In today’s rapidly evolving business landscape, it is crucial for companies like yours to adapt and provide employees with a safe and convenient work environment. With KloudHybrid, we offer a revolutionary variable office solution that empowers your workforce to thrive. Our comprehensive platform enables employees to:
Reserve a Work Area: Physical or Virtual
KloudHybrid offers employees the flexibility to reserve their preferred work area.
Employees can choose between a physical workspace within the office premises or a virtual setup for remote work.
The intuitive booking system provided by KloudHybrid streamlines the reservation process.
The streamlined process ensures a hassle-free experience for users.
Book Conference Rooms Effortlessly
KloudHybrid provides the option to book conference rooms for meetings or brainstorming sessions.
The user-friendly interface of KloudHybrid makes it easy to book conference rooms.
With KloudHybrid, you can say goodbye to scheduling conflicts and the time wasted searching for available meeting spaces.
Accommodate Guests and Vendors
KloudHybrid simplifies the process of reserving work areas for guests and vendors.
KloudHybrid allows you to provide dedicated spaces for guests and vendors that suit their needs.
The provision of dedicated spaces enhances professionalism and collaboration during external engagements.
Centralize Calendar Management
KloudHybrid eliminates the need to juggle multiple calendars and conflicting schedules.
KloudHybrid provides a unified view of calendars for all employees.
The unified view ensures that employees stay updated on meetings, events, and important deadlines.
This seamless integration of calendars in KloudHybrid saves time and minimizes scheduling errors.
Streamline Corporate Communications
Effective communication is crucial for the success of any business.
KloudHybrid acts as a centralized platform for corporate communications and information dissemination.
KloudHybrid ensures that vital information, such as important announcements and policy updates, is promptly and efficiently delivered to employees.
Access Anytime, Anywhere, on Any Device
KloudHybrid recognizes the significance of flexibility in the modern mobile-driven world.
Accessing KloudHybrid is seamless and convenient, with compatibility on smartphones, tablets, and computers.
The user-friendly interface of KloudHybrid provides a consistent experience across all devices.
This consistency empowers employees to work efficiently and stay connected regardless of the device they use.
Unlock the Potential of Your Variable Workspace
KloudHybrid empowers employees and offers invaluable insights for management.
With KloudHybrid, management can gain a deeper understanding of the variable workspace and enhance workforce planning.
The platform allows employees to personalize their settings and communications.
This personalization fosters a sense of ownership and engagement among employees.
Experience the Future of Work with KloudHybrid
KloudHybrid is the solution to elevate your workspace to the next level.
KloudHybrid enables seamless integration of flexibility, efficiency, and convenience into your everyday operations.
Contact us today to learn more about KloudHybrid and start your journey towards a modern and thriving work environment.
KloudSpot Product Purchase Options and Provisioning Process
Introduction
This document outlines the various methods available to purchase KloudSpot products and the subsequent provisioning process. KloudSpot offers its products through different channels to ensure a seamless buying experience for customers.
Purchase Options
KloudSpot provides customers with multiple ways to purchase its products. These options include:
Via Emails from Sales Team
Customers can initiate the purchasing process by responding to emails received from the KloudSpot sales team. These emails typically contain information about the products, pricing, and features. By replying to the email expressing interest, customers signal their intent to purchase.
Direct Phone Contact
For customers who prefer a more personalized approach, KloudSpot offers the option of direct phone contact. Customers can call the provided phone number to connect with a sales representative. The representative will guide them through the purchasing process and answer any questions they may have.
Filling out the Demo Form
To provide customers with a hands-on experience, KloudSpot offers a demo form on its website. By filling out this form, customers can request a demonstration of the product. The demo showcases the features and functionality of the product, aiding customers in making an informed purchasing decision.
Sending an Email
Customers can also initiate the purchasing process by sending an email to a designated email address. This method allows customers to express their interest in KloudSpot products and start the buying process.
Provisioning Process
Once the customer’s purchase request is received through any of the aforementioned methods, KloudSpot initiates the provisioning process. This process involves the following steps:
Verification: The customer’s request is verified for accuracy and authenticity.
Preparation: Upon successful verification, the provisioning request is prepared.
Delivery: The customer is provided with a unique URL, username, and password associated with the purchased product.
The provisioning process is designed to be efficient and prompt to ensure that customers can start using their KloudSpot products without delay.
Obtaining Contact Information
For customers seeking additional information or clarification on the purchase options, they can obtain the necessary contact details by clicking on the provided link. The link will direct customers to the relevant sections where they can find phone numbers, demo form, and email addresses.
Welcome to the Hybrid Configuration section! If you’ve already received your URL and credentials from Kloudspot, you’re all set to configure your workspace using KloudHybrid. If not, no worries! You can find out how to obtain them in the Installation section.
Configuring the KloudHybrid application can be done in three simple steps:
Step 1: Login and Access to Advanced Settings
Once you have your login credentials, log in to the KloudHybrid app and navigate to the Advanced Settings section.
Step 2: First-Time Setup
In this step, you’ll go through the first-time setup process, where you can customize your workspace and preferences to suit your needs.
Step 3: Periodic Management
In this step, you’ll learn how to make necessary adjustments and changes for seamless operation on the Hybrid application that you’ve configured earlier.
Subsections of Admin Guide
Login and Access Advanced Settings
Objective
Before setting up a KloudHybrid workspace, this section examines how to login to it and navigate to the configuration page.
Audience
Technically aware person with right to configure Kloudhybrid.
Prerequisites
KloudHybrid URL
Log in credentials
See Installation document to know how to get this.
Login and Access Advanced Settings
This section explains how to log in to the KloudHybrid application and access the Advanced Settings, which are crucial for configuring KloudHybrid according to your organization’s requirements. For detailed information about the browser and system requirements needed for optimal performance, please consult the System Requirements document.
If you are using the KloudHybrid app for the first time, use the URL received from Kloudspot to open the login page, this might look something like hybrid.kloudspot.com. If you’re not sure what your KloudHybrid URL is, please contact your Kloudspot representative
The login page of the KloudHybrid application is shown below on the web browser.
Click on the Single sign-on Button, if configured. If SSO is not yet configured, process to step #4 and login with your local admin credentials provided to you by your Kloudspot representative.
Note: If you are accessing KloudHybrid for the first time, you will not be able to log in using the Single Sign-On button. Instead, please use the username and password that you have received to log in.
Enter the provided Username and Password in the text box.
Click on Continue.
If you’re logging in with a local admin account, make sure to change the password after first login.
Click the settings menu in the menu bar of the newly opened page.
Click on Advanced Settings.
This will take you to the system configuration page where you will configure most system settings such as: location, SSO, check-in processes, health questionnaires, etc.
Note: Please note that the Configuration page is displayed when you log in with admin privileges, this button is not visible to users.
Refer to step 2 for instructions on performing additional configurations.
First-Time Setup
Objective
The next step of KloudHybrid configuration is to configure some one-time configurations that are essential for the smooth operation of KloudHybrid.
Audience
A technically aware person with the right to configure Kloudhybrid.
Prerequisites
The first essential task is to create your office in KloudHybrid, providing the foundation for managing your workspace efficiently.
To accomplish this, you will need a 2D map and 3D images of your office layout, allowing KloudHybrid to accurately represent your physical environment.
For detailed instructions on how to create a new office in KloudHybrid, please refer to the following sections.
Overview
Creating a hybrid office can revolutionize the way we work, offering a productive and flexible environment that blends physical and virtual spaces seamlessly. This innovative approach empowers organizations to adapt to evolving work dynamics. As you embark on the journey of building your own hybrid office, there are key elements that can transform your space into an efficient and harmonious ecosystem.
One essential element is the Location Hierarchy, which allows you to organize your office space in a structured manner. By importing Floor Maps, you can visualize and manage different areas within your office, maximizing their utilization. With Zone Creation, you can define specific regions and assign unique functionalities to each, creating a customized and tailored environment.
To enhance the immersive experience, Importing 360 Pictures adds a whole new dimension to your hybrid office. By incorporating Infospots, interactive elements that provide valuable information, you can engage and captivate users. Navigation Path simplifies movement within your office, making it easy for employees and visitors to navigate with ease.
The addition of Terminals ensures seamless connectivity and interaction, while Points of Interest (POIs) highlight significant areas or resources within your hybrid office. Lastly, miscellaneous settings allow for further customization and fine-tuning, ensuring your hybrid office perfectly aligns with your organization’s unique requirements.
By embracing these features and crafting your hybrid office, you can create an environment that fosters collaboration, boosts productivity, and adapts effortlessly to changing needs. Let’s explore each component and discover the remarkable possibilities that lie ahead as you embark on the exciting journey of creating your own hybrid office.
Kloudspot has a tired and hierarchical system for organizing sites. It is important to understand how your organization’s sites are organized globally and map that organization into the hierarchy explained below. The location hierarchy in the Kloudspot system is used to logically organize sites based on geographical location, this is also used in data aggregation metrics. So, for example, if you want to view occupancy data for all sites in America, you can view it as a whole.
Top regions: are the highest level of the hierarchy, they would normally be the country or region you are in, for example, the United States, or North America. You can have as many top regions as you like, and each top region can have any number of child regions or sites under it.
Child regions: are under the top regions in the hierarchy, they generally denote a state or territory, for example, California. You can create as many child regions as you need. Child regions can have both child regions and sites underneath them.
Sites: are where things really start to get interesting. Sites are generally specific locations, like 1285 Oakmead Parkway, Sunnyvale California (the Kloudspot HQ!). A site will generally be a specific building or location, with one or many floors.
Go to the locations menu from the Configuration Drop down menu.
Click, Create a region to get started. If this is not your first region, click + Top Region on the top right corner of the page.
Enter the Name of a region. Select the time zone from the drop-down menu where the new region is located. Other settings can be ignored for now.
Click Save. A top-level region has been added.
Click on the top-level region you just created, then click + Child Region on the top right corner of the page. Repeat steps 4 – 5 for the new child region.
Once the child region is added, click on the child region, Then, click + Child site. Repeat steps 3 – 4 for the new child site.
Click on the Site name, a Configuration window will open. Then fill in the Name, Address, and Time zone. When you enter an address, it will be reflected on the map, this may take a moment. Click Save.
Import Floor Maps
Click on the site name in the location hierarchy and navigate to the Floors tab. Click Add/Edit a floor, then click Add a floor.
Enter in a name for the floor and click the floor map area to upload your floor map. Ignore the Floor ID for now. Click Save.
Next, edit the floor orientation overlay on google map, as well as size, rotation, and scale. To do this, click the Add/Edit floor dropdown. Then click the icon. This will allow you to make edits to the map. Once you’re done making edits, click the Add/Edit floor drop down again, and click the icon to lock the map. Edits can be made in the upper right-hand corner of the map view as seen in the figure below.
Zone Creation
Zones are an important part of the location setup process, and you will need to create zones for each floor of each building you have configured in the system.
