Condeco 3.

2 User Manual

Version 3.2
Updated: July 2016
 1. Introduction

Welcome to Condeco
Condeco has been configured to match your
organisations room and/or desk booking
policies and procedures, therefore your
experience of using Condeco may sometimes
differ from the information provided in this help
guide.

Condeco is based on both modular software and

hardware features and functionality; your
organisation will have opted for all or a sub set of
the modules in this help guide based on internal
business reasons.

If you believe a configuration change needs to be

made to your version of Condeco, please first
liaise with your organisation’s Condeco Global
Administrator.

For any technical assistance please first contact

your organisation’s Condeco System
Administrator.

Condeco 3.2 User Manual Page 2 of 41

 Table of contents

1. Introduction ........................................................................................................... 2 6. Group Administrator Features ......................................................................... 33

2. Your Profile............................................................................................................. 4 6.1. Requests ...................................................................................................... 34
3. Room Booking ...................................................................................................... 5 6.2. Find Bookings ............................................................................................. 35
3.1. Home and Quick Room Search ................................................................. 5 6.3. Visitor Management .................................................................................. 36
3.2. Search results................................................................................................ 6 6.4. User permissions........................................................................................ 38
3.3. The booking form......................................................................................... 7 7. Index...................................................................................................................... 40
3.4. Find a Room (Advanced Search)............................................................. 11
3.5. Room Booking Grid ................................................................................... 12
3.6. Advanced Grid............................................................................................. 14
3.7. Your Bookings ............................................................................................. 21
4. Visitors................................................................................................................... 22
4.2. Your Visitors ................................................................................................. 23
4.3. Contacts ....................................................................................................... 24
5. Desk Booking....................................................................................................... 25
5.1. Quick Desk Search ..................................................................................... 26
5.2. Floor plan ..................................................................................................... 27
5.3. Desk booking form ..................................................................................... 28
5.4. Find a Desk .................................................................................................. 29
5.5. Desk booking grid ...................................................................................... 31
5.6. Desk check-in and release........................................................................ 32
5.7. Check-in / release a desk using a Desk Screen .................................... 32

Condeco 3.2 User Manual Page 3 of 41

 2. Your Profile
Clicking on Profile in the top right of the screen
displays your personal details and preferences.
The options shown here can vary dependent on
your organisation’s set up. Below some of the
key options.

PIN
This unique code can be used to book rooms or
desks using Condeco Digital Signage and the
Desk Kiosk.

Personal Virtual Meeting Room

If enabled, you can add details of a Virtual
Meeting Room (VMR) here, that you can add to a
booking in the Rooms and Connections tab on
the booking form. You can add the Address, Host
Pin, Guest Pin and any Additional information,
such as instructions how to connect.

Default location standard); Indonesian, Swedish, Portuguese, Your Condeco System Administrator will inform
Select your default location for room and desk Norwegian, Hungarian, German, Portuguese you if a memorable word is used at your
searches. Once you save the changes, log out Brazilian, French, English (US), Dutch, Spanish, organisation.
and back in again. The homepage will now Italian. Actual availability depends on your
display your preferred settings by default. This organisation’s settings. Password
will also set your booking grid display. Update your Password here. Your existing
Memorable word password is required.
Language Only applicable if you log in to Condeco not
The language you want Condeco to appear in. using your network log in. If you use your Active Save your changes before leaving.
Packs that may be available are: English (UK as Directory log in, you won’t see this.

Condeco 3.2 User Manual Page 4 of 41

 3. Room Booking
There are a number of different ways to make a
Room Booking in Condeco.

3.1. Home and Quick Room Search

Note: Quick Room search is designed to quickly

find a room at your preferred location for single
date.

To book a room:

1. Specify the Location and Group the booking is

for. By default your default location and
group is shown here
2. Select the From date, either by typing it, or
click the calendar icon to display a pop-up
calendar
3. Select the start and end times of the booking
from the drop-down menus
4. Specify the desired room set up from the
drop-down menu if needed
5. Enter the number of people attending the
booking. Condeco will find rooms suitable
based on the number of attendees
6. Click Search and Condeco will search for
available rooms based on the options above

Condeco 3.2 User Manual Page 5 of 41

 3.2. Search results

Room(s)
Click on the room name to see more information
about the room.

Setup
The default setup for the room is displayed. Click
the drop-down to select any other available
setup styles. The number in brackets denotes the
maximum occupancy for the room and that
particular setup. Changing the setup may add
setup and clear down times to the booking.

Location
The location of the room.

Room features (Acronyms)

Hover your cursor over the acronym to see the
full text for a room attribute. A green tick denotes
the attribute is available in the room.

How to select a room Next Step: Fill out the booking form. This has to
 Managed rooms need to be requested from be completed regardless of whether you choose
an administrator will have the word Request a Managed or Self-managed room.
visible on the button. Once the booking has
been accepted you will be notified
 Self-managed rooms can be booked instantly
and will have the word Book visible on the
button

Condeco 3.2 User Manual Page 6 of 41

 3.3. The booking form

The booking form will look similar to the image

shown. Some fields may vary dependent on the
setup chosen by your organisation.

3.3.1. General
Fill in the relevant details about the booking.
Mandatory fields are indicated by black stars.

Title (Untitled Booking)

Click to enter the name of your booking or
meeting. The meeting title will appear on
Condeco Meeting Room Touch Screens and
Condeco Wayfinders. Dependent on system
setup, this field may be required or not.

