Configure office hotels

Available with the ArcGIS Indoors Spaces extension.

Office hotels are workspaces that can be reserved for temporary use for hours, days, or weeks. As an alternative to the traditional permanently assigned spaces, this approach allows an organization to efficiently manage space and reduce costs. Office hotels can be assigned to workspace areas, which can be created to organize the occupants and the bookable spaces managed by your organization.

Prerequisites

ArcGIS Indoors includes Indoors Space Planner, which allows you to plan the activity of occupants in an indoor space, including assigning occupants to individual workspace areas with individually assigned spaces or reservable office hotels. You can book office hotels using Indoors Viewer or the Indoors Mobile app, and bookings are managed using the Reservations layer in the ArcGIS Indoors Information Model or Microsoft 365.

You can create restricted workspace areas in Space Planner. To book an office hotel in a restricted workspace area, an occupant must be assigned to that workspace area. If a workspace area is configured as unrestricted, no occupant assignment is required, and anyone from your ArcGIS organization can book a unit in that workspace area.

Note:

If a workspace area is configured as restricted, the portal user who is signed in to Indoors Viewer or the Indoors Mobile app must have an associated email address that matches the EMAIL field value of a record in the Occupants layer to book office hotels in that area.

Configure office hotels using the Reservations layer

This workspace reservation method requires an indoor map with the Reservations layer included. Office hotel bookings are managed in the Indoors data model and can be used to visualize real-time availability of workspace area units and can also be used for space usage analytics.

Add layers

Your organization must have the web map that was prepared and shared for use in Space Planner and the editable Reservations layer before you configure office hotels in workspace areas so that the feature layer associated with that web map can be added to the map to enable visualization of up-to-date information.

To prepare a map for workspace areas, complete the following steps:

1. Open an Indoors project in ArcGIS Pro and activate the map that you prepared for Indoors Mobile.
2. Add or update the source for the Occupants layer in the map from the occupants feature layer that is associated with the Space Planner web map.
3. Add or update the source for the Units layer from the units feature layer that is associated with the same Space Planner web map.

   Note:

   Ensure that the USE_TYPE column has appropriate values for each hotel unit. These required values are presented as options when booking workspaces.

4. Add or update the source for the Reservations layer.

   The Reservations layer is used for managing workspace reservations and visualizing them on a map.

   Note:

   You can configure the Reservations layer as time aware and symbolize the available office hotels so they can be visually identified for booking.

5. Configure the Floors property for these layers to enable the floor filter in the app.

   Set the layer's LEVEL_ID field for the Floors property. You can then use the floor filter to visualize real-time occupancy of the rooms per floor for a facility in the floor-aware map.

6. Add the Areas table from the feature layer that is associated with the same Space Planner web map.
7. Save the project.
8. Create and share the mobile map package.

Note:

If you're using an ArcGIS Enterprise portal, ensure that the layers are sourced from the default version. All changes made to the plans in Space Planner are merged to that version.

Configure check in and check out for office hotels

Check in and check out functionality is automatically available for office hotel bookings when configured using the Reservations layer. This can help users determine if an office hotel is occupied. When a booking ends earlier than the scheduled end time, users can check out of the office hotel to make it available to be booked again.

There is no configuration setting in the Indoors Viewer app to enable check in and check out for office hotels.

Configure office hotels using Microsoft 365

Using this workspace reservation method requires that your organization define workspace mailboxes for office hotels, and resource mailboxes for meeting rooms in Microsoft 365. The Indoors app sends a booking request through the Microsoft Graph API. The following permissions are required:

• Sign in and read user profile—To confirm whether a user has access to workspace mailboxes
• Read user calendars—To get available times for rooms
• Full access to user calendars—To create an event for the new bookings
• Read user mailbox settings—To get mailbox settings such as time zone and locale

Caution:

The unit NAME field must match the Microsoft room name to successfully book and manage a workspace or room mailbox reservation.