Zones are a way to logically group different elements placed on top of the floor map (such as hot desks and points of interest) or to designate specific areas of the floor map, such as an office, conference room, or cafeteria. In addition to this, zones are searchable so if enable wayfinding, users will be able to search for specific zones. Finally, zones can be used to set up booking neighborhoods, which allows employees of the same grouping to sit in designated zones (for example sales can only sit in the designated sales area).
In general, you will want to create separate zones for individual rooms such as conference rooms or offices, logical groups of cubicles, and open areas designated for specific purposes such as break rooms or restrooms.
Navigate to the zones tab. Click on the floor you want to add zones for. Click the ‘Add/Edit zones’ drop down and click ‘Add a zone’.
Once you do this, hover over the 2D map view with your mouse and begin to draw a zone. You can draw a zone by clicking to drop down a dot. Continue clicking until you have the entire area of the zone boxed in. You can terminate this sequence by clicking back on the first dot you dropped down.
Once the drawing sequence is completed, enter in the Zone Name, Capacity (optionally/if applicable), and color (if you want different zones to display with different colors on the floor map). Leave the other fields as default for now. The tag field can be used in the future to configure booking neighborhoods, as described in the Configuring Neighborhoods section.
Optionally, if needed, you can edit the zone area on the floor map. To do this, click the select a floor dropdown. Then click the unlock icon. This will allow you to make edits to the map. Once you’re done making edits, click the ‘select a floor’ drop down again, and click the lock icon to lock the map. Zones can be edited by clicking on the less transparent vertices of the zone and dragging them to the appropriate location. If you need to add a new vertex, click one of the more transparent vertices. This will add a new vertex to the zone polygon, which can be then moved to the appropriate location.
Importing 360 Pictures
360 pictures allow users to navigate in virtual space throughout the office, physically see where they might be sitting, create quick bookings in the 360 walkthroughs, and interact with colleagues in virtual space.
To import 360 images into the system, navigate to the Configuration > Location > Child Region > Infospots tab.
Select a floor from the drop-down menu.
Click Add Virtual Image from the Add/Edit Virtual Image drop-down menu.
Click where you want to add the virtual image on the floor map.
The Add / Update Virtual Image window will open.
Enter the Name for the virtual Image.
Specify the Type as 360° Image or Panorama. By default, “360° Image” is selected.
Upload your 360° or panorama image by clicking in the Click to select an image or Drop an image here area. Only PNG/JPG formats are supported. Click Save.
Click Save to make the changes:
After completing steps 1 -6 for all the virtual images, next we will add navigation between the different virtual images. To do this click on the Add/Edit Virtual Image drop-down, then click the icon.
Click the Add button in the top right corner of the virtual viewer that opens. Then click on the area of the image you wish to place the navigation point. Then, select the destination from the drop-down in the center bottom. Remember you can click and hold in this view to spin around.
Once you click on an area, an arrow will appear, as shown above, click on the arrow, and then at the bottom of the screen select the proper destination in the destination dropdown. This will enable users to navigate between the two virtual zones in the virtual viewer using the navigation points. Click Save. Repeat this step for all virtual images and all navigations.
Adding Infospots
Infospots are bookable spots at your site. To create infospots, navigate to the Location > click on your site > Infospots tab.
Select a floor from the drop-down menu.
Click Add Infospot from the Select a Infospot drop-down menu.
Click on the location on the floor map where you want to put the infospot.
The Add/Update Infospot dialog box is displayed.
At this point, there are multiple different types of infospots that can be added, such as Cubicle, Conference Room, Zoom Room, Webex Room, and Privacy Room. Please see the corresponding section below for more information about and how to configure the different types of infospot.
Cubicle
Cubicles are bookable seats configured in the system that are made available to bookable pool for the users.
Once the “Add/Update Infospot” dialog box is displayed follow the instructions below to complete the configuration for a cubicle.
Enter the Name for the infospot.
Specify Cubicle as the type in the drop-down menu.
Select the Presence of the infospot. By default, Both is selected. If Both is selected, the seat will be bookable by both physical and remote employees. If Physical is selected the seat will only be bookable to physical employees. If Virtual is selected, the seat will only be bookable to remote employees. If None is selected, the seat will not be bookable but will be input into the system for later use once the seat is returned to the bookable pool of seats.
Provide the tags by adding the keywords to identify the infospot. This step is optional.
Note: You can specify a department in Infospot by adding tags. For example, if you add the “Engineering” tag here, this infospot will only be visible to the user who is in engineering department.
Check out the Configuring Neighborhoods section to learn more about the user department.
Note: Tags can also be added to the infospot that describes additional details about the infospot, and make the infospot keyword searchable by the user. For example, you could add the tags, “Disability Accessible”, and “Docking Station”. So if a user searches for seats that are disability accessible or have a docking station, this seat will show up in the search.
Cubicles can be allocated to specific users by clicking the Allocate this desk for a specific user button. Then enter in the associated email address of the user that this desk will be allocated to.
Click Save to make the changes.
Conference Room
Conference rooms are integrated with conference rooms set up in outlook & azure to make them visible to the KloudHybrid system. The Microsoft Graph API needs to be integrated to use conference rooms. Once you do this, the conference room will be bookable In KloudHybrid, and will have a bidirectional sync with user calendars.
Once the Add/Update Infospot dialog box is displayed follow the instructions below to complete the configuration for a cubicle.
Enter the Name for the infospot.
Specify Conference Room as the type in the drop-down menu.
Assign a Conference Room from the dropdown menu.
Leave the Presence as its default Both.
Optionally, add tags to the conference room to make the conference room searchable by attributes. Click Save.
Zoom Room
Zoom room infospots can be added so that users can join a zoom room link from the virtual walkthrough mode after booking into a meeting as seen below.
Enter the Name for the infospot.
Specify Zoom Room as the type in the drop down menu.
Leave the Presence as it’s default Both.
Enter zoom Link to the text box.
Optionally, add tags to the conference room to make conference room searchable by attributes. Click Save.
Webex Room
Webex room infospots can be added so that users can join a webex room link from the virtual walkthrough mode after booking into a meeting as seen below.
Enter the Name for the infospot.
Specify Webex Room as the type in the drop down menu.
Leave the Presence as it’s default Both.
Enter Webex Link to the text box.
Optionally, add tags to the conference room to make conference room searchable by attributes. Click Save.
Privacy Room
Privacy rooms are separate rooms build for privacy or focus rooms. These rooms are bookable in the same way cubicles are bookable but allow users to search for more private spaces to book.
Once the Add/Update Infospot dialog box is displayed follow the instructions below to complete the configuration for a cubicle.
Enter the Name for the infospot.
Specify Privacy Room as the type in the drop down menu.
Select the Presence of the infospot. By default, Both is selected. If Both is selected, the seat will be bookable by both physical and remote employees. If Physical is selected the seat will only be bookable to physical employees. If Virtual is selected, the seat will only be bookable to remote employees. If None is selected, the seat will not be bookable but will be input into the system for later use once the seat is returned to the bookable pool of seats.
Provide the tags by adding the keywords to identify the infospot. This step is optional.
Note: You can specify a department in Infospot by adding tags. For example, if you add the Engineering tag here, this infospot will only be visible to the user who is tagged under the engineering department.
Check out the Configuring Neighborhoods section to learn more about the user department.
Note: Tags can also be added to the Infospot that describes additional details about the Infospot, and make the Infospot keyword searchable by the user. For example, you could add the tags, Disability Accessible, and Docking Station. So if a user searches for seats that are disability accessible or have a docking station, this seat will show up in the search.
Click Save to make the changes.
Camera Infospot
Cameras can be added as infospots in the same way that cubicles and conference rooms can. This allows the hybrid workspace to view live camera feeds.
Once the Add/Update Infospot dialog box is displayed follow the instructions below to complete the configuration for a camera Infospot.
Enter the Name of the infospot.
Specify the Camera as the type in the drop-down menu.
Then select the previously added camera from the drop-down list.
Geo location will take automatically.
Tags can be added if required. Then click the Save button.
Finally, to complete the setup of the infospots, we need to map them to the virtual images.
Click on an Infospot. Select Map to the virtual image from the popup window that appears.
Then select the correct virtual image from the drop down in the top right corner of the window that opens.
Click on the location where you want to place the infospot. Click save.
Once mapped, the infospot will fill in to signify it has been mapped.
Navigation Path
The navigation path is an optional piece of configuration that is used if wayfinding terminals are being used. The navigation path will be used to find paths between the user and their desired location.
Once you have configured the navigation path, if you wish to deploy the wayfinding application to a screen, please see the Deploying Hybrid Wayfinding to a Screen section.
To configure the navigation path, navigate to the Advanced Settings page, then to Configuration -> Locations -> click on your site -> Navigation Path.
Select a floor from the drop-down menu.
Click Add/Edit Navigation Path.
Select the Add Marker and click the map to place the marker.
Provide the link between the markers using Add Link icon. You can also hold the Shift key while adding markers and automatically add lines between them.
Note: You can clear the selection, delete the added markers/links, or clear the entire path by clicking on icons located at the top right corner of the map.
Click Save button to save the changes.
Adding Terminals
Terminals that will be used by the system for wayfinding must be added to the location editor. Ensure you have the first setup of the terminal in KloudManage and connected KloudInsights to KloudManage before completing this step. The documentation process for this is not separate from the KloudHybrid administrator guide, so please view the relevant documentation for details.
To configure the navigation path, navigate to the Advanced Settings page, then to Configuration -> Locations -> Terminals.
Select a floor and a zone from the drop-down menu.
Click Add a Terminal from the Select a Terminal drop-down menu.
The Add/Update Display Terminal dialog box is displayed. Select the display terminal drop-down menu.
Optionally, add an icon on the map by selecting or dragging and dropping an image of .png format in the provided text box.
Click Save to save the changes.
Adding POIs
POIs are used by the system for wayfinding purposes or to search assets. POIs can be anything from printers, coffee machines, restrooms, or any other fixed location assets. Navigate to the POI tab by heading to the location editor, and then click the POI tab.
Select a floor and a zone from the drop-down menu.
Check the checkbox, to show the names of the POIs.
Click Add/Edit a POI from the Select a POI drop-down menu.
The Add/Update the POI dialog box is displayed. Enter the Name for a POI.
Provide the tags by adding the keywords to identify the POI. This step is optional.
Optionally, add an icon on the map by selecting or dragging and dropping an image of .png format in the provided text box.
Click Save to make the changes.
Drag the new icon to the correct position on the map.
Other miscellaneous Settings for Hybrid office
In the pursuit of creating a fully optimized and technologically advanced hybrid office, there are additional miscellaneous settings that can further enhance the functionality and efficiency of your workspace. These settings encompass the integration of Access Points, Cameras, and Environmental Sensors, offering a comprehensive solution to meet your organization’s specific needs.
Subsections of Other miscellaneous Settings for Hybrid office
Access Points
It displays the Access Points (AP) of a zone.
The ‘Add/Update AP’ allows you to add or edit access points.
To add an access point:
Select a floor and a zone from the drop-down menu.
Check the checkbox, ‘Show name on map’ to show the added POI on the map.
Click Add AP from the ‘Select an AP’ drop-down menu.
