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Get started with workspace reservations

Available for an ArcGIS organization licensed with the Indoors extension.

Managing available spaces efficiently allows organizations to reduce costs and promote productivity by allowing employees to have a flexible schedule and encouraging them to work collaboratively when needed. For example, your organization may want to allocate certain areas for shared use that employees can reserve for a few hours, like meeting rooms to collaborate with others, or a few days, like office hotels for personal use while visiting an office or for specific tasks. Indoors allows users to interactively find available rooms based on their needs and book them. Administrators can also make certain spaces unreservable to meet social distancing guidelines set by the organization. For example, you can make every other unit unreservable and avoid crowding if spaces are in close proximity.

You can configure office hotels and meeting rooms based on your organization's needs and allow users to book them in the app. In Indoor Viewer or the Indoors mobile apps, users can interactively find available workspaces on the map or search for them based on time, duration, capacity, and location.

Indoor Viewer supports configuring workspace reservations using Microsoft 365 (for office hotels) or the Reservations layer in the ArcGIS Indoors Information Model (for meeting rooms or office hotels). Choose the configuration that best suits your organization's needs.

Configure using Microsoft 365

Indoors apps support integration with Microsoft 365 to configure workspace reservations. If your organization manages rooms through resource mailboxes and allows users to book rooms using apps such as Microsoft Outlook, you can provide them with the ability to book rooms using the Indoors web and mobile apps. The Indoors apps also integrate with the calendar so that when a booking request is confirmed, an event is added to the calendar and the room location can be visualized in the indoor map.

Note:

Only integration with Microsoft 365 is supported. Microsoft Exchange Server is not supported.

Configuring reservations using Microsoft 365 is only supported for office hotels in Viewer. You can configure them by adding the resource mailbox email address to your indoor data.

To enable office hotel booking using Microsoft 365, you must include the Areas table, Units layer, and Occupants layer. The table and layers must include the following required fields:

  • Areas table—AREA_ID, AREA_NAME, and AREA_TYPE
    Note:

    If you do not include an Areas table in the web map, but there is an Areas table in the same hosted feature layer as the Occupants layer, the Viewer app accesses the table from the hosted feature layer.

  • Units layer— SCHEDULE_EMAIL
  • Occupants layer— EMAIL and KNOWNAS

Configure using the Reservations layer in Indoors

Indoors apps support managing reservations in a Reservations layer in your Viewer web map.

Note:

You can configure workspace reservations using the Reservations layer at the current release of ArcGIS Online and Enterprise 10.9.1 and later.

This method provides the following benefits:

  • Visualize room availability on the map by creating color-coded symbology for the Reservations layer
  • Perform analytics on reservation data to make informed space management decisions
  • Check-in and check-out of office hotels for real-time status of reservations
  • Remove dependency on external systems for managing reservations
  • Integrate with third-party calendar apps such as Apple, Outlook, and Google

The Reservations feature layer can also be added to maps other than your Indoors map and shared with groups in an organization for use in apps such as ArcGIS Dashboards.

Complete the following steps to configure workspace reservations using the Reservations layer:

  1. Create the Reservations feature class.
  2. Publish the Reservations layer to your ArcGIS Organization and share it with organization users.
  3. Configure editing, security, and time settings for the hosted feature layer.
  4. Add the Reservations layer for use in Indoors web and mobile apps.
  5. The following sections detail each of the required steps to create, publish, and configure the Reservations layer for use in Indoors web and mobile apps.

Create the Reservations feature class

If you create an Indoors geodatabase using the Create Indoors Database tool at ArcGIS Pro 2.9 or later, the Reservations feature class is added to the Indoors dataset and you can add it to your map and share it to your ArcGIS organization.

To configure workspace reservations using the Reservations layer, complete the following:

  1. Open the item details page for the Reservations layer.
  2. Click Download.
  3. Click Save to save the zip (.zip) file.

    The zip file contains a file geodatabase with the Reservations feature class.

  4. Extract the .zip file and copy the Reservations feature class to your Indoors geodatabase.
    Note:

    If you are using an enterprise geodatabase to manage your data, the Reservations feature class does not need to be versioned.

Share the Reservations layer

The Reservations layer is a feature layer that needs to be included in your indoor map and shared with your ArcGIS organization members. The Reservations layer must be shared with organization users who need to use the workspace reservation capability in the Indoors apps. Once the Reservations layer is shared to your organization, users can get the latest room availability and book workspaces.

