Change room settings or create a new resource

The administrator user of the service has the ability to make changes to the resources in Taitori (such as rooms and workstations). For instance, the admin user can manage the name and description of a room. Creating a new space or workstation in Taitori requires a special micro license, which the administrator can obtain through Taitori's customer service. Please note that there is a fee associated with the creation of a new space or workstation, as per the contract.

Table of Contents

Make changes to a room or workstation

Create a new room, workstation, or other reserveable resource

Settings

Emails
Sensor function
Reporting
Additional settings
Notifications from assistants
Preparation time
Cleaning time
Features
Text preferences
Integration
Additional services to be ordered
Pricing
Combination
History
Permissions

Make changes to a room or workstation

1. Log in with your administrator-level credentials at https://portal.taitori.fi and navigate to Booking from the navigation bar.
2. Click Rooms and other premises available for booking. First select the location from the drop-down menu and then click on the name of the room or workstation you wish to modify.
3. Make the necessary changes to the settings (see the meaning of the different settings below).
4. Save the changes by clicking Save in the upper left corner.

Create a new room, workstation, or other reserveable resource

1. Log in with your administrator-level credentials at https://portal.taitori.fi and navigate to Booking from the navigation bar.
2. Click Rooms and other premises available for booking. First select the location from the drop-down menu where the new resource will be added.
3. Click on Add new premises.
4. Define the settings (see the meaning of the different settings below). Make sure to provide the name of the room or workstation in all available language versions under the Text preferences section. Also, add a check mark in the Permissions section for all user groups that should have reservation rights for the resource.
5. Save by clicking Save in the upper left corner.

Settings

Please find the definitions for the different settings below. Note that some settings can only be configured by Taitori staff. If necessary, you can contact Taitori's customer service.

Emails

Define the notification settings of the resource for different roles. For example, you can specify whether the booking confirmation should be sent to the booker or whether the guest invitation with arrival instructions should be sent with or without a calendar reservation. The Calendar status setting determines in which status the calendar reservation is added (busy, free, tentative, absent) to the user's calendar. It is recommended to use "free" for workstations to avoid unnecessary calendar blocking.

Sensor function

If Taitori presence sensor is used in the room or workstation, the sensor settings will be defined in this section.

Booking

If you want the sensor to reserve the room or workstation automatically when detecting motion, select Booking --> Yes. Then, define whether you want the reservation to be valid only temporarily or until the end of the day. An automatically made reservation with the sensor will end when a reservation made in advance with, for example, Taitori's application begins.

Also define the sensitivity of the sensor, i.e. how long the sensor needs to detect movement to trigger an automatic reservation. Sensitivity should be set to at least 1 or 2 minutes to prevent unnecessary bookings during brief cleaning periods.

Termination

If you want to use the motion detector to release the resource automatically, select Termination --> Yes, and define the settings. You can, for example, configure that the workstation is released when no movement has been detected for 2 hours.

Reporting

Define the target for the daily utilization of the space. Booking rate reports will use this value for comparisons. Also define how long the reservation must be in order to take it into account in the reporting.

Booking

In this section, define the settings related to the way the resource can be booked.

Booking confirmation time

Choose whether the check-in function is activated. This means that the booking must be confirmed at the time of event from Taitori door panel or app. If the setting is defined as 10 minutes, the booking can be confirmed 10 minutes before or after the booking starts. If the booking is not confirmed 10 minutes after the booking has started the reservation will be automatically ended. This function prevents the situations where the room is being unnecessarily booked in no-show cases. If the reservation is done close to the time of the event, no confirmation is required.

Preservation time