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
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
- Log in with your administrator-level credentials at https://portal.taitori.fi and navigate to Booking from the navigation bar.
- 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.
- Make the necessary changes to the settings (see the meaning of the different settings below).
- Save the changes by clicking Save in the upper left corner.
Create a new room, workstation, or other reserveable resource
- Log in with your administrator-level credentials at https://portal.taitori.fi and navigate to Booking from the navigation bar.
- Click Rooms and other premises available for booking. First select the location from the drop-down menu where the new resource will be added.
- Click on Add new premises.
- 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.
- 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
Advance reservations
Starting times and durations
Additional settings
Define additional settings related to the room. For instance, you have the option to restrict room bookings to signed-in users exclusively through the Taitori door panel.
If you wish to disable booking the room in advance, select Space can not be booked. This will hide the space from the application. Typically, this setting is ideal for scenarios where ad hoc booking is used at workstations or when the space is temporarily unavailable.
If the space is out of use, also select Space is closed, in which case the space cannot be reserved from the door panel, and the screen reads "Space closed". Please note that closing the space with this setting has no effect on invoicing. If you want to completely remove the space from the reservation system, contact Taitori's customer service.
In case the space is currentlyout of use, you can select the "Space is closed" option. This will prevent reservations from being made through the Taitori door panel, and a message displaying "Space closed" will appear on the screen. Please be aware that using this setting won't affect invoicing. To completely remove the space from the reservation system, kindly reach out to Taitori's customer service.
Notifications from assistants
Specify the notification settings for the meeting assistant (speaker) provided by Taitori (if in use).
Preparation time
Choose whether to automatically create a preparation time before a room reservation. This prevents booking the space immediately back-to-back. You can define the preparation time to be activated only when the reservation is associated with a catering booking.
Cleaning time
Choose whether to automatically schedule cleaning time after a room reservation. You can set the cleaning time to be activated only if the reservation is linked to a catering order.
Features
Please provide the room capacity and any specific features (e.g. customer space, wifi). These will assist the end-user in finding a suitable space.
Text preferences
Provide a name for the space. Remember to complete different language versions, as otherwise, the changes won't be saved. Additionally, give a description for the space. It will be visible to the end-user on the application. You can also provide pricing information (note that this is not the actual pricing).
Integration
The setting specifies the integrations linked to the space. You can test the functionality of an existing integration for the space by clicking "Test integration."
Additional services to be ordered
Choose whether it is possible to order catering services to the space. This enables users to order catering when making a reservation to the space. Also, select from which service providers or sales catalogs it is possible to place orders.
Pricing
Define the pricing list available for different user groups.
Combination
Select the spaces that are linked to this room. Linked spaces cannot be booked simultaneously.
History
This section displays the changes made to the settings.
Permissions
Define the user groups that are eligible to book the space.
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