The ‘Add/Update AP’ dialog box is displayed.
Enter the ‘Name’ for an AP.
Enter the MAC address in a valid format as xx:xx:xx:xx:xx:xx
Geographical location will be selected automatically from the map.
Check the provided checkboxes as per your need.
Click to modify the ‘Wifi RSSI to Distance conversion’ to set the RSSI distance mapping for trilateration and update it.
Click to modify the ‘BLE RSSI to Distance conversion’ to update it.
Add an icon on the map by selecting or dragging and dropping an image of .png format in the provided text box.
Click Save to make the changes.
You have the option to delete or make changes using the delete and edit buttons.
Camera
It displays the available cameras in a zone.
The ‘Add/Edit a Camera’ allows you to add a camera.
To add a camera:
Select a floor and a zone from the drop-down menu.
Click Add a Camera from the ‘Select a Camera’ drop-down menu.
The ‘Add/Update Camera’ dialog box is displayed.
Select the Camera Vendor from the drop-down menu. By default, Kloudspot is selected.
Select a Camera from the drop-down menu and check the check box based on the camera location.
Geographical location will be selected automatically from the map.
Add an icon on the map by selecting or dragging and dropping an image of .png format in the provided text box.
Add a camera image by selecting or dragging and dropping an image of .png format (should be less than 1080*1080 pixels) in the provided text box. Please note that the image should be uploaded with the same aspect ratio as seen by the camera.
Click Save to save the changes.
You have the option to delete or make changes using the delete and edit buttons.
Environmental Sensors
It displays the Environmental Sensors in a zone.
The ‘Add/Edit an Environmental Sensor’ tab allows you to add Environmental Sensors.
To add an environmental sensor:
Select a floor and a zone from the drop-down menu.
Click Add an Environmental Sensor from the ‘Select an Environmental Sensor’ drop-down menu.
The ‘Add/Update Environmental Sensor’ dialog box is displayed.
Specify the mandatory sensor name.
Type the ‘Description’ for a sensor.
Geographical location will be selected automatically from the map.
Add an icon on the map by selecting or dragging and dropping an image of .png format in the provided text box.
Click Save to make the changes.
You have the option to delete or make changes using the delete and edit buttons.
Connecting to your Infrastructure
Once you have successfully created your hybrid office in KloudHybrid, the next crucial step is to establish seamless connectivity between KloudHybrid and your existing infrastructure. This enables the application to efficiently interact with your established systems and streamline various processes.
KloudHybrid offers two providers, namely OKTA and Microsoft, for establishing this connection. You can choose the provider that aligns best with your organization’s requirements and infrastructure.
Overview
In this Section, we will explore various aspects of establishing connections to your infrastructure, ensuring seamless integration and communication within your systems. We will cover essential topics such as SCIM setup, Microsoft Graph API integration, email (SMTP) setup, SMS setup, application integrations, external authentication, and other valuable integrations. Whether you’re looking to streamline your operations or enhance the functionality of your infrastructure, this section will provide you with the necessary insights and instructions to successfully connect your systems and optimize your workflows.
SCIM makes user data more secure and simplifies the user experience by automating the user identify lifecycle management process. With the addition of SCIM integration, user identifies can be created directly in a tool such as OKTA or Azure. Since it is a standard, user data is stored in a consistent way and can be communicated between the user management system and KloudHybrid. This enables IT departments to automate the provisioning/deprovisioning process while also having a single system to manage permissions and groups. Since user data is transferred automatically and communicated between the two systems, risk of errors is reduced.
Currently, KloudHybrid supports the following features when integrated with SCIM:
Create users: Users in OKTA that are assigned to the KloudHybrid app will automatically be created in KloudHybrid.
Update user attributes: Any changes to users in OKTA will automatically be made to the associated KloudHybrid user.
Deactivate users: Users deactivated in OKTA or un-assigned from the app will be disabled in KloudHybrid.
Obtain the Provisioning API credentials from KloudHybrid. In the ‘Advanced’ user interface, go to Configuration -> Integrations -> External Authentication. Enable SCIM Provisioning and click save.
NOTE: A random password will be generated by the system. You can either use the default username and password or create your own.
Configure SCIM in either OKTA or Azure, see the sections below for instructions.
Enabling SCIM in OKTA
The System for Cross-domain Identity Management (SCIM) specification is a provisioning protocol to create, retrieve, update, and deactivate users and groups between Okta and Hybrid application.
To enable SCIM in OKTA. Follow the steps below.
Navigate to Advance Settings and then go to Configuration > Integrations > External Authentication.
Make sure OKTA is selected in the provider and SAML 2.0 in the protocol.
Scroll down and enable SCIM provisioning. In the text box that opens, enter Username and Password. And save the changes.
Note: The username and password are decided by you and the Tenant URL and Secret token will be generated accordingly.
After saving the changes. Log out of the Hybrid app and double-check that the single sign on button is functional.
Then log in to your OKTA account.
Click on Applications and from the drop-down select Applications.
Select the same application that was created when the single sign-on button was integrated. Refer Configure SAML with OKTA section for more details.
In the window that opens, click on the Provisioning tab. And click Configure API Integration button.
Check the Enable API integration, then in the text box that opens, enter the same username and password that you entered in the Hybrid Advanced settings.
Then click on the Test API Credentials button to verify the Application.
Once verified, you will be notified that the application has been verified successfully. If not, double-check the single sign-on configuration.
Then navigate to To App > Edit and check the three check boxes and click Save.
Note: Only the To App option is currently operational. This means that users who add to the OKTA application will also be added to the hybrid application.
SCIM in OKTA is added successfully.
Enabling SCIM IN Azure
To enable SCIM in Azure. Follow the steps below.
Navigate to Advance Settings and then go to Configuration > Integrations > External Authentication.
Make sure Microsoft is selected in the provider and SAML V2.0 in the protocol.
Scroll down and enable SCIM provisioning. In the text box that opens, enter Username and Password. And save the changes.
Note: The username and password are decided by you and the Tenant URL and Secret token will be generated accordingly.
After saving the changes. Log out of the Hybrid app and double-check that the single sign on button is functional. If functional continue with steps below. Otherwise refer Configure SAML with Microsoft Azure AD section for configure SAML with Microsoft.
Click on Azure Activity Directory from the Azure services options as shown below.
Locate and click on the Enterprise Applications on the Window.
Select the same application that was created when the single sign-on button was integrated.
Then click on the Get Started button from the Provision User Account.
openAgain, click on Get started button from the window that open.
Select the Automatic provisioning mode from the drop-down list. Then copy and paste the Tenant URL and Secret Token from the Hybrid Advanced settings.
Then Click on Test Connection button to authorize the connection.
Once authorized, you will be notified that the credentials have been authorized successfully. If not, double-check the single sign-on configuration. Refer Configure SAML with Microsoft Azure AD for more details.
Click on Save button.
Then navigate to Provisioning > Edit Provisioning > Mappings > Provision Azure Active Directory Groups.
Disable it and click Save.
Note: Only newly created user information will be added to the hybrid automatically. No new groups will be added.
Then click on Azure Active Directory Users. Make sure Create, Update and Delete are enabled in the target object actions.
Click on Save button. SCIM in Microsoft Azure is added successfully.
Other Integrations
The “Integrations” page offers a convenient and versatile platform for configuring various aspects of your system. This page allows you to seamlessly integrate and customize applications, and communications. With these powerful features at your disposal, you can optimize your workflow, enhance communication, and ensure secure access to your system.
The following 3 options are related to KloudHybrid.
Voice Mail Settings: Helps in configuring the Voicemail provider to send messages and notifications to users.
Social Profile Integration: Helps to interact with devices connected to the network.
Kloudspot Device Management Settings: It helps to integrate the KloudSpot NMS service with KloudHybrid.
Voice Mail Settings
Get the Authentication ID, Authentication Token, Application base URL and Caller ID from the Voice Mail provider and enter it.
Write “Greeting Message” in the text box. The message is read-only when the customer presses 1.
Select “Language”, “Voice” and “Number of times to read the message” from the dropdown menu.
Click the Save button to save the changes.
Social Profile Integration
To integrate a social profile, enter the API Key and Application base URL and save the changes.
Kloudspot Device Management Settings
To integrate NMS with Hybrid workspace, 3 credentials are required.
Portal Base URL
API ID
API Secret Key
Get these Credentials from the NMS account and past it here.
Then Click on the Save & Test button to save the changes.
Communications tab
The following options are available from the Communications tab.
Email Settings: Helps in configuring the Email provider to send messages and notifications to users.
SMS Settings: Helps in configuring the SMS provider to send messages and notifications to users.
Ticketing Settings: N/A
System Health Alerts: Helps in the configuration of methods for sending System Health notifications.
Email Settings
Check the enable check box.
Obtain the provider’s Host Name, Port, Username, and Password and enter them.
Then type “from email” and “from the name” into the appropriate fields.
If necessary, an email test can be performed by providing a test email ID.
Click on Save
SMS Settings
To enable SMS settings, check the Enable check box.
Select the provider from the dropdown menu.
Enter the sender’s phone number in the “Phone number to send from” text box.
In the text box, enter the provider’s “Account key” and “Account Secret”.
If necessary, a SMS test can be performed by providing a test phone number.
Click on Save.
System Health Alerts
Helps to receive system health-related notifications.
Enable email notifications and add the email ID to receive the notification.
Enable webhook notifications to receive notifications and select the desired webhook type.
Then add a webhook Link.
Click the Save button to save the changes.
External Authentication
After SCIM configuration you can configure your external authentication setup. By enabling external authentication, you’ll empower your users to experience the convenience of one-click sign-ins, enhancing their access to your hybrid application’s features. KloudHybrid offers robust support for major SSO providers such as OKTA and Microsoft, along with comprehensive compatibility with OpenID Connect and SAML v2.0 protocols.
To find the External Authentication page, navigate to the Advanced Settings Page, then go to Configuration -> Integrations -> External Authentication.
Following the steps below to set up Okta and OpenID connect.
Check OKTA for the Provider option and for the Protocol click on OpenID Connect.
Log in to your OKTA account.
Click on Applications and from the drop-down select Applications.
Click on Create App Integration.
As shown in the figure below, Check OIDC- OpenID Connect as the Sign-in Method and Web Application as the Application type and click on Next.
On the next page perform the following steps:
Enter an App Name in the App Integration Name section.
- Copy the Sign-in redirect URLs from OKTA, and paste that URL into the Redirect URL field in KloudHybrid.
- Assignments: Scroll down the page to Assignments and click on Limited access to selected groups from the Controlled Access options.
- Selected group(s): Enter the name of the group to grant Admin access to the application created.
- Click on Save to save the configurations.
Once the Application is created successfully, the following window appears. It has detailed information for the Application.
**a. General:**
- Client Credentials: Copy the Client Id and Client Secret information and enter the same information in Insights as shown in the figure below. Also, enter the name for ROLE ADMIN as shown in the figure below.
NOTE: This ROLE ADMIN name is the group of users in the Okta portal, which will be assigned the ADMIN role once logged into the Hybrid App.
