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How to book a visitor or a colleague

Ronspot makes it easy for authorised users to create bookings on behalf of visitors or colleagues. This guide will walk you through the steps to book a space for someone else.

Depending on your profile permissions, the ability to book a visitor or a colleague may or may not be available.

Table of contents

  1. Book a space for a visitor
  2. Book a space for a colleague
  3. Troubleshooting

 

Book a space for a visitor

1. Access the calendar page: Navigate to the Calendar page from the navigation pane.

2. Extend the view:

  • At the top of the Calendar page, locate the Zone Selector.
  • Next to this, you'll see a ... icon. Click on this icon to extend the view and reveal additional options.

Note: If this icon is not visible, it means that your account does not have the necessary permissions to make bookings on behalf of guests. 

3. Select 'Invite a guest':

  • In the newly expanded view, you'll see a second dropdown menu.
  • Select the option Invite a guest.

4. Make the booking:

  • Proceed to make the booking as you normally would.
  • The name Guest will be displayed in the booking popup, ensuring that you are booking the correct person.

5. Add the visitor details: An additional popup will appear, asking you for the following information:

  • Visitor first name (required)
  • Visitor last name (required)
  • Visitor email address (required)
  • Visitor ID (optional)

6 Confirmation: After the booking is complete, the selected visitor will receive an email confirmation with the details of their bookings.

 

Book a space for a colleague

1. Access the calendar page: Use the navigation pane to access the Calendar page.

2. Reveal additional options: 

  • At the top of the Calendar page, locate the Zone Selector.
  • Next to this, you'll see a ... icon. Click on it to extend the view and display more options.

Note: If this icon is not visible, it indicates that you don’t have the required permissions to make bookings on behalf of colleagues.

3. Choose a colleague:

  • Once the additional options are visible, a second dropdown menu will appear.
  • Click on this dropdown and select the name of the colleague you want to book for.

4. Complete the booking:

  • After selecting the colleague, proceed with the booking process as usual.
  • The name of the selected colleague will be displayed in the booking popup, confirming that you are booking on their behalf.

5. Confirmation: After finalizing the booking, the colleague will receive a confirmation email with the details of the booking (if notifications are enabled).

 

Troubleshooting

  • The ... icon is not visible: This means that your account does not have the necessary permissions to make bookings on behalf of a visitor or colleague. Contact your administrator if you believe this is an error.
  • I can only book on behalf of colleagues, not visitors: Booking a Colleague and Booking a Visitor are two different sets of permissions. Contact your administrator if you believe this is an error.
  • I can't select all my colleagues: This means that your account only has permission to book specific colleagues. Contact your administrator if you believe this is an error.
  • Whose credits will be used: When you make a booking on behalf of a colleague, the credits of the selected colleague will be used, not your own. Booking for a visitor does not require any credits.

 

These troubleshooting tips should help resolve any issues you encounter while booking on behalf of a colleague. If problems persist, contact your Ronspot administrator for further assistance.