While we recommend using Sign In Companion for staff to book Spaces, it is possible to book a space using the online management portal. Portal users can book spaces for staff members by selecting the repeat visitor the booking is for.

To book a space, select the Spaces tab and click New booking. From here, start by searching for the member's name, and then the type of resource required. You can then select the date of the booking, and select whether this will be an All day booking or alternatively you can enter a start and end time:

By selecting All day, the booking time will default to the set available from and to time set on the resource. Click to then show available resources for booking. If needed, you can filter the list by capacity and/or attribute:

Click Book next to your chosen resource, or click Back to Search to go back and adjust your booking details.

You can add notes to a booking, allowing you to make important bits of information visible. This could include the name of the meeting when booking a meeting room, recording the client you’re meeting or if refreshments are required. You can add more notes when editing a booking.

When booking a space you can choose to Send email confirmation. This will send an email to the repeat visitor the space is booked for. The repeat visitor must have a valid email as a personal field in the Sign In App portal.

Clicking Confirm booking closes the modal and the booking will now appear in the Bookings tab. If it doesn't appear immediately, check that your date range filter includes the booking date.

Once confirmed, the member you have booked on behalf of will automatically receive a confirmation email with all the booking details if you selected this option.

From the Sign In App online management portal, you can view all bookings. Go to the Spaces tab in the main menu and then select Bookings. You can use the site switcher at the top of the page to view bookings based on site.

You can edit bookings that are in the future or have started but not finished. This allows you to change the start and end times, change who the booking is for and add further notes to the booking.

To edit a booking, simply click on the booking from the above screen to open the editing drawer and make any changes.

To end an active booking on behalf of a member, select End booking from the editing drawer. This will end the booking immediately. A record of the booking start and end will remain visible in the Bookings tab.

To cancel a booking that has not yet started, click on the booking you would like to cancel and then select Cancel booking from the editing drawer. You will see a modal to confirm that you really want to cancel the booking - by confirming this the booking will be completely removed and will no longer display as a booking record on the Bookings tab.

On the home screen of the Companion app you can scroll down to see Bookings where you can click to View all bookings (if you have any currently) or tap Add a booking to start a new booking. Alternatively you can click the + icon in the top left hand corner of your screen and select Book a space.

If you are on a multi-site account, you will firstly need to select the site you are searching for a resource at.

Next, select the number of people you are booking a space for, the date the resource is required, and whether this will be an all day booking or if you are booking for specific times.

Once your search criteria is complete, tap Search availability.

Tapping a resource will show the details for that resource - including the site, capacity, attributes, zones, and any notes. You can also view the resource's availability calendar from this screen. If this resource has restrictions based on department or zone, these will be visible here too.

Once you have found a resource that meets your requirements, tap Book Now at the bottom of the screen. You will see a Booking Complete screen listing the date, time, site, and resource details:

You can then optionally choose to book the same space for additional days that week if needed. Alternatively you can Start a new booking, or click Done and you will be taken back to the home screen where the booking will now be listed.

Alternatively if you are already on site, you can go directly to the resource you want to book, scan the resource QR code using your phone's camera or by tapping the QR code icon in Companion, and the resource details will appear with all fields pre-populated. Tap Book & Check in and you will be taken back to the home screen where the booking will be listed.

To make changes to the date or time of a booking, open Companion app and on the home screen select the booking you would like to edit. This will show the full details of your booking. Tap Edit Booking at the bottom of the screen, adjust the date and/or time as needed, then tap Update Booking. You will see a Booking Updated confirmation screen.

If you finish up early with your booking, tap End Booking at the bottom of the home screen. This will release the resource so it becomes available for others to book. You will be asked to confirm before the booking is ended to prevent accidental changes.

If you need more time with a resource after checking in, you can extend your booking as long as no one else has booked it after you. Select the booking you would like to extend, tap Edit booking, and a drawer will appear from the bottom of the screen where you can select the new end time. Tap Update and you will be taken to a confirmation screen.