- General Settings: Enter the same Okta domain name in the Okta domain section on the “External Authentication” page in Insights as shown in the figure above.
- User Consent: The Require Consent option is checked by default, deselect if you don’t wish to require user consent to data sharing with the KloudHybrid application.
b.Sign-on: Click on Sign-on
- OpenID Connect ID Token: Scroll down and click on Edit.
- In the Groups claim filter section, select the Start with option. Then type the prefix of the group to be added (Eg.Ks-). Click on Save.
Finally. Open KloudManage. In the role mapping section, add the same name as in the OKTA group (Eg. Ks-admin). Additionally, you can set the following settings in the “Role Mapping” section.
Default Role: This is the role/permission set that SSO users will be assigned to by default the first time they login (unless other role mappings apply). The default system configuration for this is ROLE_USER, which will give all SSO users user permissions by default.
ROLE_MANAGER: If you have configured a specific group in OKTA that you would like to assign manager permissions, set this field. See the User & Permission Management section for additional details
ROLE_ADMIN: If you have configured a specific group in OKTA that you would like to assign admin permissions, set this field. See the User & Permission Management section for additional details.
ROLE_USER: If you have configured a specific group in OKTA that you would like to assign user permissions, set this field. See the User & Permission Management section for additional details.
ROLE_CUSTOM: If you have configured a specific group in OKTA that you would like to assign a custom role, set this field. See the User & Permission Management section for additional details.
ROLE_XXXX: If you have configured a specific group in OKTA that you would like to assign a specific role, set this fields. See the User & Permission Management section for additional details. XXXX represents the role name to be added.
Click on save. This allows you to login into KloudHybrid with OKTA OpenID Connect with a single click.
Configure SAML with OKTA
Check OKTA from the Provider option and for the Protocol select SAML V2.0 as shown in the figure below.
Log in to your OKTA account.
Click on Applications and from the drop-down select Applications.
Click on Applications and select Browse App Catalog.
Search for KloudHybrid in the Browse app integration catalog window that opens.
Select the KloudHybrid option with SAML, provisioning.
The KloudHybrid window will open. Then click on Add.
In the Add KloudHybrid window, type the Application label (Eg. KloudHybrid) under General Settings. Also, copy and paste the Base URL from the KloudHybrid application. This will look something like “https://xxxx.yyyy.kloudspot.com”.
Click on Done in OKTA.
In the next window, click on the Assign button at the bottom of the Assignments tab. Select Assign to groups from the drop-down menu that appears.
A popup window will open. From there, assign the groups that will have access to the KloudHybrid Application.
Click on Done.
Then select the sign-on tab. In it, scroll down and click on the View Setup Instructions button.
Then a new tab will open. You will be able to complete the configuration by following the instructions given in it.
Copy the Identity Provider single sign-on-URL, Identity provider Issuer and X.509 verification certificate and paste them into KloudHybrid, respectively.
Click on the Edit button in the sign-on tab to configure SAML 2.0.
In the Groups drop-down menu, select the Start with option. Then type the prefix of the group to be added (Eg.Ks-)
Click on Azure Activity Directory from the Azure services options as shown below.
Locate and click on the App registrations on the Window.
Click on New registration on the page.
Enter the information in the blanks to create a new registration.
Name: enter a name for the application.
Supported account types: Select, Accounts in this organizational directory only
Redirect URL (optional): Choose Web copy the Redirect URL from the Properties to cut/paste to Identity Provider section in Hybrid. Paste this URL into the Redirect URL in Azure.
Go back to the home page and click on Overview for login information on the new application created. Pick information from the Essentials section as mentioned in the figure below and place that information in KloudHybrid.
Assigning IDs in Insights
The Tenant ID and Client Id in KloudHybrid will be the same as that on the Azure portal (map Application (Client) ID and Directory (tenant) ID in Azure to Client ID and Tenant ID in KloudHybrid, respectively). Click on Save to save the configuration.
To create a Client Secret, go to Azure portal, click on Certificates & secrets and then click on + New client secret. Click on Add.
Copy the Client secret and paste it in the Client secret section in External Authentication in KloudHybrid.
Token Configuration: Click on Token configuration, click on +Add groups claim and Select Security groups. Click on Add.
Copy the Object ID and paste it in the ADMIN ROLE KloudHybrid Role Mapping section as shown in the figure below. The Object ID for the group of Users specified in KloudHybrid will have an ADMIN Role assigned to them when logged in Hybrid App.
Logout of the KloudHybrid portal. This allows you to log in with a single click, as shown in the figure below.
Configure SAML with Microsoft Azure AD
Check Microsoft from the Provider option and for the Protocol select SAML V2.0 as shown in the figure below.
Click on Azure Activity Directory from the Azure services options as shown below.
Locate and click on the Enterprise Applications on the Window.
Click on +New Application.
Click on Create your own application and enter a name for the new application. Click on Create.
On successfully creating the application, in this case KH-Demo, the following page is displayed. Click on Assign users and groups to provide specific users access to the application.
Click on Users and groups and select Users or groups from the list and click on Select as shown in the figure below.
On selecting the users and groups, click on Assign.
Refresh the page and the newly created application i.e KH-Demo will be added to the list of All applications.
Click on the newly created application (in this case KH-Demo), hover over Set up single sign on and click on Get started.
Click on SAML to set up a single sign on.
a. Basic SAML Configuration: Click on Edit from the Basic SAML Configuration section and fill in the information on the following page.
- Fill in the details to configure SAML as explained below and click on Save. Once it’s saved click ‘X’ on the top right corner of the page to close.
- The information such as Identifier (Entity ID), Reply URL, Sign-On URL is the same as it’s available in the KloudHybrid portal as shown in the figure below.
b. User Attributes and claims: Click on edit.
- As shown in the figure below, click on + Add a group claim and select Groups assigned to the application, click on Save and close the window by clicking on ‘X’ on the top right.
c. SAML Signing certificate: Click on Download the ‘Certificate (Base64)’.
- Upload the downloaded certificate in Insights as shown in the figure below.
d. Set up KH-Demo (the application name):
- From this section, copy the URLs for Login URL and Azure AD Identifier and paste it in Insights as shown in the figure below.
Click on Users and groups to assign Admin role in Hybrid Application. Select a group of users from the list.
Copy the Object ID and paste it in the ADMIN ROLE hybrid Role Mapping section as shown in the figure below. The Object ID for Group of Users specified in hybrid will have an ADMIN Role assigned to them when logged in Hybrid App.
After filling in all the details, click on Save on the top right to save the configurations. And log out of KloudHybrid.
Login with a single click on Sign in with Microsoft SAML (SAML) as shown in the figure below.
Configuring Calendar Integration with KloudHybrid
In this step, we will guide you through the process of connecting your organization’s calendar to KloudHybrid. By establishing this connection, you can effortlessly synchronize meeting details, ensuring a seamless experience across the KloudHybrid application, including the homepage and My Schedule section.
To begin, it is essential to connect your preferred calendar system to KloudHybrid. Currently, KloudHybrid supports two calendar providers: Microsoft Outlook Calendar and Google Calendar. You can choose the one that suits your organization’s needs best.
Please note that only one calendar can be displayed at a time in KloudHybrid. Carefully consider your requirements and preferences before proceeding with the configuration.
For Microsoft Outlook Calendar integration, refer to the comprehensive Microsoft Graph API document given below. This document contains detailed instructions on how to configure the integration successfully.
Alternatively, if you opt for Google Calendar integration, refer to the dedicated [Google Calendar Integration document(/kloudhybrid/adminguide1/step2/calendarintegration/googlecalendar/)] given below. This guide will walk you through the steps to seamlessly configure the integration.
Subsections of Configuring Calendar Integration with KloudHybrid
Microsoft Graph API
Integration with the Microsoft Graph API is required for integration with user calendars. Without this integration, upcoming user meetings will not show up on the home page, conference room bookings made in ‘Kloudspot Hybrid Work’ will not sync to a user’s Outlook calendar, and vice versa.
To find the App integration page, navigate to the Advanced Settings Page, then go to Configuration -> Hybrid Settings-> Application Integrations.
Click on Azure Activity Directory from the Azure services options as shown below.
Locate and click on the App Registration on the menu bar.
Click on +New registration on the page.
Enter the information in the blanks to create a new registration.
Name: enter a name for the application.
Supported account types: Select the option as shown in the figure below.
Click on Register.
Go back to the home page and click on Overview for login information on the new application created. Copy information from the Essentials and paste it into the KloudHybrid configuration.
The Directory (Tenant ID) and Application (Client) Id in KloudHybrid will be the same as those on the Azure portal.
Next, we will create a client secret in Azure and past that into KloudHybrid.
To create a Client Secret, go to the Azure portal, click on Certificates & secrets and then click on + New client secret.
Enter the description and click on Add.
Copy the Value and paste it into the Client secret section in Microsoft Graph API Access in KloudHybrid.
Creating API Permissions
Go to the Azure portal, click on API Permissions and then click on + Add permission.
The Request API permissions tab will open. in that, Click on the Microsoft graph button.
In the window that appears, select the Applications permissions option.
A list of permissions will appear. Scroll down and check the calendar ReadWrite option from the calendars dropdown menu.
Click on Add permissions button to add calendar permission.
Scroll down again and check the Place Read All options in the place dropdown menu.
Click on Add permissions button to add place permission.
The newly added permissions are visible in the configured permission list. To authorize newly added permissions. Click on the Grant Admin Consent button and click Yes in the popup window that appears.
Then the permission status will be changed from not granted to Granted.
Calendar has been successfully configured.
Once the calendar is added. The information that is added to the calendar will be displayed in the KloudHybrid.
Google Calender Integration
Overview:
This comprehensive document serves as a step-by-step guide to seamlessly integrate Google Calendar into the KloudHybrid application. It provides the necessary information on prerequisites and integration steps.
Scope:
The integration focuses on leveraging the powerful features of the Google Calendar API to empower users in accessing, events within the application effortlessly.
Intended Audience:
This documentation is intended for experienced developers and technical personnel who are responsible for integrating the Google Calendar functionality into KloudHybrid. Familiarity with web development and API integration is assumed.
Prerequisites:
Google Workspace Admin Account:
To begin the integration process, you must have administrative access to a Google Workspace account with the necessary permissions to add users and manage settings.
Google Cloud Platform Account:
You will need a Google Cloud Platform account to create a project and a service account for accessing the Google Calendar API.
KloudHybrid Admin Account:
Access to the KloudHybrid admin account is required to configure the integration settings and enable the usage of the Google Calendar API within KloudHybrid.
Integration Steps:
Follow the step-by-step instructions below to successfully integrate Google Calendar into KloudHybrid.
Step 1: Add Users in Google Workspace Admin Console:
To initiate the integration, proceed with adding the required users to the Google Workspace admin console, following these steps:
Access the Google Workspace admin console by navigating to admin.google.com.
Utilize administrative privileges to add the designated users who will utilize the Google Calendar functionality within KloudHybrid.