Private
Check this option to hide the meeting title on the
booking grid and Condeco Meeting Room Touch
Screens from other users.

Edit
Click Edit to amend the meeting date/time and
also create recurrences. If your chosen room is
not available in a recurring series, alternatives
will be shown. Includes both rooms for meetings
and conferences across multiple locations

Open all sections

Click to change how you view the booking form.
Instead of tabbed pages, General, Attendees,
Food Services etc. will appear in one long list.

Condeco 3.2 User Manual Page 7 of 41

 Type
Choose a meeting type.

#attending
Displays the number of people attending. This
field is editable.

Room
Displays your selected room. The drop-down
enables you to choose a different room in the
same group.

Setup
Seating styles. Use the drop-down to choose a
different style. Only available set up styles are
shown. The number in brackets denotes the max
number of attendees for the chosen setup.

Requestor Name / Host Name

Use the magnifying glass icon to search contacts
in your organisations directory. Typing at least
three characters into the Host/Requestor field
will perform a search. Both the email and phone
fields will automatically populate the details Mandatory fields must be completed before Type
once selected. switching tabs. Select External for visitors who are from outside
your organisation. Once you have typed the last
Alternatively, free type in the fields. The +- Rooms tabs open Rooms and Connections, name of the attendee a pop-up will invite you to
where you can manage your room. add the attendee as a new contact (Create new
Tabs entry.) Once saved, any future bookings the
If multiple rooms are in the booking, they show 3.3.2. Adding attendees contact will appear when you start to type their
as tabs. You can toggle between the various Use the Attendees tab to add attendees and name.
rooms in the booking by clicking on the tabs. visitors to the booking.

Condeco 3.2 User Manual Page 8 of 41

 Use Internal for attendees inside your Information 5. Enter the number of Attendees.
organisation. Start to type their name into the Press the i icon to see more information about 6. Press Enter on the keyboard to perform a
First and/or Last name field to receive a drop- the item. search for available rooms.
down list of people matching the name. Click to 7. Select a room from the drop-down menu.
select their name. Qty 8. Once finished, click Done.
Select the quantity required. (By default the
Email on arrival number of attendees is entered). For Equipment External rooms
If Email on Arrival is checked the Requestor/Host this value may be limited. If enabled, this feature enables to add an
will be sent an email once the visitor has arrived. approved external video endpoint to the
(This is a configurable option). From / To booking. These room are made available by your
Select the time you would like the item delivered local video administrator.
Directions email into the room and collected. (By default these
Selecting Directions Email will send a directions are the start and end times of the booking.) Note: This does not create a confirmed booking
email to the Visitor. for the external room, just notify the vendor.
Notes
Visitor notes Press the pen icon to leave a note for Request a new external room
To add a note for the reception staff about the the service provider. If enabled, your can request a new external room
visitor, click on the pen icon as shown to be added to the system. Enter all required
on the right. 3.3.4. Rooms and Connections information. You can request more than one
(Conferencing) room. Rooms that have been approved by a
3.3.3. Ordering Food Services / Equipment / The Room and Connections tab enables you to Video Administrator appear in External Rooms.
AV Supplies book multiple rooms at different locations, for
The process for ordering food, equipment, AV or example to book a video conference. Virtual Meeting Room
supplies is very similar; in this example tea and If enabled, you can select a Virtual Meeting Room
coffee is being ordered. To add rooms to a booking here (VMR). That can be either your personal VMR
1. Click Rooms and Connections as added in your Profile, or a VMR that comes
Catering Facility 2. From left to right click the drop-down with the room. If more than one VMR is for
Click the drop-down to view the food category. options to choose a room. selection, your available VMRs are shown in a
3. Use Standard for meetings not using video drop down.
Item conferencing facilities. Use Video
Click to select an individual item(s). Conferencing when VC facilities are to be Connections and Services
used. If conferencing specific services have been set
4. Select Country, Site, Building and Group. up, a toggle can be present on top of the Room

Condeco 3.2 User Manual Page 9 of 41

 and Connections tab, showing Rooms (shown by 3.3.7. Start / End Meeting
default) and Connections and Services. In instances where you have created a last
minute booking you can start the meeting from
Within Connections and Services additional within the booking form.
conference specific options are shown, subject
to system set up. For example, your organisation has a rule in
place where you have 15 minutes in order to
3.3.5. Booking Summary start your meeting or it will be automatically
The Booking Summary summarises the booking, cancelled. Known as a no-show.
and can be printed out if necessary.
3.3.8. Keyboard Shortcuts
As well as the history of the booking you will see The speed up the booking process for
the status of the services you have booked. The experienced users, there are a number of
service status is automatically updated as the keyboard shortcuts available.
vendor (facilities/reception/catering team) carry
out the task(s) through to completion. Close: Ctrl+Shift+Alt+C
Book & Close / Update & Close / Request &
3.3.6. Completing the booking Close Update Request & Close: Ctrl+Shift+S
Click Done once you have finished reviewing the Book & Continue / Update & Continue /
summary to go back to the booking form. Request & Continue / Update Request &
Continue: Ctrl+Shift+Alt+S
Click Book & Close to complete and navigate Confirm Booking: Ctrl+Shift+Alt+O
away from the booking form. Start Meeting (Trigger only if related button is
present on this page): Ctrl+Shift+Alt+>
Click Book & Continue if you want to hold the Waitlist Booking (Trigger only if related button
room and continue with more tasks, such as is present on this page): Ctrl+Shift+Alt+W
ordering services. Reject Booking: Ctrl+Shift+Alt+R

A pop-up message will ask you if you want to

send email notifications for the booking.

