This page explains how to check the availability of workspaces (meeting rooms and equipment) and make reservations on the WorkstyleOS Portal, as well as how to edit and delete reservations.

💡 NOTE
・You can also reserve a workspace on other than WorkstyleOS Portal.
What you can do with ACALL mobile
Book a workspace from your Outlook calendar
Reserve a workspace from Google Calendar

 

Check workspace availability

This section explains how to check the availability in order to reserve a meeting room or equipment.

 

Check the availability by specifying a date

Click [Reservation] > [Workspace] in the side menu on the WorkstyleOS Portal.
You can see a list of reservation status for the day.

 

In order to check reservations for the next day or later, click the calendar that is next to the date and select a date you want to check the availability.

 

Reservations for the selected date will be displayed on the screen.

You can select an available time slot to make reservation on this screen.

 

Narrow down a workspace

You can filter the workspaces by checking the [filter by room].

Please use this function when you face these situations such as "There are too many meeting rooms to see," "I want to view only the meeting rooms for my use," or "I want to view the meeting rooms only that I will possibly reserve".

 

Check the availability of a workspace for whole day

Workspaces that are not reserved and are available entire day have a checkbox next to their name. Click the checkbox for creating an all-day reservation.

 

💡 NOTE
Workspaces that are lit in green have ACALL MEETING (iPad) set in the meeting room.
If the reservation doe not start after a certain period of time from the reserved start time, 
the reservation will be automatically canceled.

 

Check for available dates by specifying a workspace

 

When you want to reserve a meeting room with a large number of participants, you can easily find the availability of a meeting room that can accommodate a large number of people.

 

Reserve workspace

Create a reservation on the list of reservations status

You can reserve an available workspace on the list of workspace (meeting room and equipment) reservations status.

 

Click [Reservation] > [Workspace] in the side menu on the WorkstyleOS Portal.

 

Drag and drop to select the time slot on the workspace you want to reserve, then click either [create appointment] or [create meeting].

Type	Description
create appointment	Create an appointment for an external reservation (appointment) to which an external guest is invited. A QR code can be issued and sent to the guest for reception/entry in the ACALL RECEPTION.
create meeting	Create internal reservations that do not invite outside guests and create facilities reservations.

 

Create a "Internal" Reservation

When the create new screen is displayed, Enter and select the required information.

⚠︎ ATTENTION
・Fields marked with  (*) are required.

Item	Description
Title	Appointment title
Date	Start and End time for the appointment
Repeat	Repeat settings ※Please refer to [Create a Repeating Appointment] how to set up.
Staff	Select the person in charge of the appointment ※Attendees in the meeting, users of facilities
Facilities(*)	Select the facilities for use ※Only facilities that is available for internal on the date and time to be reserved can be selected.
Private	Reservation viewer settings ON: Workers who created appointment and staff in charge of the appointment can view reservation details. OFF: Everyone can view appointment details.
Note	Comment field

 

Register an agenda

💡 NOTE
・Input in [AGENDA] tab is optional.
・If you use the ACALL MEETING and register the agenda for the meeting, 
you can check the agenda on your iPad during the meeting.
ACALL MEETING Timekeeper and Time Extension

 

Open [AGENDA] tab.

 

Click [Add Agenda] and enter each item.

When you complete, click [CREATE] to finish creating the appointment.

 

You will find the agenda when you start the reserved meeting in the ACALL MEETING application.

💡 NOTE
・The registration of the agenda is optional.
・You need to use ACALL MEETING when you use the agenda function.

 

Create a "External" Reservation

When the create new screen is displayed, enter and select the required information.

💡 NOTE
・Fields marked with (*) are required.

Item	Description
Title	Appointment title
Date	Start and End time for appointment
Repeat	Repeat settings ※Please refer to [Create a Repeating Appointment] how to set up.
Staff	Select the person in charge of the appointment ※Attendees in the meeting, users of facilities
Facilities（*）	Select the facilities to be used ※Only facilities that is available for internal on the date and time to be reserved can be selected.
E-mail template	Select an email template for sending to guests
Private	Reservation viewer settings ON: Workers who created reservation and staff in charge of the appointment can view appointment details. OFF: Everyone can view appointment details.
Note	Comment field

 

For an "external" appointment, enter the guest information.

Click the [GUESTS] tab to open.

 

There are two ways to enter the guest information for the invite.

Menu	Description
choose guest	Select the guests already registered in the "Guestbook". Please refer to [What you can do on the Guestbook screen] for more information about the Guestbook.
add guest	Enter new guest information.

 

(Guest Selection) Select a guest in the "Guest Book" and invite.

Click [choose guest].

 

Select a guest in the guest list and click [SELECT].

 

💡 NOTE
・You can search for guests by guest name or company name in the search box at the top.

 

Confirm that you selected the guest to be invited.

 

(Add Guest) Enter guest information and invite the guest.

Click [add guest].

 

Enter guest information.

When you invite multiple guests, click [add guest] and enter guest information for the number of guests.

Item	Description
Company name	Guests' company name Select a company already registered in the guestbook or enter a company name.
Family and Given name	Guests' family and given name family and given name of Guests
Phonetic family and given name	Guest name in hiragana. Guests' Phonetic family and given name
E-mail	Guest's email address. An email address to send the QR code for reception and entry in the ACALL RECEPTION.
Register in Guestbook	Registration in Guestbook or not Checked: You register entered company/guest information in the guestbook. Unchecked: You do not register company/guest information in the guestbook.
Visibility	Select visibility settings of the guest book. Everyone: All workers can view the company and guest information registered in the guestbook. Workers-in-Charge: Only staff in charge can view the company and guest information registered in the guestbook.

 

Enter the information about the number of guests other than the representative, as "Number of Visitors".

 

Click [CREATE] to complete for creating reservation.

 

💡 NOTE
In addition to creating a workspace [Reservation] > [Workspace]in the side menu on the WorkstyleOS Portal,
you can also create a workspace [+ Add New] > [Reservation] in the upper right corner of the WorkstyleOS Portal.

 

Send an appointment code to guests

For "external" appointments, you can send an appointment code to a guest via e-mail to allow guests to enter the building at the reception terminal (ACALL RECEPTION).

 

Open [Workspace] in the side menu on the WorkstyleOS Portal and click on the reservation for editing details.

 

Click the email icon next to the guest to whom you want to send the appointment code.

 

Review and modify the content of the email, then click [SEND] to send.

The email will also be CC'd to the person in charge of the reservation.

 

If you have invited several guests and want to send email in a batch, you can send a batch email by clicking [batch transmission] on the three dots leader.

 

Edit reservation

Open [Reservation] > [Workspace] in side menu on the WorkstyleOS Portal.

Click on the appointment you want to edit and click [edit details].

 

Edit the reservation detail and click [UPDATE].

 

Delete reservation

Open [Reservation] > [Workspace] in side menu on the WorkstyleOS Portal.

Click on the appointment you want to delete and click [delete].