the room.
•Available On—Tap this button to choose a date for the booking.
•From—Tap this button to choose the booking start time.
•Till—Tap this button to choose the booking end time.
Tap Search. The search results display the rooms that meet the search conditions. If no room matches the search criteria, a message is displayed informing you that no results are found.
Step 5 Tap the locate icon for any room in the search result list.
The floor plan appears with a dialog box showing the exact location and the details of the conference/TP room. All other rooms on the floor are also highlighted in different colors indicating the availability status. Tap Book in the dialog box to open the booking wizard. For more information, see the "Booking Conference/TP Rooms" section.
Step 6 (Alternatively) Tap the Book button in the result view to directly book the room.
Step 7 (Optional) Tap Close in the list view if you do not want to view further details/book a room.
To view the details of the people occupying a floor, perform the following steps:
Step 1 Navigate to the floor for which you want to view the people and tap the People tab.
All of the workspaces in the floor plan are dimmed and the name and miniature images of the employees (if available) are overlaid on the workspace that they occupy. The tab details area lists the total number of checked in (green icon) employees. Details such as the photograph (if available), availability icon, name and employee ID, and location are also shown.
Step 2 Tap and drag the list to scroll it and tap the name of any employee in the list.
A dialog box appears in the floor plan indicating the workspace that the employee occupies. It displays the following details:
•The status `Occupied' along with a red icon indicating non-availability for the workspace.
•Cancel button to close the dialog box.
•Employee details such as the photograph (if available), availability icon, name and employee ID, designation, and the team to which the employee belongs.
Step 3 (Optional) Tap Zoom In to magnify the floor plan and view the name and images of the employees who occupy the workspaces on the floor.
You can filter the People list by entering a few alphabet characters of the employee's name.
To filter the list, perform the following steps:
Step 1 Tap inside the Enter Keyword to Filter field and enter a few alphabet characters of the person's name using the onscreen keyboard. This field is provided below the People list in the tab details area.
The list is filtered to display the names which contain the alphabet characters that you specified.
Step 2 Tap any name in the filtered list to view the location of the person in the floor plan.
Neighborhoods are regions of a floor that are occupied by a specific team or business unit. All workspaces occupied by a certain team are highlighted in a certain color in the floor plan.
To view neighborhoods, perform the following steps:
Step 1 Navigate to the floor for which you want to view the neighborhoods and tap the Neighborhoods tab.
The floor plan highlights the workspaces occupied by different teams in the colors that represent them. The tab details area lists the various teams occupying the floor, the number of workspaces allocated to each team, and the colors that represent each team.
Step 2 By default, the Select All tab is selected in the tab details area and all of the neighborhoods are highlighted in the floor plan. To view only a few neighborhoods, tap Select None and then tap the neighborhoods that you want to view. Only these neighborhoods get highlighted in the floor plan.
Step 3 Tap any workspace to open the dialog box which displays the name of the team that occupies it. Tap Close in the dialog box or tap anywhere outside it to close the dialog box.
Step 4 (Optional) Tap Zoom In to magnify the floor plan and view the location name/ID for the workspaces occupied by the teams.
You can filter the Neighborhoods list by entering a few alphabet characters of the team name.
To filter the list, perform the following steps:
Step 1 Tap inside the Enter Keyword to Filter field and enter a few alphabet characters of the team name using the onscreen keyboard. This field is provided below the Neighborhoods list in the tab details area.
The list gets filtered to display the neighborhoods which contain the alphabet characters that you specified and the number of workspaces assigned to each of the filtered neighborhoods. The filtering will not affect the floor plan view where all of the neighborhoods are highlighted by default.
Step 2 Tap Select None. All the workspaces are dimmed. Now, tap any neighborhood(s) in the filtered list.
This highlights only the workspaces assigned to the particular group in the floor plan.
The building summary lists the details of the building and the nature of resources available in it. The details include the number of workspaces and conference/TP rooms on each floor and the occupancy/availability status of these spaces. These numbers are hyperlinks that you can tap to view the map of the floor with the resources highlighted.
To view the building summary, perform the following steps:
Step 1 Tap the Summary button below the floor plan that is currently displayed on the kiosk.
The floor plan view changes to the building summary view. For more information on the building summary, refer to the "Understanding the Kiosk Interface" section on page 2-1 in Chapter 2, "Cisco Smart+Connected Spaces Kiosks".
Note If you chose a building using the Search tab, you can tap the Building Summary button to view the summary for the building. Alternatively, after you specify a floor in the building and load the map for it, you can tap the Summary button that is displayed below the floor plan.
Step 2 View the number of conference/TP rooms and worskspaces on every floor and the availability status. Click a room/workspace number for any floor to view the floor plan with that resource highlighted. (Alternatively) Tap Close to return to the floor plan view.
Checking out of the workspace makes it available for other users and displays it in green in the floor plan to indicate availability. The check out can be either automatic or thorough the Smart+Connected Spaces web portal. When you are checked out, the Recent Activities list displays this activity and shows the place and time of the check-out.
You are automatically checked out of a checked in workspace when you check into another workspace. The Recent Activities list shows the details the latest workspace that you have checked into without displaying any information about the check out from the previous workspace.
You are automatically checked out of a checked in workspace after the lapse of a specific time period that has been configured by the Smart+Connected Spaces administrator. The workspace becomes available again and the Recent Activities list displays the details of your check out from the workspace.