Step 2: Create a Project in Google Cloud Console:
After adding the necessary users, continue with the following steps to create a project in the Google Cloud console:
These steps ensure that the necessary configurations are made on the admin side to enable seamless integration of Google Calendar into KloudHybrid.
Making a Calendar Available to the Public:
To make a calendar available to the public, follow these steps:
Note: This step is mandatory for all users and admins to complete.
Open the Google Calendar.
Navigate to “Settings and sharing” from “My Calendar”.
In the opened window, select the “Make available to public” option.
Choose the desired level of access you wish to grant to the public. For example, selecting “See all event details”.
Sharing a Calendar with Specific People or Groups:
To share a calendar with specific individuals or groups, perform the following actions:
Scroll down and click on the "+ Add people and group" button.
In the popup window, copy and paste the client email obtained from the JSON key file into the email column.
From the permissions dropdown list, select either “See all event details” or “Make changes and manage sharing”.
Click the “Send” button to finalize the sharing process.
After all these configurations you can see Google calendar events on your Hybrid homepage and calendar page.
Configuring Email and SMS Providers for Notifications
To ensure seamless communication and stay updated with important notifications from the Hybrid application, it is crucial to set up the email and SMS provider information. By configuring your organization’s preferred provider, you can receive timely alerts and stay informed about essential events.
In this step, you will need to enter the necessary details of your organization’s preferred email and SMS provider. These details will be used to establish a connection between KloudHybrid and the chosen provider.
For setting up the email notifications, refer to the comprehensive Email (SMTP) Setup document. This guide provides detailed instructions on how to configure the email provider successfully.
If you also wish to receive SMS notifications, refer to the dedicated SMS Setup document. This guide will walk you through the steps to configure the SMS provider and enable SMS notifications.
Subsections of Configuring Email and SMS Providers for Notifications
Email (SMTP) Setup
To enable email notifications in the system, first an SMTP server must be added. If no SMTP server is added, users will not receive notifications about upcoming bookings, cancellations, or check-in reminders. Guests will not receive instruction emails letting them know how to get on site. Administrators will not receive any reports that are configured to automatically send via email.
Navigate to the Advanced Settings page, then to Configuration -> Integrations -> Communications. Check the enable check box under Email settings as seen in the figure below.
Obtain the provider’s Host Name, Port, Username, and Password from the SMTP server you are using and enter them in the associated fields below.
Then type “from email” and “from the name” into the appropriate fields. This will be the email address & from the name users see emails coming from when they receive notifications.
Check TLS/SSL if your SMTP server is configured to use these protocols.
Enter your email address into the “Send a test email to ….” Field, and click Save & Test. You should receive an email from the system. If not, check to make sure the values entered in steps 2 – 4 are correct.
SMS Setup
To enable SMS notifications in the system, first an SMS provider must be added. If no SMS provider is added, users will not receive notifications about upcoming bookings, cancellations, or check-in reminders.
Navigate to the Advanced Settings page, then to Configuration -> Integrations -> Communications. To enable SMS settings, check the enable check box.
Select the provider from the dropdown menu.
Different providers will have different required fields. Get the information from your SMS provider and copy it into the fields in the system.
Enter the sender’s phone number in the “Phone number to send from” text box.
Enter your phone number into the “Send test SMS to ….” Field, and click “Save & Test”. You should receive a SMS from the system. If not, check to make sure the values entered in steps 2 – 4 are correct.
Configuring the Check-in Process
In this section, we will explore how to configure the check-in process for employees or visitors who have booked seats through the KloudHybrid app. By setting up various check-in options, you can offer a seamless and convenient experience for your users. KloudHybrid provides five ways to enable check-in, each tailored to suit different preferences and needs.
To ensure a smooth check-in process, you have the flexibility to choose from five different check-in methods:
a. Self-Check-in
b. QR Code Site Check-in
c. QR Code Desk Check-in
d. Lobby Scan Check-in
e. Badge Check-in
Depending on your organization’s requirements, you can enable one or multiple check-in methods to provide diverse options for users.
To understand how to configure the check-in process effectively, follow the steps given below. This guide will walk you through the steps to set up and customize each check-in method according to your preferences.
The check-in process will define how an employee completes their desk booking process. Confirming that they are using the seat, made it to where they were going, and completed any requisite procedures before continuing.
Kloudspot has multiple check-in processes that can be configured in the system based on your needs. In this section, we will describe all the different options available for the check-in procedure and discuss how to configure and deploy them. The different check-in processes are as follows:
Self-Check-in
QR Code site check-in
QR Code desk check-in
Lobby scan check-in
Badge check-in
Before proceeding it’s important to understand the various stages of the entire booking process.
The first stage of the booking process is for a user to go in and create the actual booking. This is where they will make their site, seat, time, and date selections, and then reserve that seat for the given time.
The next stage of the booking process is the health questionnaire. This is generally completed before an employee has come onto the site to check-in. Employees are notified if they are cleared to head into the site or not based on their responses to the health questionnaire. It’s also important to note that this is an optional step, and administrators can configure the system to skip directly to step #3.
The final step of the booking process is the check-in process, which is what this section discusses. The check-in process you configure has no bearing on steps #1 or #2, and you can configure those stages separately, as discussed in other sections.
Self-Check-in
The self-check-in process is the simplest of all check-in procedures, it simply involves the user confirming their booking at the time of check-in. This is done by simply clicking the self-check-in button that appears on the application home screen at the time of check-in, as seen below.
Once the user has clicked the self-check-in button, the process is complete, they will be notified through the application that their check-in process is complete, and they can feel free to exit the application and continue with their day.
To configure self-check in, navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings -> scroll down to Check-in Settings.
Next, if checked, uncheck Kiosk Check-in, and check Check-in without QR code scan, as seen in the below figure.
Finally, click the save button at the top of the Hybrid Settings page as seen below.
QR Code Site Check-in
The site QR code check-in process is where a global site QR code is pasted either in the lobby, or around the office at key entry points. When users enter the site, they pull out their mobile application, proceed to the check-in process, and scan the global site QR code. Once they do this, their check-in process is complete, they will be notified through the application that their check-in process is complete, and they can feel free to exit the application and continue with their day.
From the user perspective, they will click the “Self Check-in” button on the home page at the time of check-in.
The user will then be redirected to a QR code scan in page:
The user will then need to point their camera at the QR code, the QR code will be automatically detected & scanned by the application (when made visible). As soon as the QR code gets scanned by the application, the check-in process is complete.
To set up QR Code Site Check-in:
To configure self-check in, navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings -> scroll down to Check-in Settings.
Next, uncheck Kiosk Check-in, and uncheck Check-in without QR code scan, as seen in the below figure
Next, click the save button at the top of the Hybrid Settings page as seen below.
Then, navigate to the Advanced Settings page, then to Configuration -> Locations -> Infospots page.
Click the Generate QR Codes button.
This will redirect you to a page with many QR codes. At the top of the web page, there will be smaller QR codes that are marked for specific infospots. At the very bottom of the page, there will be a single large QR code, which is the site QR code. Print this large QR code out and paste it around you site. This will be the QR code that users will need to scan to check-in
QR Code Desk Check-in
The desk QR code check-in process is where a QR code is pasted in every bookable seat. When users enter the site they head to their reserved seat. Once they are at their seat, they pull out their mobile application, proceed to the check-in process, and scan the desk QR code. Once they do this, their check-in process is complete, they will be notified through the application that their check-in process is complete, and they can feel free to exit the application and continue with their day.
From the user perspective, they will click the “Self Check-in” button on the home page at the time of check-in.
The user will then be redirected to a QR code scan in the page:
The user will then need to point their camera at the QR code, the QR code will be automatically detected & scanned by the application (when made visible). As soon as the QR code gets scanned by the application, the check-in process is complete.
To set up QR Code Desk Check-in:
To configure self-check in, navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings -> scroll down to Check-in Settings.
Next, uncheck Kiosk Check-in, and uncheck Check-in without QR code scan, as seen in the below figure
Next, click the save button at the top of the Hybrid Settings page as seen below.
Then, navigate to the Advanced Settings page, then to Configuration -> Locations -> Infospots page.
Click the Generate QR Codes button.
This will redirect you to a page with many QR codes. At the top of the web page, there will be smaller QR codes that are marked for specific infospots. At the very bottom of the page, there will be a single large QR code, which is the site QR code. Print out the smaller QR codes and paste them on or around their associated desk.
Lobby Scan Check-in
The lobby scan check-in process is where, at the time of check in, the user will open their application, be given a QR code on the application, and then present the QR code to a tablet setup as a scanner in the lobby. This is a very similar process that airlines employ with boarding pass QR codes and at-the-gate scanning.
From the user perspective they will open their application, click the Lobby Check-in button.
The user will then be presented with a pop-up asking them to present the QR code to the lobby scanner:
They will display this QR code to the tablet in the lobby, the same as you would when you’re in the airport. Once they do this, their check-in process is complete, they will be notified through the application that their check-in process is complete, and they can feel free to exit the application and continue with their day.
To set up Lobby Scan Check-in:
To configure self-check in, navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings -> scroll down to Check-in Settings.
Next, check Kiosk Check-in, as seen in the below figure
Next, click the save button at the top of the Hybrid Settings page as seen below.
Then, navigate to the Advanced Settings page, then to Configuration -> Locations -> Infospots page.
Click Site Kiosk URL, copy the given URL, and paste it into the lobby kiosks browser. It will open a scanning & lobby management application. The web page opened can also function as a progressive web app, that can be downloaded onto the device.
Badge Check-in
Badge check-in is where an employee can complete their check-in process by scanning their employee badge, and by doing this they complete their check-in process. The KloudHybrid system can also in some cases work to deny users entry to the building based on certain conditions such as: working hours, health questionnaire responses, no upcoming bookings, etc.
To setup and configure the badge check-in please contact your Kloudspot representative.
Creating & Assigning Health Questionnaires
After successfully configuring the check-in process, you have the option to create customized health questionnaires.
Health questionnaires are designed to ensure the safety and well-being of your employees and visitors by verifying their health status before accessing the premises.
To create a health questionnaire, refer the following guide. This guide will provide you with step-by-step instructions on how to design and configure questionnaires tailored to your organization’s needs.
Once the questionnaire is created, you can assign it to specific locations within the KloudHybrid app. This enables targeted questioning based on different access points.
Health questionnaires can be a valuable tool in maintaining a safe and secure workplace environment, providing an additional layer of protection for your workforce.
Health questionnaires are the second step of the booking process, with the first step being reserving a space, and the third step being the check-in process. The health questionnaire gives employers an opportunity improves the health and safety of their site by validating the status of their employees before they come on site.
Administrators have several options with the health questionnaire that they will need to consider with their team before proceeding to configure the health questionnaire, such as:
What questions will be asked of the user, and what other information will they have to provide?
Will the system save the user responses to these questions, or simply save a true/false value if the user is allowed on site given what their responses were.
How often will employees need to fill out health questionnaires? Every day they come on site? Once a week? Once every two weeks?
In the case of an invalid response to the health questionnaire questions, who (if anyone) is notified?
