Full User Guide to Workspace

How to add the solution to the home screen on your phone

Android

• Open Google Chrome and navigate to https://my.pronestorworkspace.com
• Log in to your Pronestor Workspace solution by choosing “Continue with Microsoft login” if you use Office365
• Select “Continue with Workspace login” if you don’t use Office365 – you will then be prompted for your username and password
• Select the 3 dots to open the settings and select “Add to Home screen”
• Now follow the instructions from your phone to save the app

Once done, you can just select the app on your home screen, and you will be taken directly to your Workspace solution.

iOS

• Open Safari and navigate to https://my.pronestorworkspace.com
• Log in to your Pronestor Workspace solution by choosing “Continue with Microsoft login” if you use Office365
• Select “Continue with Workspace login” if you don’t use Office365 – you will then be prompted for your username and password
• Once logged in to your Workspace solution, tap on the share icon in the bottom toolbar0.
• When share options appear, tap on 'Add to home screen'.
• Optionally, change the shortcut name 
• See the shortcut appear

Once done, you can just select the app on your home screen, and you will be taken directly to your Workspace solution.

Introduction to Workspace (once you have access)

On the first page you’ll see the calendar scroll bar, which is an easy way to see if you have set your presence on the specific days or scroll through to set presence and/or make your bookings. On the days that you have set your presence, you’ll see a tiny dot below the date – if no dot, there’s no presence or booking.

Below the calendar scroll bar, you’ll see your status for the day. To set your presence for the day, you can choose between “Book my desk” or “Work remotely” as quick-book options. If you want to set another presence, please do as follows:

• Select the chevron to see the list of different options.
• Choose the presence that matches your day
• If you have chosen “Our of office” or “Work remotely”, select “Edit workday” to add a description to elaborate on your presence.

E.g., if you choose working remotely because you’re visiting a client, you can add this as text, and it will be visible for your colleagues.

If you’re using the desk top version, you’ll also see a floor map. If you wish to see the floor map for a specific area, please go to My profile (click your name/avatar at the top), choose Settings and set your preferred area. The floor map on the home page will now show the floor map for your preferred area.

Finding a desk

Desktop

Start at the Home page of Workspace and use the calendar scroll bar to go to the date you want to book a desk. On the left side of the screen, you will either see the option “Book desk”, if you have set a favorite desk, or “Find a new desk” if you haven’t set a favorite. If you select “Find a new desk”, you must now choose whether you wish to 

Sit close to a colleague – Start by finding and selecting the colleague you wish to sit nearby. This will show you either a floor map or list view of the desks in the area. At the icon on the right side of “Filters”, you can switch between floor map and list view, if you use floor maps. On the lower right-hand side, you can zoom, rotate, or expand the floor map. Find and select an available desk and book it.

Sit in a specific area – This will show you the desks either in list view or as a floor map. At the icon on the right side of “Filters”, you can switch between floor map and list view, if you use floor maps. On the lower right-hand side, you can zoom, rotate, or expand the floor map. Find and select an available desk and book it.

Choose from favorite desks – By choosing this, you will see your list of favorite desks, and you can select the one you with to book. If you are unsure how to add favorite desks to your profile, please check the section regarding “My profile” [Indsæt link til den del af guiden]

If you see the option to “Book desk”, your mostly used favorite desk will automatically be booked for you.  

Mobile

Start at the Home page of Workspace and use the calendar scroll bar to go to the date you want to book a desk. You now have the option to either “Book desk”, if you have set a favorite desk, or “Find a new desk” if you haven’t set a favorite. If you select “Find a new desk”, you must now choose whether you wish to 

Sit close to a colleague – Start by finding and selecting the colleague you wish to sit nearby. This will show you either a floor map or list view of the desks in the area. At the bottom of the screen, you can switch between floor map and list view, if you use floor maps. On the lower right-hand side, you can zoom, rotate, or expand the floor map. Find and select an available desk and book it.

Sit in a specific area – This will show you the desks either in list view or as a floor map. At the bottom of the screen, you can switch between floor map and list view, if you use floor maps. On the lower right-hand side, you can zoom, rotate, or expand the floor map. Find and select an available desk and book it.

Choose from favorite desks – By choosing this, you will see your list of favorite desks, and you can select the one you with to book. If you are unsure how to add favorite desks to your profile, please check the section regarding “My profile”.

Confirm your booking (if this has been activated on your solution)

If your Administrator has activated this feature, you’re required to confirm your bookings. If you don’t confirm a booking, the booking will be deleted and the desk available for others to book.

The Confirm button will appear on the front page of Workspace and you simply select Confirm. It’s possible to confirm at a given time prior to and after the booking starts. These time slots are defined by your Administrator.

Using QR codes (if this has been activated in your solution)

If your Administrator has decided to use QR codes, these can be used for the following actions:

• Booking a desk that is available for bookings
• Confirming an existing booking
• Changing a booking from one desk to another

To scan the QR code at a desk, you can simply use the camera in your phone, or you can open Workspace and use the scanner placed at the bottom of the solution.

If you scan a desk that is available, the desk will be booked for you.

If you have booked a desk, you can scan the QR code to confirm your booking.

If you scan a different desk than the one you booked, you will get the option of changing your booking to the desk you have scanned.

Who’s in the office

At the Home screen, below your presence for the day, you can see which colleagues are in the office. You can either scroll down the list to find a colleague, or simply use the search bar at the top to find your colleague. Once found, you can select the chevron on the right, to see where your colleague is seated. If you wish to see his/her bookings for this week or the coming weeks, select the chevron on the right side of your colleague’s name.

