Bookings overview: views and asset groups – Flowscape AB

The Bookings overview gives front desk staff and coordinators a day view of all bookings in a set of rooms. Employees book their meetings in their calendar as usual. The Bookings overview shows those bookings and lets you rearrange them, book on behalf of others, and check service requests such as catering orders.

This article explains how to find your way around the Bookings overview and how to set up asset groups. To move and create bookings, see Rearrange and create bookings. To check catering orders, see Check catering orders and other service requests.

Who can use the Bookings overview

You need one of these roles:

Global Admin: access to bookings in all offices.
Bookings Admin: access to bookings in the offices selected for the user.

To give someone the Bookings Admin role, go to Users > Users and select the user. In Roles, select Bookings Admin. In Offices, select the offices the user should manage. Select Save.

Supported calendars

The Bookings overview works with Microsoft 365, Google Calendar and Microsoft Exchange (on-premises), and with assets that are only set up in Flowscape. Changes you submit are sent to the calendar system that the room belongs to.

A booking can only be moved to a room in the same calendar system as its organizer, or to a room that is only set up in Flowscape:

Organizer's account	Can be moved to
Microsoft 365	Microsoft 365 rooms and Flowscape rooms
Google	Google rooms and Flowscape rooms
Microsoft Exchange on-premises (AD/ADFS)	Exchange on-premises rooms and Flowscape rooms
Flowscape only	Flowscape rooms

Open the Bookings overview

In the sidebar, select Bookings. The Bookings overview opens for today. It remembers the asset group and view you used last.

The toolbar

Control	What it does
Search	Finds bookings on the selected day by subject or organizer. Only matching bookings are shown. To see all bookings again, clear the search box.
Asset group	Selects which rooms are shown. See Asset groups below.
View	Switches between Board view, Timeline view and List view.
Date	Shows the selected day. Select the arrows to go to the previous or next day, or select the date to pick a day in the calendar.
New booking	Opens the New booking panel. See Rearrange and create bookings.
Submit	At the top of the page. Sends your pending changes to the calendar. The button shows how many changes are waiting.

Choose a view

Office hours on the board are 08:00 to 17:00. Time outside office hours is shaded. Scroll to see earlier or later hours.

Board view

Rooms are shown as columns and time runs from top to bottom. Use Board view to see the whole day at a glance.

Timeline view

Rooms are shown as rows and time runs from left to right. Scroll sideways to see the rest of the day. Timeline view works well when you want to compare rooms hour by hour.

You can move and create bookings in both Board view and Timeline view in the same way.

List view

Bookings are shown as a table, sorted by start time, with filters for location, resource and custom form. Use List view to find bookings and check service requests. You can't move bookings in List view. For details, see Check catering orders and other service requests.

Read the board

Each room heading shows the room name, the number of seats and icons for the room's equipment. To see what an icon means, hold the pointer over it, for example Dual screen.

Each booking card shows:

The subject. If the organizer didn't add one, the card shows No subject.
The organizer's photo and name.
A form icon in the top-right corner, if a custom form such as a catering request is attached to the booking.

Asset groups

An asset group is a named view of selected resources, for example all meeting rooms on one floor or all rooms where catering is served. The Bookings overview only shows bookings for the assets in the selected asset group.

To switch asset group, select the Asset group drop-down and select a group. You can search for a group by name. There are two kinds of group:

Your groups: groups you have created yourself.
Office groups: listed below Your groups. A group with all rooms is created automatically for each office in the system.

Your own groups are personal and saved in your browser. They are only available on the device and in the browser where you created them, and other users can't see them. If you clear your browser data or change computer, you need to create your groups again.

Create an asset group

Select the Asset group drop-down, then select New group.
In Name, enter a name, for example Boardrooms.
Under Assets, find the assets to include. Narrow the list with Search, Asset type, Office and Floor. In Office, select one or more offices, or Select all, then select Apply.
Select the check box for each asset you want to include. Assets are listed by office.
To review your choices, select the Selected tab. The number in brackets shows how many assets you have selected.
Select Create asset group. The button becomes available when you have entered a name and selected at least one asset.

An asset group can include any asset type, such as Room, Equipment, Locker or Parking, and all of them are shown in the Bookings overview. To show meeting rooms only, set Asset type to Room when you select assets.

Edit or delete an asset group

Select the Asset group drop-down. Next to one of your groups, select the pencil icon to edit it or the trash icon to delete it. The group is deleted straight away, without a confirmation. Office groups can't be edited or deleted.