Condeco 3.2 User Manual Page 10 of 41

 3.4. Find a Room (Advanced Search)

Find a Room allows you to perform an advanced

search for a room. It is useful for recurring
bookings or to find a room with a specific
attribute (for example Video Conferencing).

To use this search, press Find a Room.

Where do you want to book?

Select your preferred Country, Location and
Floor. These are set to your defaults.

When and for how long do you want to book?

Enter a From date and time using the drop-down
menus.

Enter a To date and time using the drop-down

menus.

Repeat
To perform a repeat (recurring meeting) select
an option from the repeat drop-down.
 Specific (Enables you to recur a meeting on Completing your booking
Select Advanced to see all available recurrence specific dates) 1. Click Find to perform a search
options. 2. Book / Request a room and fill out the
If required, select an end date in the Until box. booking form
There are the following recurrence options:
How do you like your room?
 Every Day Use this to find a room with a specific attribute.
 Every Week Select the options you require.
 Every Month

Condeco 3.2 User Manual Page 11 of 41

 3.5. Room Booking Grid

The Room Booking Grid allows you to view all

bookings for a Group of rooms (Managed or
Self-managed).

 Managed: requires approval from an

designated approver at your organisation
 Self-managed: no approval required, first
come first served basis

Key functionality
 Create bookings
 Edit Bookings (only your own bookings)
 Copy Bookings (only your own bookings)
 Move Bookings (only your own bookings)

View menu
Click View to see a selection of options:

 Day Vertical
 Day Horizontal
 Week Country, Location, Group and Floor Vertical or Horizontal view
 Month Use the drop-down boxes to view rooms you are You can create a booking directly on the Day
able to book. The drop-down boxes in your Vertical and Day Horizontal view by clicking on an
Calendar version of Condeco will differ to the ones in this available date and time. This will open the
Select the month/year as required. Click on your help guide. booking form. See The Booking Form for more
required date and the booking grid will details.
automatically update. Click Today to view the It is not possible to view rooms across Multiple
current day. Countries, Locations, or Groups. (If configured by Week or Month view
your Administrator you will be able to view All When you are viewing the booking grid in the
Floors on the Grid.) Week or Month view, you can click the Room
drop-down to view a specific room’s availability.

Condeco 3.2 User Manual Page 12 of 41

 3.5.1. Making a booking At the same time the status of the booking on  If you have a self-managed booking you can
the booking grid will be updated and the block update the booking if required
To select a timeslot of colour (meeting type) will be changed.  Any changes to a Managed booking will go
Click the relevant start timeslot and then drag back to the designated Approver for re-
down to the end time slot. The highlighted If your booking is rejected, you will receive a approval
timeslots will darken as you drag down to show Booking rejection email and your booking
the duration of the meeting. request will be removed from the booking grid.

To create the booking, click the highlighted time. 3.5.2. Move a room booking
This will open the booking form. To move a booking, click on the arrow menu,
then click Move/Copy, select the new date/time
Next steps and room and then click on the chosen time slot
Once created the booking appears in the to complete the action.
booking grid. The block of colour will vary
depend on the meeting type you selected in the 3.5.3. Delete a room booking
booking form. To delete a booking, click on the arrow menu,
then go to the booking pop-up window and click
Note: Meeting type colours have been on Delete.
configured by the Condeco Administrator at your
organisation and will differ from the colours in Note: If you are unable to delete a booking, there
this guide. usually are two reasons why. These are:

Once you click Request on the booking form your  You are trying to delete a booking within a
request is sent to your organisation’s designated Delete Limit. Your Administrator created a
approver who will either approve or reject your Delete Limit, which means you cannot delete
request. On the booking grid the request will a booking within a specified amount of time
appear as a Pending booking. before the meeting starts
 You cannot delete a booking after the
You will receive a Booking Request email. meeting has started

If your request is approved, you will receive a 3.5.4. Display full details of a booking
Booking Confirmation email. Click on the booking to view the booking form.

Condeco 3.2 User Manual Page 13 of 41

 3.6. Advanced Grid

Introduction
The Advanced Booking Grid enables you to
create, control and configure personalised single
and/or multiple grids across different
geographical locations, time zones and regions.

By default, an initial grid is created that shows

the rooms at your default location. You can
personalise this grid as you wish.

Availability of the Advanced Grid depends on

your organisation’s system setup.

What is a booking grid?

A view of the availability of rooms across time.

Condeco 3.2 User Manual Page 14 of 41

 3.6.1. Key features

Feature Description

1. Grid tabs Open/close up to 5 tabs 1

2 6 7 8 9
2. Grid name Displays the open grid in the tab

3. Add rooms Add rooms to open grid 3 5

4
4. Filter by room Filter rooms on the grid by room
feature feature

5. View Change/amend grid view 12

options 11

6. Rename grid Rename the open grid 10 11

12
7. Save Grid Save changes to open grid or
save as new grid

8. Create new grid Create a new empty grid

9. Grid Calendar Select the date to be shown or

reset to today

10. Room Location and room names.

name/details Details on hover. Delete location
or room.

