Configuring automatic canceling of reservations upon 'no show'
With the right configuration, reservations for meeting rooms and workspaces can be canceled automatically if the reservation is not utilized ('no show').
This applies to all reservations whose utilization is registered via Kiosk / Room booking panel, via mobile apps or sensors.
In other words: if the requestor of a reservation does not check in / show up at the location within a predefined period, the reservation is automatically canceled as a result. Back-office staff can verify if a 'no show' occurred by checking the Booking utilized? field on a reservation.
Planon administrators can configure the automatic cancellation of 'no show' reservations, in the following TSIs:
• Business processes > Alerts
• System settings > Scheduled tasks
• Business processes > Field definer
• ProCenter modules > Layouts
Procedure
1. Go to Business processes > Alerts .
2. Go to the Action definition selection level and add an action definition.
3. In the Alert condition field, add an alert condition on the Reservations BO.
4. In the Filter field, select the Start date-time field, select operator > and enter the macro &STARTOFDAY. In the End date-time field, select operator <= and enter the macro &ENDOFDAY. Then click Save and OK.
This will make the system check all reservations on the current date for a 'No show'. The 'No shows' are potential candidates for automatic cancellation by the scheduled task.
5. In the Action field of the action definition, select No show (system name: BomBookingUtilizedNoShow).
6. Select a Schedule and a Start date-time for running the action and click Save.
7. On the action panel, activate the action definition.
8. Go to System settings > Scheduled tasks.
9. Select and activate the scheduled task SYSACTIONS.
10. Go to Business processes > Field definer .
11. Select the Orders business object and set it to Under construction.
12. On the action panel, select Business object settings.
13. In the dialog, select the Reservations tab.
14. Under the Booking utilized heading, set the Canceling enabled field to Yes.
15. Optional: in the Cancel status field, select a relevant Canceled status for the reservation after the no show.
16. In the No-show time offset field, select an appropriate time span after which the 'no show' should trigger the reservation's cancellation.
17. Click Save and Close.
18. Return to the Business objects selection level and set the Orders business object to Completed.
19. Go to ProCenter modules > Layouts .
20. Select the Orders business object, expand this item and select Reservations.
21. Expand and select a user-defined business object, for example Reservation meeting room.
22. Go to the Layouts selection level and select the relevant layout.
23. Put it Under construction by clicking the padlock icon.
24. On the layout's data panel, click a random spot between the fields.
25. On the Reservation data panel on the right, under Unused fields, select the Booking utilized field.
26. Drag it to an appropriate place on the layout's data panel and click Save.
27. Set the layout to Completed by clicking the padlock again.
28. Repeat steps 21 - 27 for other relevant reservation layouts, for example Reservation workspace.
29. Log out and log in again to finalize the configuration.
The Booking utilized field is now available on the Reservations layout in the Reservations TSI. If a booking remains unused because the requestor did not check in within the configured 'offset period', this field is set to No and the reservation is canceled by the scheduled task. The reservation unit is made available for booking by other users.