Clear definitions of the terms you will encounter when setting up flexible workspaces, hybrid offices, and resource booking systems.
A workplace strategy where employees choose from a variety of work settings based on the task at hand, rather than sitting at one assigned desk all day.
Rules and workflows that automatically handle booking tasks like recurring reservations, no-show releases, waitlist promotions, and notifications.
A situation where two or more people attempt to reserve the same resource for overlapping time periods, requiring detection and resolution.
The amount of time between when a booking is made and when the reserved resource is actually used, often controlled by policy.
A set of configurable rules that govern how resources can be reserved, including lead times, maximum durations, cancellation windows, and access restrictions.
The process of determining how much office space, how many desks, rooms, and parking spots an organisation needs based on actual usage data and growth forecasts.
A process requiring people to confirm their physical presence at a booked resource, typically within a set time window, or the booking is automatically released.
A workplace rule requiring employees to clear all personal items from their desk at the end of each day, enabling desk sharing and maintaining security.
A digital tool that allows employees to reserve workspaces in advance, see real-time availability, and manage flexible seating arrangements.
A desk booking system where employees reserve a specific desk in advance, rather than choosing one on arrival like hot desking.
The proportion of available desks to total employees, used to determine how many shared workstations are needed in a flexible office.
Office areas designed to be reconfigured for multiple purposes, such as meetings, collaboration, quiet work, or events, depending on current needs.
A visual representation of an office layout within booking software, allowing employees to see and select resources on an interactive map.
A meeting room booking where nobody shows up, leaving the room occupied on the calendar but physically empty and unavailable to others.
The practice of not assigning permanent desks to employees, allowing anyone to use any available desk on a first-come, first-served basis.
A work arrangement where employees split their time between remote work and in-office work on a regular, planned basis.
A booking system architecture where multiple organisations share the same software platform while keeping their data, users, and settings completely separate.
A workspace layout strategy that assigns teams or departments to designated zones within a flexible office, combining team proximity with hot desking.
The percentage of bookings where the person who reserved a resource does not show up or check in, wasting the reserved capacity.
A hardware device that detects whether a workspace is physically occupied, using infrared, motion, or other technology to provide real-time presence data.
Software that manages the allocation, booking, and tracking of parking spaces in an office or commercial building.
The automated process of checking whether a requested booking overlaps with existing reservations and preventing double bookings in real time.
An organisational initiative to bring employees back to physical office spaces after a period of remote work, often involving new hybrid policies.
The process of reserving meeting rooms, conference spaces, or other shared rooms through a booking system to prevent conflicts and maximise usage.
A system for reserving any resource that is shared among multiple people, including desks, rooms, equipment, vehicles, and parking spaces.
The percentage of available workspace being actively used, calculated as occupied hours divided by total available hours.
The process of tracking, registering, and managing guests who visit a workplace, including pre-registration, check-in, and resource allocation.
The number of employees per unit of office space, typically measured in square feet or square metres per person, used to assess crowding and comfort.
An integrated software suite that combines desk booking, room scheduling, visitor management, and other workplace tools into a single employee-facing app.
Data and reporting on how office spaces are used, including occupancy trends, peak times, underused areas, and booking patterns.
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