11. Room Grid Create / view / edit bookings

12. Copy/Paste Copy / Paste (single room

Bookings bookings only.)
Delete

13. Drag actions Increase the length time for a

booking by dragging. Move to
another room. (Single room
bookings only.)

Condeco 3.2 User Manual Page 15 of 41

 Grid tabs
You can open/close up to 5 tabs. To open a new
unnamed tab click on +

This will create a tab called New Tab.

Open grid
Once open, you can either select an existing grid
or create a new grid from scratch.

Note: If a grid is already open in another tab it

cannot be opened again.

Create new grid

Click on Create new grid to create a new empty
grid.

Close tab
To close a tab, move your cursor to the top right
area where an x icon will appear. Click to close
the open tab. This will not delete the grid shown.

Rename and delete grid in tab  Edit the name, and then click the green tick to
With the new tab open you can rename or delete save changes or the red cross to undo
grid views by hovering your cursor to right hand changes
area of the grid box.  Click on the bin icon to delete the grid.

 Click on the pencil icon to rename the grid

name

Condeco 3.2 User Manual Page 16 of 41

 3.6.2. Grid name
Displays the open grid in the tab

Clicking on the grid menu on the right of the

name enables you to select a different grid in
the current tab.

Rename a grid
To rename the currently open grid, click on
Rename. Edit the name and click the green tick
to save changes or the red cross to undo
changes.

3.6.3. Add rooms

Add/change rooms to an existing grid.

Click Add Rooms to display and select a location

to add to the grid. Clicking again closes the
menu.

Room type: Click the down arrow to select a

type.  Request only
Dependent on the setup chosen by your
Country/Region/Location: Click the down arrow organisation, there is a limit to the number of May not be shown.
to select one or multiple locations as required by rooms that can be added to a grid, normally
ticking the relevant boxes. dependent on the web browsers used (for Group:
example Internet Explorer). If you exceed the Select from the groups (may not be shown).
To close a drop-down menu, click on the arrow. limit, you will be alerted at the point of adding
rooms. Floor: If applicable, also select the floor from the
Note: As you start to add/select additional drop-down.
rooms the number of matching room results will Booking Access:
appear.  Self bookable & request
 Self bookable

Condeco 3.2 User Manual Page 17 of 41

 Add only rooms with: Room Grouping  Edit the name
Filter the room attributes you require for the Select from the drop-down how the rooms are  Click the green tick to confirm changes or
rooms. displayed: click the red cross to undo changes

Once you have completed your selection click  As one single list 3.6.8. Save Grid
Add rooms to grid.  By location (recommended) Once you have added additional
 By time zone rooms/resources to the grid, you can either save
3.6.4. Filter by room feature the original grid (Save) or make a copy (Save As)
Click Filter by room feature to display the options. 3.6.6. Advanced Settings still retaining the original grid. When you are
Click again to hide the filter. Advanced Settings allow you to further navigating away from a changed grid, you will be
personalise the grid display for the grid shown. asked to save, or drop the changes.
Select or unselect the room features you want to
filter by. The locations/rooms displayed match Header labels 3.6.9. Create new grid
the filtered criteria. Change how locations on the left of the grid are When you create a new grid it is useful to first
shown. rename it from Unnamed Grid to an applicable
Click Show additional filters to display more name. See Add rooms about how to add rooms
room features (if applicable). Room labels to your new grid and see their availability.
Change the details of the room labels on the left
Note: Once you close the tab the grid does not of the grid.
retain the filter.
Mouse over tooltip
3.6.5. View menu Change what information you see when hovering
Click View to show / hide the grid viewing over the room name.
options.
Restore defaults
Booking Period This will restore all personalised settings back to
Select from the drop-down. This will amend the the system settings
booking slot length in the room grid.
3.6.7. Rename grid
Time Format Rename the open grid. To change the name of
Select between a 12hr and 24hr clock. the open grid:

 Click on Rename

Condeco 3.2 User Manual Page 18 of 41

 3.6.10. Grid Calendar
Select the month/day you want to view/add a
room booking. Click on today to return to the
current day.

3.6.11. Room name/details

Hover your cursor over a room name to view
room information. The tooltip contents can be
changed in the Advanced Settings.

Clicking on the room name opens a separate

window displaying room attributes and
information.

To delete the room from the grid, click on the bin

icon. This will delete the room from the grid, but
not from the database.

3.6.12. Room Grid

You can make a booking directly on the grid.
Select the date and room, then click on the time
you want for the booking. A dialog box will Create conference 3.6.13. Right click menu
appear displaying room and location details. Select the first room. In the room list callout,
click Create conference. This will only be enabled Copy/Paste Bookings
Increase length of booking for video conference or telepresence rooms. To make a copy of a booking, right-click with
To make the booking longer, place the cursor on Now select the next room from the grid that you your mouse on the booking and select Copy.
the right edge of the blue booking placeholder. want to have a conference with.
Thenleft-click drag and release to the end time. To paste, click on the booking, drag the booking
The two conference rooms are viewable in the to the required time and release.
Finalise Booking pop-up window. If required, you can add more
Click Finalise Booking and the booking form will rooms. To remove a conference room click the Note: This operation is only possible with single
open. Complete the booking form and click Book bin icon in the rooms callout. room bookings, not conferences. You cannot
(self bookable) or Request for a (managed) room. copy a booking into a future date

Condeco 3.2 User Manual Page 19 of 41

 Extend Booking Note: This is only possible for administrators, or
To extend a booking, click on it and drag the for bookings that you are the owner of.
right edge forward.
Move Booking
Note: This is only possible for non-video To move a booking, click on it and drag it to the
conference bookings, for administrators, or for desired room.
bookings that you are the owner of.
Note: This operation is only possible with single
Whilst a meeting is in progress you can also room bookings, not conferences.
Extend the booking, as long as time slots are
available to extend into.