Creating a Health Questionnaire
Navigate to the Advanced Settings page, then to Configuration -> Questionnaire’s page.
Click the +New Questionnaire button.
The Add Questionnaire dialog box will be displayed, here there are several fields to fill out:
Specify the title and description for the health questionnaire. The information entered here will be visible to the user when they fill out the health questionnaire.
Check/uncheck require photo, if this option is selected the user will be required to take a picture of themselves during the health questionnaire process.
Check/uncheck require user info, if this option is selected, the user will be required to provide their: email address, phone number, first and last name. If this information is available via the user profile, it will be automatically pulled.
Check/uncheck save user’s answers for all questions, if this option is selected, the users specific answers to the questions you ask in the health questionnaire will be saved. If it is left unchecked, the system will only store a single true/false value that determines if they passed or failed the health questionnaire.
Click Save to add it.
To add questions, click on the questions button on the right-hand side of the questionnaire.
Click on the +New Question button to add questions.
Fill in the question and description in the “Add Question” window that appears.
Select the answer type from the dropdown menu. There are three different question types including: yes/no questions, text question (which are free form responses), and multiple choice questions where a user can select a single answer from multiple options as a response.
If you are creating a multiple-choice question, an additional field will be displayed that asks for you to input all possible answers as comma separated values. Example: answer1, answer2, answer3, answer4, answer5
Check/uncheck Mark as Required, if selected users will be required to answer this question before submitting the health questionnaire. If left unselected users can choose whether or not they fill out the question.
Check/uncheck Validate Answer, if selected you will also be required to fill out the Please provide a valid answer to this question for validation field. Additoinally, if selected, users will be required to fill out the correct response in order to complete their check in, if they fill out an incorrect response they will not be able to check in. If left unchecked, answers will not be validated.
Click Save.
Assigning a Questionnaire to a Site
Navigate to the Advanced Settings page, then to Configuration -> Location page.
Select the site you wish to assign the questionnaire to. Then navigate to the infospot page.
Select the Questionnaire from the dropdown menu as seen in the figure below.
Miscellaneous Health Questionnaire Settings.
There are some additional settings available to help configure the functionality of the health questionnaire located on the Advanced Settings page, then to Configuration -> Hybrid Settings page. Scroll down the to Questionnaire Settings section as seen below.
This section allows you to enable/disable health questionnaires entirely from the system. If you enable the health questionnaire, but don’t want specific sites to fill out a health questionnaire, simply don’t assign a health questionnaire to that site.
Questionnaire Validity is how long the health questionnaire is valid for. So, for example setting 1 day here would require the employee to fill out a health questionnaire every day they wanted to come on site. A setting of 5 day here would require the employee to fill out a health questionnaire once a week.
Notification Email Address is the specific person or mailing list that will receive an email notification from the system if a user fails their health questionnaire. Ensure you have SMTP configured to receive these emails.
Notify To Manager if selected, and a user fails the health questionnaire, their direct manager will also be sent a notification email. Ensure that both SMTP and SCIM are configured.
Conference Room Setup
In this section, we will guide you through the process of setting up a check-in kiosk in front of the conference room that you have created as part of your hybrid office setup. The check-in kiosk is a convenient and efficient way for employees and visitors to check in before accessing the conference room. If you haven’t created a hybrid office yet, please refer to the Creating Your Hybrid Office document for detailed instructions.
Once you have successfully built your conference room and completed the hybrid office construction, it’s time to configure the conference room.
To setup a conference room in the system, first setup your conference room infospots following the instructions in the Adding Infospots section. Once you have done that follow the instructions below.
Navigate to the Advanced Settings page, then to Configuration -> Location -> Infospots page.
Click the Add/Edit an Infospot drop down, scroll to find the conference room. Once you find it, click the Copy URL button next to the conference room, as seen in the figure below.
A dialog box will open showing the URL for that specific conference room. Copy the URL.
Paste the URL from the previous step into a browser on the tablet assigned to that conference room. This will open the conference room application, the application is a progressive web application, and thus can be installed on the device.
Finally, navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings -> Conference Room Settings section. Here you can enable/disable auto room cancellation. If you enable auto room cancelation, give a value for No-show cancellation Period (min). If this is enabled, and users do not check into the conference room after X minutes of the meeting starting, the meeting will be cancelled, and the conference room will be released. Click Save once you’ve finished at the top of the page.
Additional Administrative Settings
As you progress in configuring your KloudHybrid application, it’s essential to fine-tune administrative settings to meet your organization’s specific needs. Like controlling booking hours, seat cooling periods, future booking limitations, seating neighborhoods, global notification settings, and more.
In this document, we will guide you through the process of customizing various administrative settings to optimize your hybrid workflow.
In this section we will cover all additional administrative settings not covered in the previous sections, including controlling booking hours, seat cooling periods, future booking limitations, seating neighborhoods, global notification settings, etc.
Configuring Neighborhoods
Neighborhoods are a way to organize where users can and cannot book based on the department set in their profile. To configure neighborhoods, please ensure SCIM is setup.
The system accomplishes neighborhood creation via the use of zones. Tags are added to each zone that describe the departments that are allowed to sit in the zone. Then, any infospots within that zone can only be booked if they are member of an allowed department.
To configure a neighborhood, follow the instructions below:
Navigate to the Advanced Settings page, then to Configuration -> Location -> zone page.
Find the desired zone from the Add/Edit a Zone drop-down, and click the edit button.
In the Update Zone dialog box, add tags that correspond to employee departments. Examples such as Sales, Engineering, Marketing, etc. Click Save.
Repeat steps 2-3, adding a tag for each department you want to be allowed to sit in a zone. Keep in mind that multiple departments can be allowed to sit in a single zone, simply add one tag for each department.
Navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings.
Under general settings, enable Enforce Booking Restrictions. Click Save.
Booking Parameters
Navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings in this section we will discuss additional booking settings & parameters not previously discussed. Remember to click the save button at the top of the page after changing any settings.
No-Show Cancellations: Cancel a seat booking if a user has not checked in within ‘X’ number of minutes after the start of their reservation.
Lead Time for Check-in: Users can only check in X number of minutes before their booking. So if it is 1pm, and the Lead time for Check-in is 120 minutes, the user will not be able to check in until 11 am.
Cooling Period: The amount of time between two physical bookings at the same seat. For example, if seat ‘A’ is booked by a user at 8am on Thursday, and the cooling period is set to 24 hours, another booking will not be able to be made at seat ‘A’ until 8 am on Friday. This is to allow janitorial staff an adequate amount of time to clean the area before the next booking.
Under booking settings there are three different fields Default booking, Medium Range Booking, and Long Range Booking. These act as different permissions that can be given to users that govern how long into the future they can make a booking. For example, with the settings below a user with default booking permission can only make a booking 7 days into the future. A user with long range booking permissions can make a booking 90 days into the future. By default, users with user permissions can make ‘default bookings’, and users with Manager or Administrator access have ‘medium range booking’ permissions. To assign different permissions to different users, or modify roles, please see the User & Permission Management section.
The work settings describe the work hours of the business. You can either set standard work hours for every day or set custom work hours for specific days. Additionally, you can enable Enforce Work Hours which will disallow users from making bookings outside of work hours.
General KloudHybrid Settings
Navigate to the Advanced Settings page, then to Configuration -> Hybrid Settings in this section we will discuss additional general system settings & parameters not previously discussed. Remember to click the save button at the top of the page after changing any settings.
News Feed URL (RSS) here you can configure an RSS news feed that will show up on the user’s homepage and display news articles to them, as seen in the below figure.
KloudDisplay URL this is the URL for the virtual KloudDisplay that can display on the user’s homepage below the news feed, as pictured below. The full setup of the KloudDisplay is not discussed in this guide, please see the appropriate guide for instructions for KloudDisplay configuration or contact your Kloudspot representative for support.
Only Show ‘Advanced’ for Admins, when this is set, only system administrators will be able to navigate to the advanced settings page.
Disable EULA will disable EULA agreement that pops up on first time user login.
Custom Links can be added into the system and will be visible to end users and navigable from the drop down in the upper right hand of the application as seen in the figure below. This allows other internal applications to be navigable via KloudHybrid, giving users easy access to other applications they might need from one convenient place.
User & Permission Management - Adding Users and Assigning Roles
Once you have completed the initial configuration of KloudHybrid, it’s time to add users from your organization to the system.
In this step, you will learn how to create a new role, which serves as a template for defining different sets of privileges for users.
The role-based approach allows you to control the level of access each user has within the KloudHybrid application.
After creating the role, you can start adding users to the system and assign the appropriate role to each user based on their responsibilities and requirements.
Assigning roles to users ensures that they can perform specific actions and access certain features that align with their job roles and responsibilities.
The following sections provide detailed instructions on how to create new roles, add users, and assign roles to users effectively.
By following this guide, you can confidently manage user permissions, ensuring data security and privacy while empowering your team members with the necessary tools and access.
The system can create and manage local users, as well as integrate users from SSO providers. In either case, users have a defined role, which will give them a set of permissions. By default, there are three roles in the system: User, Manager, Admin. Beyond that, custom roles can be created an assigned.
User Roles
Go to the Roles menu from the Configuration Drop down menu. The “Roles” page displays the existing roles and the assigned permission for each role.
You can edit or delete the existing roles by clicking on the provided icons on each row.
It also allows you to create a new role.
Create a new role:
Click +New Role on the top right corner of the page.
The “Create Role” dialog box is displayed.
Enter the roll key name. Key name should always start with ROLE_.
Check the checkbox to select the permission(s) for a role.
Click Save to create a role.
A new role is created.
User Management
Go to the Users menu from the Configuration Drop-down menu. The Users page displays the existing Kloudspot user details such as details name, email id, roles, etc. It allows you to create a new user.
Create a new user:
Click +New User on the top right corner of the page.
The Create or edit a User dialog box is displayed with the Basic tab.
Make the following changes in the Basic tab. The basic tab is mandatory.
Specify the login name, first and last name of the user, email id, phone, and mobile number.
Select the language from the drop-down menu.
Set the account status as enabled or disabled. By default, it is enabled. Uncheck the checkbox to disable it.
Set the temporary password for the user where the user can change the password later.
Enter the department’s name and the manager’s name.
Check the respective checkbox to select the roles.
Administrator:
The Administrator has the complete right to make all the configurations available in the application.
Manager:
The manager has the appropriate rights to make configurations for the limited features.
User:
The user has only the user rights to access and work on KloudHybrid.
ROLE_XXX:
The XXX stands for specific roles that have specific rights.
Go to the Icon tab to set an icon for a user.
Click on the provided checkbox to select an image of .png and .jpg formats or drag and drop an image inside it.
Go to the Advanced tab to provide the social and official network information.
Enter the social and official network information such as Microsoft Teams Email, Personal Zoom Link, Skype ID, Slack URL, and Univerge Blue Link.
Enter Group name. If the user is a member of a group or department, we can include that information here. It is possible to add more than one group.
Example: Engineering, Testing, Marketing and so on.
Click Save to save the changes.
Note: A field that has an asterisk mark (*) is the mandatory field.