Icons at the bottom of the screen – mobile view

At the bottom of the screen, you’ll see the following icons:

• Home screen
• Work week
• Floor map
• My colleagues & groups

Home screen

Work week

In this section, you’ll get an overview of your presences for this week. You can also see your past and future bookings or presences. Please note that historic data is locked and can’t be edited.

• If you have a favorite desk, you can simply click a day and the desk will be booked for you, if available.
• If you have set you presence for a day and you select that day, you will see your state, your work hours, and your desk, if you have booked one. It’s also possible to change your state, work hours or desk.
• You can also select the three dots on the right side of the screen to simply set your presence for the day.

Floor map

This section will show you the floor map of your preferred area, or for the entire organization. Use this to see where your colleagues are seated or where you can find an available desk. If you want to book an available desk, simply select it, and complete the booking. On the lower right-hand side, you can zoom, rotate, or expand the floor map.

Selecting a favorite desk 

• In your Workspace solution, select Floor map
• Use the floor map to find a desk you prefer and select the desk
• You’ll now see the attributes (if added)
• Select “Mark as favorite”
• The desk is now marked as a favorite

Colleagues & Groups

In this section, you’ll find 2 different options – Groups and Colleagues.

In Groups, you can see all the groups you’re already part of or create your own group.

By creating a group, you can see the current presences of all members, as well as their future presences. Please be aware that only Workspace users can be added to groups.

• Select the orange “+” in the bottom of the page to create a group, then select “Create group”
• Enter a name for the group (this will be visible for the members as well as for other users)
• Add a group description, if relevant
• Scroll in the list or use the search function to find relevant members and tick the box to add them
• Select “Create group”

Your group has now been created and will be visible in your list of groups. It will also be visible for other users if they are searching for groups.

To see the presence of the group members:

• Select the group in your list of groups
• Check the calendar scroll bar at the top, that will show you the different presences
  • Green for members in the office
  • Yellow for members working remotely
  • Red for members out of office
  • Grey for those who haven’t set a presence
• Or scroll down the list below, to see the members and their presence
• Use the calendar scroll bar to see the future presences

To book desks for your group:

• Find and select the relevant group in the list
• Find the right date
• At the top right side, select “Find desks”
• In the list of members, those who already have a desk, will not be selected automatically
• Select all the members you want to book a desk for
• Select “Continue”
• Choose the area you want to book desks in
• You will now see who will be placed where
• Select “Send group invitation”

The desks are now booked for your group and the members will receive an in-app notification that you have made a booking and which desks are booked for them. The members of your group can then either accept or decline the booking.

If you wish to join an existing group:

• Select the orange “+” to Find an existing group.
• Go to an existing group
• Select Join group,
• You have now been added to the group.

If you wish to leave a group:

• Find the group in your list of groups
• Select the three dots on the right side
• Select leave group

In Colleagues, you will see a list of all your colleagues and their presence. At the top, you can search for a colleague and select the chevron to see the presence – if your colleague has booked a desk, you’ll also be able to see which desk. When looking at your colleague’s profile, you can select the calendar and see past and future bookings or presences.

Integrating Workspace with your Outlook calendar

You can now see your Workspace activity and desk booking directly in your Outlook, and you will be able to access your Workspace from your Outlook calendar.

How to get the calendar feed

• Open workspace – my.pronestorworkspace.com
• Click your profile – in the upper right corner
• Click Settings
• Click Integrated Calendar
• Click the Copy button

Add calendar feed to Outlook Calendar (Windows client)

• Open your Outlook Calendar
• Click “Add Calendar” in top ribbon

• Choose “From internet…”
• Paste in the copied link

Your Workspace calendar is now integrated into your Outlook calendar, and you can access Workspace within the calendar (clicking the direct link to workspace in the calendar event).

Add calendar feed to Outlook Calendar (Web)

For now - it seems as MS has an issue with ical for web - we expect it to be an issue MS is working on to solve

Accessing your Workspace from Outlook

• Open your Outlook Calendar
• Enable your Workspace calendar in the left menu
• TIP: – you can have it shown in one calendar by clicking on the “<-“ icon in the top of the calendar

NOTES

• When changing status/bookings in Workspace – it can take Outlook 2-3 hours to show the status in your Outlook calendar
  • You can force an instant update by clicking the “Send & Receive” in Outlook
• Moving/deleting Workspace status – must be performed in Workspace
• Moving/delete appointments in Outlook, will not sync to Workspace
• Calendar feed will only show in your calendar, and not be visible but colleagues looking in your calendar
• To see colleagues’ Workspace whereabouts: Use Workspace to see that information
• Adding calendar feed to users’ calendar must be performed by each individual user, and can’t be done automatically for all users

Other calendar clients - what about Google Calendar ?

• It is possible to add the calendar feed in any calendar which permits ical format. The experience for the user does vary though, as some calendars do not allow you to force a synchronization. For example does Google Calendar have an expected refresh timeline of 12 hours, and in some cases even longer.
• Our proposal is to pitch the calendar integration in a microsoft desktop environment, with an email client - where it is possible to refresh the calendar at any given point in time.

My profile

At the top of the screen, next to your name, you’ll see an avatar. Select this to go your profile, where you have the following 3 options:

At Details, you can see your current presence. If you have access to the Administration site and go to Workspace from your desktop (not mobile) you will have the option to click “Go to admin site”. From desktop and mobile, you also have the option to select sign out.

At My favorite desks, you can see the list of your favorite desks. Use the filter on the top left side to search for desks with specific attributes. Next to the filter, you have the option of changing the view between a list or grid view. You can see the desk name, the availability of the desk and the attributes. If you want to find a specific desk, use the Search option, also found above the list of favorite desks.

At Settings, you can set your preferred area. When you select a preferred area, the floor map will update and show you your preferred area. You can change your language as well – either select a specific language or set it to use the language from your browser.