 To change the meeting into In

Progress status, right-click the booking and
select In Progress
 Right-click the booking and select Extend
Booking
 The booking will extend by one default
booking period for the group

Delete Booking
To delete a future booking, right-click on the
booking and select Delete Booking.

Note: You cannot delete historical or In Progress

bookings

3.6.14. Drag actions

Extend Booking
To extend a booking, click on it and drag the
right edge forward.

Condeco 3.2 User Manual Page 20 of 41

 3.7. Your Bookings User 2 needs the Boardroom for an emergency
Directors meeting at the same time.
All future bookings that you have either
requested (for managed rooms) or booked (self- User 3 would like the room for a seminar.
managed) appear listed in Your Bookings.
 On the Room Booking homepage the click on
Filter Request
Use the From and To filter to search for bookings  Open the booking (either click View to see the
by date range. booking form, or Grid to display the booking
on the Booking Grid)
Edit booking  Click the black arrow
You can change details of the booking by clicking  Click Wait List
Edit. This will open the booking form.
Note: Other users will be able to request that
Delete booking room.
Press Delete to delete the booking.
Create a new booking for User 2's Directors
Approval & Waitlist meeting in the boardroom using the booking
The waitlist function can be used to take a grid.
booking off the booking grid and moved into the
Requests queue. As an administrator you can For user 3, the administrator creates a new
then decide whether to approve/reject the booking and moves it to the waitlist. They then
booking or move to another room. inform user 2 that the Directors meeting has to
take precedence.
Example of the Waitlist
Viewing the Waitlist
Scenario 1. Click Requests on the room booking
User 1 has requested the Boardroom all day for a homepage
potential sales meeting that has yet to be 2. Click the drop-down next to status and chose
confirmed. The booking is Pending status and is Waitlist
on the booking grid. 3. Select a date and click Apply Filter

Condeco 3.2 User Manual Page 21 of 41

 4. Visitors
Note: To ensure that visitor(s) you have invited
to a meeting appear in Your Visitors, you must
have marked them as an external visitor in the
Booking Form.

There are a two ways to have visitors in Condeco:

 External Visitors (added when making a

room booking)
 Walk-in visitors (visitors coming into the
building but not for a room booking)

4.1.1. Arrival
Both external visitors and walk-in visitors are
listed here. Both you and reception will see this
list.

From this view you can:

 Click on the invitees name and edit/add 4.1.3. Add a Visitor (walk-in visitor)  Company: Type the company whom the
details about the visitor and their visit Visitors who are not attending a meeting but are visitor works for
 Delete the visitor by clicking the bin icon coming into the building to see you can be  Country: If applicable type the country
entered here. You can also add visitors who are  Location: If applicable, select the
4.1.2. Contacts attending a meeting but were not added when location/site the visitor is visiting
Displays a list of all your contacts (see below for the booking was made.  Arrival: Date of arrival
details on how to add contacts)  Save to Contacts: Tick the box to
 Name: Type the full name of the walk-in automatically save the visitor to Contacts
Click on the contact name to edit/add details visitor  Add: Click Add to inform reception/FOH a
walk-in visitor is due in the building

Condeco 3.2 User Manual Page 22 of 41

  Advanced: Enables you to enter more detail
about the walk-in visitor. You can add a walk-
in visitor to an existing booking using the
Meeting field and searching by host or
meeting title.

4.2. Your Visitors

This page shows you a list of your visitors due on

a specific day.

4.2.1. Show visitors for a day

1. Click the calendar and select the date
2. Click Find to view search results in the bottom
half of the screen
3. New Visitor: type in details of a brand new
visitor
4. The visitors will appear in the bottom half of
the screen

Things to know:
 Click the headers to sort in
ascending/descending order
 Click the visitor’s name to enter more detail
about the visitor
 Click the bin icon if the visitor is no longer
expected (this action will automatically notify
reception)

Condeco 3.2 User Manual Page 23 of 41

 4.3. Contacts

Regular visitors can be added directly into

Contacts. You can then select visitors from
contacts when adding attendees on the booking
form.

Any contact that you added as an external visitor

on the booking form will automatically appear
here so that you can add/edit their details in a
central address book.

Edit a contact
Click on the pen icon.

Delete a contact
Click on the bin.

Add a new contact

Click on + add new.

Condeco 3.2 User Manual Page 24 of 41

 5. Desk Booking
There are three types of desks within Condeco:

Fixed Desk: A fixed desk is allocated to

a single user

Flexi Desk: A flexi desk is a desk

allocated to a user, but can
be released by that user
temporarily (for example if
the user is on holiday)

Bookable Desk: A hot desk is a bookable

desk, free to be booked by
any user

Note: The Administrator at your company has

configured the desks to suit business
requirements.