Depending on how your organization has set policies in Microsoft Entra, you may require administrator consent for the requested permissions before the organization starts using Indoors to book office hotels. Availability of this feature may be limited if your organization restricts access to company-managed devices through Microsoft Intune.

Add layers

To prepare a map for workspace areas, complete the following steps:

1. Open an Indoors project in ArcGIS Pro and activate the map that you prepared for Indoors Mobile.
2. Add or update the source for the Occupants layer in the map from the occupants feature layer that is associated with the Space Planner web map.
3. Add or update the source for the Units layer from the units feature layer that is associated with the same Space Planner web map.

   Note:

   Ensure that the USE_TYPE column has appropriate values for each hotel unit. These required values are presented as options when booking workspaces.

4. Configure the Floors property for these layers to enable the floor filter in the app.

   Set the layer's LEVEL_ID field for the Floors property. You can then use the floor filter to visualize real-time occupancy of the rooms per floor for a facility in the floor-aware map.

5. Add the Areas role and Areas table from the feature layer that is associated with the same Space Planner web map.
6. Save the project.
7. Create and share the mobile map package.

Note:

If you're using an ArcGIS Enterprise portal, ensure that the layers are sourced from the default version. All changes made to the plans in Space Planner are merged to that version.

Add email IDs

Your organization must have workspace mailboxes in Microsoft 365 for each space that can be reserved so that a unique email address is associated with the space.

Note:

Ensure that the scheduling options, particularly the maximum duration, are set based on the requirements of your organization. If a workspace mailbox has a defined capacity, you can book the space multiple times until the capacity is reached.

To associate units with email IDs, complete the following steps:

1. Right-click the Units layer and click Attribute Table.

   Tip:

   You can filter the records to show only the rows with a hotel value as the ASSIGNMENT_TYPE by adding the following display filter: ASSIGNMENT_TYPE = "Hotel".

2. Update the SCHEDULE_EMAIL field with the unique email IDs for each hotel unit.
3. Click the Edit tab.
4. In the Manage Edits group, click Save.
5. Save the project.
6. Create and share the mobile map package.

Note:

You must sign in to your Microsoft account in Indoors Mobile to book office hotels.

Book an office hotel

The Make a reservation option appears in the hotel section on the explore panel for maps that have workspace reservations configured for office hotel booking. If a custom name is configured for the hotel section, it is displayed instead. The hotel section displays a list of available office hotels based on location and duration. You can filter the list based on workspace area, location, site, building, floor, capacity, and duration. If an equipment filter is configured, you can filter the listed office hotels by available equipment.

When a bookable office hotel is selected on the map, the Reserve option appears on the info card. Tap Reserve to book the office hotel.

Note:

The Indoors Mobile app enforces scheduling limits configured in Space Planner when a user attempts to book or edit a booking for an office hotel.

If office hotels are configured using the Reservations layer, users that are assigned the Indoors User user type or higher in your ArcGIS organization in ArcGIS Online or ArcGIS Enterprise can create bookings.

If office hotels are configured using Microsoft 365, you must sign in with your Microsoft 365 account in the Indoors Mobile app to book office hotels.

View and manage office hotel bookings

To review booked rooms on the Reservations list, tap View all reservations in the hotel section of the explore panel. You can select a reservation to open the reservation info card and perform various actions, such as editing or deleting the booking.

Note:

If the Reservations layer is time aware, you will encounter an error when editing only the start time or date of a booking. To avoid the error, you must edit both the start and end time or date to successfully update the booking.

You can also add a reminder to your preferred calendar app if office hotel bookings are configured using the Reservations layer.

If the map was configured for office hotels using Microsoft 365, the Indoors app sends a request using the Microsoft account that the user signed in with in Indoors. Users receive an automated email specifying whether the request was accepted or declined, and an event is added to their calendar. This experience is similar to using Microsoft apps such as Microsoft Outlook or Microsoft Teams when reserving rooms. You can also review the acceptance status of office hotel bookings on the Reservations list.

Note:

Indoors Mobile for iOS integrates with the native mobile Calendar app. Integration with third-party calendar apps is not supported.