A new user is added with the provided details.
You can edit or delete the existing Users by clicking on the provided icons on each row.
The Bulk Import/Export Button can be used in case you need to add more than one user at a time or download existing user information.
You can download the sample document by clicking on the download sample button. Click the Download existing users button to download full user details.
Multiple users can be added by dragging and dropping the CSV file into dropbox.
Click Save.
Miscellaneous System Configuration/Settings
Refer to the following guide to learn about other configurations included in First Time Setup.
System Health Alerts
Helps to receive system health-related notifications.
Enable email notifications and add the email ID to receive the notification.
Enable webhook notifications to receive notifications and select the desired webhook type.
Then add a webhook Link.
Click the Save button to save the changes.
Connecting and Integrating Applications with KloudHybrid
If you are a user of My Office feature in KloudHybrid, you have the option to connect and integrate apps that are essential for your project’s success.
For example, you can integrate popular apps like Box, Slack, and Wrike to centralize data, facilitate real-time communication, and streamline project workflows.
To learn how to integrate applications with KloudHybrid, just follow these steps. This detailed guide will help you connect and set up apps easily.
Log in to the ‘Hybrid Work’ admin account then navigate to Settings > Advanced Settings >Configuration > Hybrid Settings > Application Integrations.
To learn how to do Box API integration, see the document below.
The objective of the Periodic Management guide is to empower users with the necessary knowledge and instructions to carry out occasional adjustments and updates within their KloudHybrid workspace. After completing the initial configuration, it is common for organizational requirements to evolve over time. The Periodic Management guide aims to provide comprehensive and efficient solutions for implementing these changes.
Audience
A technically aware person with the right to configure Kloudhybrid.
Periodic Management
Once the initial configuration of your KloudHybrid workspace is completed, you may need to make occasional adjustments to cater to your evolving needs. The Periodic Management guide is designed to assist you in efficiently implementing these changes. It offers detailed instructions and step-by-step guidance on how to modify and fine-tune various aspects of the application to ensure it aligns perfectly with your specific requirements.
Periodic changes are essential for keeping your KloudHybrid workspace up-to-date and tailored to your organization’s needs. This includes managing seats and bookings, updating health questionnaires to reflect changing health protocols, fine-tuning system settings for optimal performance, and leveraging data analytics to gain valuable insights into workspace utilization. Whether you need to add more seats, adjust booking policies, or analyze workspace trends, the Periodic Management guide equips you with the necessary knowledge and tools to implement these changes seamlessly.
To modify existing infospots created during the Hybrid office setup or to assign seats to specific users, follow the instructions in the Seat Management document. You can refer to the Adding Infospots section in the Creating Your Hybrid Office guide for creating new infospots.
In addition to this, refer to the following steps to understand how to take a seat offline and permanently assign a seat to a user.
Taking seats offline or editing existing seats
The added seats can be modified as needed. To do so, follow the steps below.
Navigate to the Advanced settings and then go to the Configuration > Location > click on your site > Infospots tab.
Select a floor from the drop-down menu.
Click on Add/Edit an Infospot dropdown menu. Then click on the Edit button next to the infospot you want to edit.
Add/Update Infospot window will open. Here you can edit the seat information. Check out the adding infospot section to learn more about infospot.
To take a seat offline change the Presence to “none”
Click the Save button to save the changes.
Assign a permanent seat to a person
Navigate to Advanced Settings > Configuration > Locations > (Select your location) > Infospots.
Select the Infospots from the Add/Edit infospot dropdown list and click on the Edit Infospot button.
Then in the window that opens, click on the Allocate this desk for a specific user button and enter the name of the user. Then click Save.
Updating & managing health questionnaires
For any changes to the health questionnaire you’ve already added, follow the steps given below. If you haven’t created a Health Questionnaire yet, refer to the Creating & Assigning Health Questionnaires guide.
Once the questionnaire has been added it is possible to make the necessary changes to it.
To edit questionnaires, navigate to Advanced settings, then go to Configuration > Questionnaires.
Edit Basic Information
Click on the Edit button from the right corner of the questionnaire. Edit Questionnaire window will open. Here you can edit the basic information related to the questionnaire, Title, Description, Required checkboxes, etc…
Make the necessary changes and click the Save button. See the Creating & Assigning Health Questionnaires section to know more about the editing field.
Edit questions
Click on the question button at the far right of the questionnaire.
A window with questions will open. In it, click on the edit button next to the question you want to edit.
In the Edit Question window that opens, you can make any changes you want. See the Creating & Assigning Health Questionnaires
section to know more about the editing field.
Click the Save button to save the changes.
Booking restriction
To impose booking restrictions in your office, you can follow the instructions given below.
Add booking Restriction
This allows you to add conditions to a user’s booking.
To add restrictions. Navigate to Advanced Settings and then go to Configuration > Users.
Search for the user to whom you want to apply the Restriction and then click the Edit button.
The Create or edit a User window will open. Click the Booking Restriction tab from the window.
Click Add New Restriction button to add restriction.
Select the Type from the dropdown menu. 3 types are available. Both, physical and virtual.
Both: Prevent the user from making all kinds of bookings.
Physical: Prevents the user from making physical bookings.
Virtual: Prevents the user from making virtual bookings.
Choose the Start Date and End Date from the calendar dropdown.
Explain why the restriction was imposed in the reason text box.
Check the Show Reason checkbox if you want to show the reason when the user attempts to book a seat.
Click the Close button at the top right corner to delete the restriction.
Click the Save button to save the restriction.
When a restricted user attempts to book a seat, a booking restriction notification appears on the screen.
You can contact the manager by clicking on the contact manager button for more information.
Configure the System settings
If you wish to adjust system settings such as UI, database, password, language, etc., follow the steps given below.
System settings
Go to the System configuration page from the Configuration Drop down menu.
The “System” page allows to configure the following:
UI
Database
Passwords
User Management
UI
The UI tab allows configuring the following:
Homepage
Select the homepage version from the drop-down menu. This is applicable to Advanced Settings home page.
You can add an icon for a site or a user or upload a logo for an application in .png format.
You can either browse and select an image or drag and drop an image in the provided box for each item.
How to add SSL?
You can add an SSL (Secure Sockets Layer) certificate in PKCS #12 format.
You can choose the file and click Upload to upload it.
Please note that the application will be restarted once you upload a certificate. You may need to log in again once it restarts.
Database
The Data Retention Period can be set as per the data backup and retention policy. You can either increase or decrease the number of days for the aggregated data retention and short data retention period. Once you make the changes, click Save and Apply.
Password
In this tab, you can make the configuration so that the user can create a strengthened password for the application.
It is also possible to enable or disable the retry limit. By default, it is enabled and ‘3’ retry limits are given.
You can also enable or disable Multifactor Authentication from this Tab.
With this, you can make your login a little more secure. Google Authenticator is used for this. If it is enabled, all users must use multifactor authentication.
You can make the changes and click Save to save the changes.
User Management
There are 3 settings that can be done using user management.
Set default language
Set Remember me days
Disable inactive users
Delete inactive users
Set default language
Select the language from the dropdown menu and click Save.
This will be the language that opens when you log in to the hybrid workspace.
Set Remember me time
Once logged in, it determines how long it takes to auto-log out. For that enter number in the ‘Remember me’ text box and click Save button.
Disable inactive users
Check the ‘Disable Inactive Users’ checkbox. Enter the time range in the text box that appears. Inactivity beyond this limit will result in disabling the user.
You can make the changes and click Save to save the changes.
Delete inactive users
Check the ‘Delete Inactive Users’ checkbox. Enter the time range in the text box that appears. Inactivity beyond this limit will result in Delete the user.
You can make the changes and click Save to save the changes.
Analytics
For generating and processing various types of reports, refer the given document. You can use this feature to create the following reports:
Summary
Housekeeping
Punchcard
Contact Tracing
Timesheet
Availability
Direct Reports
Manage booking
Infospots
Conference Room usage
This menu is enabled only in the Admin privileges.
It has the following sub-menus:
Hot Desk
Conference Room
Hot Desk
It helps to understand how effective space utilization is. It allows you to review the physical and virtual login of employees.
It is also possible to trace the contact of physically logged employees in case of an emergency.
Functions with Hot Desk are added below.
Summary
Housekeeping
Punchcard
Contact Tracing
Timesheet
Availability
Direct Reports
Manage booking
Infospots
Summary
The summary report generates the overall report with respect to the location and the period selected.
Based on the location and the period selected, the report is generated which comprises of Overview, Utilization, Peak Utilization Statistics. The Peak Utilization Statistics has Space Utilization, Booking Hours Distribution, Usage Days Of the Week, Hours Of The Day. The report is generated for both physical and virtual bookings.
To generate the summary:
Navigate to Analytics > Hot Desk > Summary.
Select the location from the Location drop-down menu. And select the report generation period
When you select Custom Date Range, select a range of dates you want in the calendar.
The summary report will be generated immediately.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV by clicking on the CSV button.
The report has 3 sections.
Overview
Utilization
Peak Utilization Statistics
Overview
The overview section shows the seat booking details for the selected period.
Utilization
In the utilization section, we get physical and virtual seat booking information for a specific period at the selected location.
Peak Utilization Statistics
Peak Utilization Statistics provide valuable insights into the usage of seats at a selected location. These statistics are presented through various graphs and highlight important information, including:
Space utilization: This graph displays the total number of seats that were booked at the selected location over a specific period. It gives an overview of the overall demand for seats and can help identify peak booking periods.
Booking Hours Distribution: This graph showcases the number of hours each seat was used or occupied during the selected time frame. It provides an understanding of how long seats were utilized, which can be useful for optimizing seat allocation or identifying underutilized seats.
Usage days of the Week: This graph illustrates the daily booking trends, showcasing the number of seats that were booked each day. It allows for the analysis of daily fluctuations in seat demand and helps identify patterns or recurring trends.
Hours of the day: This graph focuses on the hourly distribution of seat bookings. It provides a breakdown of how many seats were booked during each hour of the day. This information can be particularly useful for understanding peak hours of seat utilization or identifying any specific time slots with consistently high or low demand.
These statistics play a crucial role in facilitating data-driven decision-making for managing seat availability, optimizing resources, and improving overall customer satisfaction. By analyzing these graphs, organizations can identify patterns, trends, and potential areas for improvement in their seat booking systems.
Housekeeping
The Housekeeping report generates the data based on the location (floor wise) and the date selected.
The Housekeeping report shows how many users physically logged in to the selected location and which seat they occupied.
Cleaning can be done at utilised workplaces depending on the usage.
To generate the housekeeping report:
Navigate to Analytics > Hot Desk > Housekeeping.
Select the location from the location drop-down menu. And select the date.
The House Keeping report will be generated immediately. The occupied Seats are indicated by a blue circle with an x mark as shown in the figure.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV format by clicking on the CSV button.
Punchcard
This page displays the attendance sheet of all your friends and colleagues added to your circle. Refer “My Circle/My Schedule Details” section to know about My Circle.
To view the working hours for each day, navigate to Analytics > Hot Desk > Punchcard.