There are three different ways to make a Desk

Booking in Condeco.

 Quick desk search

 Find a desk
 Booking grid

Condeco 3.2 User Manual Page 25 of 41

 5.1. Quick Desk Search

To search for a desk on a specific date, use the

quick desk search.

1. Specify the location, floor and date to search

for an available desk
2. Select the Location field. By default this is set
to your default location
3. Select the Floor field. By default, this is set to
your default floor
4. Specify the date from the drop-down menu
5. Select when you would like a desk, AM or PM
(note: due to your organisation’s set up you
may see different options).
6. Click Search and Condeco will search for
available desks and show a list of results.
Click Floor plan to view desk availability on a
floor plan

To complete the desk booking:

In the search results, click Book Now for the desk
you want, or click Floor plan.

 Book Now will either open the booking form,

or process the booking right away,
dependent on how the system is set up
 Floor plan enables you to view availability on
the floor plan

Condeco 3.2 User Manual Page 26 of 41

 5.2. Floor plan

If you select Floor plan in the search results or the

quick desk search you will see a floor plan for
your chosen location and floor.

 Green means available, grey means taken

 If the desk symbol has a dot in the centre, it
meets all of the desk features you can select
in your profile
 If the desk symbol is split in two parts, the left
part denotes AM availability, the right PM
availability.

5.2.1. Make a booking on the floorplan

Click the desk you want to book. This will either
open the booking form or process the booking
right away, dependent on how the system is set
up.

Condeco 3.2 User Manual Page 27 of 41

 5.3. Desk booking form

If your system is set up to show a desk booking

form instead of instantly booking the desk, you
will see this page in a pop-up window.

Complete your booking

Tick the date(s) you would like to book the desk
for. The date you entered in your search will
already be selected.

Make a desk booking for someone else

If the desk is for someone else, check “Yes” and
fill in the details.

 If the person you are booking for is an internal

member of staff utilise the directory search by
clicking on search
 If the person you are booking for is external to
the company check “is external”

Click Save & Close to complete your booking.

Condeco 3.2 User Manual Page 28 of 41

 5.4. Find a Desk

Find a desk allows you to search for a desk on

more than one day, and select desk attributes.

To start a search
Click Find a Desk on the left menu.

1. Select the Location field

2. Select the Group(s) you’d like to book in. You
can select multiple groups by holding down
CTRL on a PC, or CMD on a Mac
3. Specify the Floor(s). You can select multiple
groups by holding down CTRL on a PC, or
CMD on a Mac
4. Select the times (AM/PM) you would like book
the desk for. How many days or weeks you
see here depends on your organisation’s
setup. You may not see this if your system is
set to all day bookings only
5. Select booking for someone else if required,
and complete the information:
 If the person you are booking for is an
internal member of staff utilise the
directory search by clicking on search
 If the person you are booking for is
external to the company check “is
external”
6. If you require a particular desk attribute click
on desk attributes and check the options you
require
7. Click Find a Desk to perform a search

Condeco 3.2 User Manual Page 29 of 41

 Search results

To complete the desk booking

In the search results, click Book Now for the desk
you want, or click Floor plan.

 Book Now will either open the booking form,

or process the booking right away,
dependent on how the system is set up
 Floor plan enables you to view availability on
the floor plan

Condeco 3.2 User Manual Page 30 of 41

 5.5. Desk booking grid

To make bookings on the desk booking grid

1. From the menu click Booking Grid
2. If required change the Location, Group and
Floor to find the range of desks to choose
from
3. Once you have found a desk click the date
and time on the grid
4. Complete the Find a Desk
5. Click Save & Close

Condeco 3.2 User Manual Page 31 of 41

 5.6. Desk check-in and release 5.7. Check-in / release a desk using a Desk
Screen
Check-in
If Condeco has been configured to request a If your Condeco system has been configured for
desk check-in you are required to check-in to check-in using desk screens, you may be
your desk each day. required to check-in using your swipe card.

If you have not checked in to your desk by the If you have not checked in to your desk by the
specified times (set by your organisation) specified times (set by your business) Condeco
Condeco will automatically release the desk and will automatically release the desk and it will
it will then become available for other users to then become available for other users to book.
book.
LED lights on the desk screen
Check in to your desk  Amber means the desk is reserved but you
1. To check-in, open Condeco haven’t checked in to the booking
2. Click Desk Booking  Red means you have checked in
3. On the Home Page click Check into this desk  Green means the desk is available

Release a Desk Desk auto-bump

Click cancel this booking for the desk(s) you no Your organisation may have Auto-
longer require, allowing others to book bump enabled. This will automatically free your
desk if you do not check-in within a designated
Release a Fixed Desk time (set by your company). If you arrive at your
1. Click on the desk booking you wish to release reserved desk and the LED light is green, you
2. Choose the From and To date(s), choose AM have been auto-bumped and the desk has been
and/or PM freed up for anyone to use.
3. Click Release. The date(s) will appear in the
Release Periods box. Click Close
4. Note: if you have made a mistake and need to
remove the selected dates;
5. Click on the release Period in the box
6. Click Remove Selected

Condeco 3.2 User Manual Page 32 of 41

 6. Group Administrator Features
If you are a Group Administrator for your
organisation, please read the following:

 Condeco has been configured to match your

organisation’s room and/or desk booking
policies and procedures, therefore your
experience of using Condeco may sometimes
differ from the generic information provided
in this help guide.
 Condeco is based on modular software and
hardware features and functionality; your
company will have opted for all or some of
the modules in this help guide based on
internal business reasons.
 If you believe a feature change needs to be
made to your version of Condeco, please first
liaise with your company Condeco Global
Administrator.
 For any technical assistance please first
contact your company Condeco System
Administrator.