Complete the following to publish the Reservations layer as a hosted feature layer and share it with members of your ArcGIS organization:

  1. Open the map you prepared for Indoor Viewer in ArcGIS Pro.
  2. Add the Reservations feature class to your Indoors map.
  3. Configure the Reservations layer as floor aware.
  4. Right-click the Reservations layer and click Sharing > Share As Web Layer.

    The Share As Web Layer pane appears.

  5. Set the sharing parameters as necessary.
  6. Click Analyze and address any errors.
  7. Click Publish.

    The Reservations layer is published as a hosted feature layer to your ArcGIS organization.

  8. Click the Manage the web layer option that appears in the Share as Web Layer pane.

    The item page for the Reservation layer appears in a web browser.

  9. Click the Share button and choose an option:
    • Organization—Share the layer with all members of your organization
    • Edit Group Sharing—Add the groups that should have access to the layer
  10. Click Save.

    The Reservations hosted feature layer is shared to the ArcGIS organization members you chose. You can now configure the layer settings to use for workspace reservation in the Indoors apps.

Editing settings

The Indoors apps require editing capabilities set on the Reservations layer to create or update reservations features when users reserve spaces in the Indoors apps. Complete the following steps to set the required editing settings for the layer:

  1. Click My Contents and click the hosted feature layer.
  2. Click the Settings tab.
  3. In the Feature Layer (hosted) section, under Editing, check the Enable editing check box.
  4. In the What kind of editing is allowed? section, configure editing options as follows:
    1. Check the Add check box.
    2. Check the Delete check box.
    3. Check the Update check box.
    4. Choose the Attributes and geometry option.
  5. Click Save.

Security settings

ArcGIS provides advanced editing settings for feature layers to keep track of edits, protect the data from unwanted changes, and prevent users from accidentally editing features that they did not create. Complete the following steps for added security:

  1. Click My Contents and click the hosted feature layer.
  2. Click the Settings tab.
  3. Optionally, check the Prevent this item from being accidentally deleted check box in the Delete Protection section for added protection.
  4. In the Feature Layer (hosted) section, under Editing, configure the following:
    1. Check the Keep track of created and updated features check box if you are using ArcGIS Online.
    2. Check the Keep track of who created and last updated features check box.
    3. For the What features can editors edit? option, choose Editors can only edit their own features (requires tracking).

    Caution:

    Do not choose the Editors can only see their own features (requires tracking) for the What features can editors see option. If you choose this option, app users will not have access to accurate room availability.

You can now add this layer to your indoor map to enable workspace reservations and manage them in the Indoors apps.

Time settings

You can optionally configure time properties for the Reservations layer. Making it a temporal layer allows you to visualize reservations over time.

The Viewer app supports displaying the time-enabled Reservations layer in real time. If the meeting rooms list is open and you have a duration filter set for a future date and time, the Viewer app will display the reservations during the specified duration. This allows you to visualize meeting room availability and find rooms that are available to book.

Complete the following to configure time properties for the Reservations layer:

  1. Click My Contents and click the hosted feature layer.
  2. In the Layers section, click the Reservations polygon layer.
  3. Click the Edit icon under Time Settings.

    The Time Settings window opens.

  4. Check the Enable time check box.
  5. Choose the time ranges with a start and end time option and set the Start time field to Start Time and the End time field to End Time.
  6. Click OK.

The Reservations layer is now time enabled. In the Map Viewer, set the Reservations layer to refresh periodically so that it displays up-to-date information in the app.

Add the hosted feature layer to your Indoors map

Once you have published, shared, and configured the Reservations layer in your ArcGIS organization, you can add it to your Indoors maps in ArcGIS Pro for use in the Indoors web and mobile apps by completing the following:

  1. Open the Indoors map to which you added the Reservations layer in ArcGIS Pro.
  2. In the Contents pane, right-click the Reservations layer and click Properties.

    The Layer Properties pane appears.

  3. Click the Source tab and click Set Data Source.
  4. Browse to your hosted feature layer in the Portal section and click OK.
  5. The Reservations layer in your Indoors map is now sourced from the hosted feature layer. When you share your web map it will be published as an editable feature layer regardless of how you choose to configure the rest of the layers in your map.

The Reservations layer must be sourced from the same web layer in the web map for the Viewer app and mobile map package for the Indoors mobile apps so they access the same underlying data and can show up-to-date booking and occupancy information in all apps simultaneously. You can add the Reservations layer to additional maps using the Add Data dialog box in ArcGIS Pro.