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Door Tablet Booker for admins

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In this video

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We will look at the admin settings for Door Tablet booker – our hot desking system

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to see the key parameters that can be edited from the web UI

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to fit your company’s business rules

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We will explain the paths and hierarchy systems for spaces in Booker

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We will explain how to add and edit a floor plan for desks

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We will also look at a user record

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and the settings that we can edit in relation to hot desks

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Finally, we will touch briefly on the capability for Single Sign On

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but this will be fully explained in another video

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Door Tablet Booker is a hot desk subsystem

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embedded inside the Door Tablet infrastructure

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that is accessed from a web browser

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On this system we can easily book desks and view schedules in multiple ways

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As with any other aspect of Door Tablet

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the settings for Booker can be easily changed to fit the needs of your business

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We first log in to the web UI

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Then go to the ‘System Profile’

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We need to tell the system that we are going to be using both calendars and hot desks

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Then we go to the ‘Door Tablet Booker’ section of the system profile

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We can set up a range of parameters that apply to Booker

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We need to say how authentication will take place

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and what will be the login URL

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One of the most important parameters

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is what kind of duration blocks users can book when using Booker

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The options are half days, whole days or hourly

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It is quite common for businesses to opt for both half and whole days

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as it is often assumed that when someone comes to the office

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they would want to come in for the whole day or half the day

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It is quite rare that they would come in for a couple of hours

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but this is something that the admin can decide with the business

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We can also set up when days off are and what day the week starts on

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We can determine how far ahead users can book a desk

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We can also set the default maximum capacity

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In this part of the set-up, we can set rules on the use of avatars

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these are imported by a user, such as a photo of themselves

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In this last box we can select the common area that users can see

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when they open Booker for the first time

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Spaces or desks get imported using a CSV file upload

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Under ‘Resources or Desks’ click on ‘CSV file upload’

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The process is simple, and it's described here

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Generally, desks will have a location, a running number, and a path

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The path governs the logical arrangement of desks

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and provides easy control for admins to decide where users can book desks

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For example, we can say to managers that they can book a desk

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anywhere in Paris and New York, but not in London

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Alternatively, we can tell some of our UK employees that they can book

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only in the London office on Floor 3

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while other employees can book throughout the whole of the UK

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Let’s have a look at some of the desks that we have on this system

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the best way is to open the ‘Directory’ view

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We will examine the directory for the UK

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Here the hierarchy is shown, so under UK we have ‘London’

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and then we have a building called ‘Tower’ and in this building we have Floors 10-12

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We can see all the desks we have for each of these floors

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For each floor we can import and design a floor plan

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We click on ‘Settings’

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and then go to the tab where we see ‘Wayfinding Displays’

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We upload the plan image by clicking on ‘Browse’

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Then back at the 'Directory' view

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we click on ‘Edit plan’

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Here is our floor plan

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each desk has been associated to the representation in the graphic

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We make these associations by selecting a desk name

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and then dropping either a circle or polygon

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on the graphic and shaping it in the way we want

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When we are done, we can preview our work by clicking here

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We can see all the tags for each desk

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these can show useful information such as the name of the person who has booked it

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Users will visit these floor plans and be able to book desks by clicking on the space

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If avatars are being used these will also show on the floor plan and time bars

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Now we are going to look at a user record in Door Tablet Booker

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We click on ‘Users’

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and we will select our user ‘Hailee Healey’

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We can see that she has uploaded an avatar

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Here we can set up several parameters that control what Hailee can do on the Booker system

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We can determine the areas she can book desks in by selecting 'Paths'

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For example, when she is in London, she can only book in the Tower on Floor 10

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And when she is in the US she can book in the whole of New York

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The path is stored simply here

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Here we specify the team or teams she is in

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We set the language she will be using Booker with

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We can set a few other features here

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including whether she has a quota of how many hours she can book per year

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or per month

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She could also be restricted to only book for those in her teams

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Typically, a user will be able to delete their own booking

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or bookings they have made for other people

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But we can also determine if she can delete any bookings

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This user can also have a dedicated desk and that is set here

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We will set her a dedicated desk in the area she is also able to book in

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Now when we go to the Directory view

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we can see Hailee is the owner of this desk

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If we click on the desk

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and go into the settings

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we can see the path here

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and again that the desk is dedicated to Hailee

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On this page the red symbol here means that these desks can’t be used

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If we click on ‘Settings’ for this floor

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we can limit the amount of time desks can be booked for this area

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We go to the ‘Hot Desking’ part of the settings

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and we can see that this has been set to have a maximum of 80% occupancy

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Any attempts to book further will be rejected

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Door Tablet also supports ‘Single Sign On’ or ‘SSO’

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so that when users log in to say Microsoft 365

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or Google Workspace, they don’t need to log in again to manage their bookings on Booker

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This is done by a combination of tasks

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it needs to be set up here in Door Tablet

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but also on the supported platform that is being used

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We will cover how to set this in another video

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Once this has been set up this is what the result will be like

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In this case with Microsoft 365, users will get a link from the company portal

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As you can see, we are now prompted to log in on Microsoft 365

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We log in and our schedule opens showing our desks

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We can proceed to use booker while the user identity comes from Microsoft 365

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As you can see, the user experience is seamless

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Thank you for watching