Condeco 3.2 User Manual Page 33 of 41

 6.1. Requests double-check all the details before you periodically to check the number of outstanding
approve/reject the booking. requests, which are awaiting approval.
Managing Room Booking Requests  Confirm: Immediately confirm the
If you are an Authoriser/Approver of a group of booking
managed rooms you will see the word Requests  Reject: You will need to provide a reason
in the left navigation. You have the ability to why the booking is being rejected
approve, reject and/or change all details in the  Grid: Opens the booking grid and
requested booking. immediately display the booking

The number in brackets is the number of In the booking grid

outstanding requests, which are awaiting Click the black arrow and select whether to
approval. Move, Copy, Delete or Confirm the Booking.*

Booking statuses Click the booking to open it and view the

 Pending on Grid: Displays requests which are booking form.
reserved but not approved
 All: Displays all outstanding Things to know:
requests Once managed the booking drops off
 New: Displays the new Requests.
requests from the current
date Remember you do not need to
 Waitlist: Displays approve self-managed rooms
requests where bookings therefore they do not appear in
are on hold. It is a manual Requests.
process (by you) to change
the status of the booking and If you work as part of a group administrator
assign the booking to a suitable room. team managing requests, managing a specific
 Rejected: Displays all rejected bookings group of rooms the requests are seen by all
members of the team.
Approve/reject bookings
1. Pressing view will open the booking form. It is You will not receive an email informing you of an
best practice to open the booking form and outstanding request. This is not a feature of
Condeco. Have Condeco minimised and open

Condeco 3.2 User Manual Page 34 of 41

 6.2. Find Bookings

If you are an approver for managed rooms you

will see Find Bookings in the toolbar.

Use this feature to find any booking which you

are an approver of, regardless of its status or
type.

Use any combination of search criteria to find a

booking.

Things to know:
 ID: Every booking has a unique ID number. If a
requester/host can provide this to you it will
be easy to find the booking
 You can you clear the date by deleting it in
Meeting Start field. This reduces the risk of
the wrong date being entered
 The first three characters in any search box
can be entered and then you can click Find
 Include cancelled requests: Tick the box to 4. Here you will see all the activity for the
include rejected/deleted/cancelled bookings booking including when (date and time) who
in the search results and what occurred

View the history of the booking To display full details of a booking

1. Once you have your search results click on 1. Click on the booking to view the booking
the title of the meeting (blue text). This will form
open the booking form 2. When you have a self-managed booking you
2. Click Summary can update the booking if required
3. Scroll down until you see the Booking History 3. Any changes to a managed booking will go
back to the designated Approver for re-
approval

Condeco 3.2 User Manual Page 35 of 41

 6.3. Visitor Management 2. Once Find a Visitor opens, you can use any  Print Pass (note: your system administrator
combination of search options to then will have configured Condeco with your
As a group administrator you will have additional display a list of visitors organisation’s template for the
visitor management features which will enable 3. Click Find passes/badges. This will open the print dialog
you to manage both scheduled external meeting window and you can then print the badges)
attendees and walk-in visitors. With the search results listed, you can arrive,  No Pass Required (arrive visitors without
print passes and badges. passes/badges. This will date and time stamp
Note: You should take the time to read the Your the arrival of the visitor in Condeco)
Visitors (Users) section in this help guide to To arrive a single visitor, click Arrived on their row
understand how users add visitors to Condeco, Notify the meeting host of a visitor arrival
and how they then appear in Visitors for you to Once you have clicked Arrived, a pop-up print Once you have clicked Arrived the Host will
manage. box with the following options appears: automatically receive a visitor arrival email.

Find a Visitor  Print Pass (note: your system administrator Note: Your company may decide to have this
You can search for visitors in the Visitors page, in will have configured Condeco with your email disabled.
preparation for their visit (for example to print organisation’s template for the
out badges). Here are the visitor management passes/badges. This will open the print dialog Mark visitors collected / On Break / Departed
features: window and you can then print the badges)  Collected - mark the visitor as collected by the
 No Pass Required (arrive visitors without Host
 Arrive & print badges/passes passes/badges. This will date and time stamp  On Break - if the visitor leaves the building for
 Notify the host the arrival of the visitor in Condeco) a short period. When the visitor arrives back
 Display roll call  Arrived Error (will return the list of attendees) in the building click Off Break
 Search for cancelled requests  Visitor Num (type the visitor number if  Departed - once the visitor leaves the building
 Import visitors applicable) for good. Once they hand you the
pass/badge, click Departed
Arrive & print badges/passes To arrive multiple visitors (or prepare
To access Visitor management, complete the passes/badges in preparation for visitor arrival)
steps below: tick the visitor box and click Arrived.

1. Click Visitors in the left navigation Once you have clicked Arrived a pop-up print box
will appear.

Condeco 3.2 User Manual Page 36 of 41

 How to display Roll Call 5. Complete the excel file (note: you can only
To see a list of all the visitors currently in the add information based on the column
building (for fire/health and safety/audit headers in the excel file, you may corrupt the
purposes) click Roll Call. data if you add your own additional column
and headers)
Note: Visitors you have marked as Departed will 6. Save the excel file to your computer
drop-off the Roll Call. 7. Click Browse and Open
8. Once the file displays an excel file to import
Search for visitors in cancelled requests field, you can complete the information
Tick the box Include cancelled requests. Include shown in the form to identify where the
this in the search when you want to view a list of booking and visitors belong to
visitors who were deleted and are no longer 9. Click Import
attending a meeting by a user.
The visitors will then be imported and will
Import Visitors appear in the Arrivals search results based on the
You can add a list of bulk visitors for a meeting or search criteria you chose.
event to Visitor management. The benefits of this
option are:

 Bypass the need to use the booking form to

add external visitors one by one
 Immediately added to Arrivals
 Links the visitors to a user at your company
 Notifies the Host via email once all external
visitors have arrived

To import visitors do the following:

1. Click Home
2. Click Advanced
3. Click Import Visitors
4. Click example import excel file

Condeco 3.2 User Manual Page 37 of 41

 6.4. User permissions

Update a user’s permissions

1. Click on Room Booking and Users in the left
navigation
2. Type the user’s name
3. Click Find user(s)
4. Click on the name in the list
5. Scroll to the bottom of the screen to User
Permissions
6. Select the Country (move from left to right-
hand box)
7. Select ALL the Groups (move from left to
right-hand box)
8. You will now see the list of Locations along
with the tick box options
9. Tick the boxes for the desks/rooms you
want the user to have the ability to book
10. Tick Location Visible, Make Bookings and View
other people’s bookings as required
11. Click Save

Condeco 3.2 User Manual Page 38 of 41

Condeco 3.2 User Manual Page 39 of 41
 7. Index
Add a new contact, 24 View options, 18 Conferencing, 9 Location and Group, 5
Add External Rooms, 9 Advanced Grid, 14 Connections and Services, 9 Make bookings on the desk booking grid,
Add rooms to a booking, 9 Introduction, 14 Default location, 4 31
Adding attendees, 8 Key features, 15 Delete a contact, 24 Making a desk booking for someone else,
Advanced Grid Open grid in tab, 16 Departed, 36 28
Add locations, 17 Tabs, 16 Desk search results, 30 Managing Room Booking Requests, 34
Add rooms, 17 Approve/reject bookings, 34 Desk Booking, 25 Memorable word, 4
Advanced settings, 18 Arrive visitor, 36 Desk booking form, 28 Notify meeting host of visitor arrival, 36
Booking access, 17 AV, 9 Desk check in, 32 On Break, 36
Close tab, 16 Bookable Desk, 25 Desk release, 32 Ordering Food, 9
Copy and paste booking, 19 Booking form Desk release, 32 Password, 4
Create conference, 19 Meeting title, 7 Directions email, 9 Personal Virtual Meeting Room, 4
Create new grid, 18 Booking form, 7 Edit a contact, 24 Pin, 4
Create new grid in new tab, 16 Attendees, 8 Email on arrival, 9 Preferences, 4
Delete a booking, 20 Keyboard Shortcuts, 10 Equipment, 9 Print badges/passes, 36
Drag to extend booking, 20 Rooms and Connections, 9 External Rooms, 9 Private, 7
Drag to move booking, 20 Services, 9 Find a Desk, 29 Profile, 4
Extend booking, 20 Summary, 10 Find a Room, 11 Quick Desk Search, 26
Filter, 18 Booking history, 35 Find a Visitor, 36 Quick Room Search, 5
Grid calendar, 19 Booking statuses Find a Visitor (Administrator, 36 Release a Desk, 32
Making a booking, 19 Rejected, 34 Find Bookings (Administrator), 35 Release a Fixed Desk, 32
Move booking by drag and drop, 20 Wait List, 34 Fixed Desk, 25 Release desk, 32
Name, 17 Booking statuses, 34 Flexi Desk, 25 Request External Rooms, 9
Rename, 18 Pending on Grid, 34 Food, 9 Requestor, 8
Rename and delete grid in tab, 16 Catering Facility, 9 Group Administrator, 33 Requests (Administrator), 34
Rename Grid, 17 Check in / release a desk using a Desk How to book a room, 5 Roll Call, 37
Room grid, 19 Screen, 32 Import Visitors (Administrator), 37 Room Booking, 5
Room name and details, 19 Check into your desk, 32 Language, 4 Home, 5
Save grid, 18 Collected, 36 Lights on the desk screen, 32 Room Booking Grid, 12

Condeco 3.2 User Manual Page 40 of 41

 Delete, 13 Rooms and Connections, 9 View menu, 12 Waitlist, 21
Key functionality, 12 Setup, 6 Virtual Meeting Room, 9 Your Bookings
Location menu, 12 Start / End Meeting, 10 Visitor Management (Administrator), 36 Delete booking, 21
Move booking, 13 Supplies, 9 Visitor notes, 9 Your Bookings, 21
View, 12 Title, 7 Visitors, 9 Edit booking, 21
Room features, 6 To select a timeslot, 13 Visitors in cancelled requests, 37

Condeco 3.2 User Manual Page 41 of 41