Then Pachcard report will be generated, from which you can see the attendance sheet of users in your circle for a week.
The generated report can be saved as a PDF by clicking on the PDF button.
Contact Tracing
Admin can use this to determine who is most likely to be contacted directly by a given user on a given day.
To generate the report for the contact tracing:
Enter a name in the User field and then select a user from the search results.
Then Select Date. The report is generated.
The report displays a list of people who are likely to contact the selected person on the selected day.
In addition, the User Booking List column contains information about the user’s bookings. The details of the user’s bookings made in the last month or week can be obtained using this.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a excel format by clicking on the CSV button.
Time Sheet
This page displays information on everyone (virtual and physical) that logs into a location at a specific time.
It provides information about the user’s seating location, booking type, total usage, and start and end times.
To generate the timesheet Report
Navigate to Analytics > Hot Desk > Time Sheet
Select the location from the location drop-down menu. And select the report generation period
When you select Custom Date Range, select a range of dates you want in the calendar.
The summary report will be generated immediately.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV format by clicking on the CSV button.
Availability
This page displays the available infospots on the date selected.
To do so, Navigate to Analytics > Hot Desk > Availability.
Select the location from the location drop-down menu and select the Date.
Available infospots are displayed. The available infospots are indicated by a blue circle with an x mark as shown in the figure.
The generated report can be saved as a PDF by clicking on the PDF button.
Direct Reports
Direct report helps a manager to see the booking details of the users under them.
To do so, navigate to Analytics > Hot Desk > Direct Reports.
Then in the window that opens you will get the booking details of the users in your team.
The time can be selected from the dropdown list here based on your needs.
Manage Bookings
It can be used to delete a user’s pending bookings.
To do so, navigate to Analytics > Hot Desk > Manage Bookings.
In the window that opens, search for the user’s name and select the time range.
Then the bookings for the selected period will be opened.
If you want to delete any existing booking, click Delete from the menu button.
Click the Calendar button to change list view to calendar view.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV by clicking on the CSV button.
Infospot
Use the Infospot option to get information about all the Infospots in your office.
You can use this to view the booking history of a specific infospot and to delete upcoming bookings in an infospot.
To do so, navigate to Analytics > Hot Desk > Infospot.
Select the location and booking type from the dropdown list.
Then select the period to display the list. Information about infospots will appear immediately.
If you want to know information about a particular infospot, you can enter infospot’s name in the infospot column. You will receive the booking details made in that infospot during the selected period immediately.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV by clicking on the CSV button.
Click on the Details button to get date-wise information.
If you want to delete any existing booking, click the Delete button and confirm it.
Conference Room
It helps to get reports related to the conference room. The conference room menu contains the following option.
Usage
It provides information related to the usage of the conference room.
It can be used to find out how many times a conference room has been used, how much space has been used, how many people have attended, and so on.
To generate a Usage report
Navigate to Analytics > Conference room > Usage.
Select the location from the location drop-down menu and Select the report generation period.
When you select Custom Date Range, select a range of dates you want in the calendar.
The usage report will be generated immediately.
The generated report can be saved as a PDF by clicking on the PDF button.
The generated report can be saved as a CSV file by clicking on the CSV button.
My Office Document
My Office is a powerful tool that enables seamless project management and facilitates various project-related tasks within the office environment. To fully explore and utilize the potential of My Office, refer to the comprehensive My Office Guide.
In this document, you will find detailed instructions on how to add a project to My Office, streamlining project organization and collaboration. Discover how to create open rooms, enabling employees to interact and discuss topics of interest in a collaborative and engaging environment.
My space is a place where a user can see what is going on in their department. With this, you will get messages related to your project, Upcoming meetings information, and information about the ongoing project.
To know more about My space, see the My Space
article in the user manual.
My Project
Open My Projects
Navigate to My Office > My Projects.
This section contains information about all the projects.
You can search for Projects using the search bar
You can sort projects using the drop-down menu.
You can also change the view to list view and grid view.
This sub-category only describes what you can do as an admin in the My Project menu. More information can be found in the My project section of the user manual.
How to Create New Project?
Navigate to My Office > My Projects.
Click on the New Project button from the top right corner.
Fill out all the information in the Create New Project window and click on the Save & Proceed button.
Project Title: Enter the title of the project.
Project Description: Explain the project details.
Project Tag: You can give different tags to identify the project.
Project code: Type a project code to find your project easily.
Start Date and End Date: Enter the project start date and end date.
Evaluate: If you want to enable the Evaluation feature, check the checkbox, and select the time period. The Time Period is the duration of the evaluation cycle. For example, if you select 2 weeks, the new evaluation cycle starts 2 weeks after project creation. Refer How to evaluate a project member? section for more details.
Thumbnail Image: The image to be displayed on the project card in the My Project window can be added here.
This will take you to the Add Members page. Here you can add project members.
To add members, click on the + Add Members button.
From the list of members that opens, click the Add to project button and add members.
Note: You can search for members using the search bar. Also, it is possible to filter members using the filter option.
After adding the members, click on the Done button, and from the add members page, click on the Save & proceed button.
The next step is to add integrated apps. To add meeting rooms, click add button below the meeting room section.
Note: See the How to set up meeting room section for more information on adding a meeting room.
To add integrated apps, click add button below the integrated apps section.
Note: See the How to add Integrated Apps section for more information on adding integrated apps.
After adding the meeting rooms and Apps, click the Done button. A new project has been successfully added.
How to set up meeting room?
Three meeting rooms are available. It helps to conduct project related meetings.
Zoom
Teams
Webex
To set up a Zoom meeting.
Click add button below the meeting room section.
Then select Zoom in the popup window that opens.
Then enter your meeting ID, meeting passcode, and meeting URL, and finally, click the Submit button.
Zoom has been successfully integrated.
To set up a Teams meeting.
Click add button below the meeting room section.
Then select Teams in the popup window that opens.
Then enter your Teams meeting URL, and finally, click the Submit button.
Teams has been successfully integrated.
To set up a Webex meeting.
Click add button below the meeting room section.
Then select Webex in the popup window that opens.
Then enter your Webex meeting URL, and finally, click the Submit button.
Webex has been successfully integrated.
How to add Integrated Apps?
You can add required apps to the project by adding resources. There are multiple apps available; read on to learn how to integrate each one.
To integrate My Space, Bulletin board, Zoom, and Tasks, no configuration is required. It can be added directly by clicking the Submit button.
To add Outlook into a project
Click add button below the integrated apps section.
Then select Outlook in the resource popup window that opens.
Then enter your Resource Name and Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Outlook you can change it as per your requirements.
Outlook has been successfully added.
To add Embed link to a project
Click add button below the integrated apps section.
Then select Embed in the resource popup window that opens.
Note: Some URLs may not work directly, in this case, embed link can be used.
Then enter your Embed link, and finally, click the Submit button.
Note: By default, the Name will be Embed you can change it as per your requirements.
Embed link has been successfully added.
To add URL/Link into a project
Click add button below the integrated apps section.
Then select URL/Link in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Url you can change it as per your requirements.
URL/Link has been successfully added.
To add Confluence into a project
Click add button below the integrated apps section.
Then select Confluence in the resource popup window that opens.
Then enter your Resource Name and Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Confluence you can change it as per your requirements.
Confluence has been successfully added.
To add GitHub into a project
Click add button below the integrated apps section.
Locate and click on the GitHub app, in the pop-up window that appears.
Copy the GitHub Repository URL and paste it into the URL section.
Note: When you click on the GitHub App Icon from the home page, this URL helps you determine which page to redirect.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the Repository name from the drop-down list and click submit button. Updates to that Repository will be notified to project members.
GitHub notification is enabled successfully.
To add Jira into a project
Click add button below the integrated apps section.
Locate and click on the JIRA app, in the pop-up window that appears.
Copy the JIRA Repository URL and paste it into the URL section.
Note: When you click on the JIRA App Icon from the home page, this URL helps you determine which page to redirect.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the project name from the drop-down list and click submit button.
Updates to that project will be notified to project members.
JIRA notification is enabled successfully.
To add Slack into a project
Click add button below the integrated apps section.
Locate and click on the Slack app, in the pop-up window that appears.
Copy the Slack group URL and paste it into the URL section.
Note: When you click on the Slack tab from the home page, this URL helps you determine which group to redirect.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the channel name from the drop-down list and click submit button.
Updates to that channel will be notified to project members.
Slack notification is enabled successfully.
To add Trello into a project
Click add button below the integrated apps section.
Locate and click on the Trello app, in the pop-up window that appears.
Copy the Trello Repository URL and paste it into the URL section.
Note: When you click on the Trello App Icon from the project page, this URL helps you determine which page to redirect.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the Board name from the drop-down list and click submit button.
Updates to that Board will be notified to project members.
Trello notification is enabled successfully.
To add YouTube into a project
Click add button below the integrated apps section.
Then select YouTube in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be YouTube you can change it as per your requirements.
YouTube has been successfully added.
To add Yammer into a project
Click add button below the integrated apps section.
Then select Yammer in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Yammer you can change it as per your requirements.
Yammer has been successfully added.
To add Microsoft Stream into a project
Click add button below the integrated apps section.
Then select Microsoft Stream in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Stream you can change it as per your requirements.
Microsoft Stream has been successfully added.
To add OneDrive into a project
Click add button below the integrated apps section.
Then select OneDrive in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be OneDrive you can change it as per your requirements.
OneDrive has been successfully added.
To add SharePoint into a project
Click add button below the integrated apps section.
Then select SharePoint in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be SharePoint you can change it as per your requirements.
SharePoint has been successfully added.
To add Microsoft Planner into a project
Click add button below the integrated apps section.
Then select Microsoft Planner in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Planner you can change it as per your requirements.
Microsoft Planner has been successfully added.
To add Tableau into a project
Click add button below the integrated apps section.
Then select Tableau in the resource popup window that opens.
Then enter your Resource URL, and finally, click the Submit button.
Note: By default, the Name will be Tableau you can change it as per your requirements.
Tableau has been successfully added.
To add MS Teams into a project
Click add button below the integrated apps section.
Locate and click on the MS Teams app, in the pop-up window that appears.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the Team name from the drop-down list, then select the channel.
Note: When you click on the Teams tab, you will be redirected to the team given here, so select the team related to the project.
Then click submit button.
MS Teams is added successfully.
To add Box into a project
Click add button below the integrated apps section.
Locate and click on the Box app, in the pop-up window that appears.
In the resource window that opens, there are 2 options.
Create Project Folder: Helps to create a new folder in the box.
Link Project to existing folder: Helps to select a folder that exists in the box.
Note: If another folder with the same name of the project exists in the box, the new folder cannot be created. In this situation, you can select the folder from the select folder drop-down.
Create Project Folder
Check the Create Folder Check box and click Submit button.
A folder with the project name will be created in the box.
The created folder will contain all the project members. Project members will be notified if anything is added, deleted, or edited in this file.
Link Project to existing folder
Select the folder name from the drop-down list and click submit button.
project members will be added to the selected folder. members will be notified of updates that appear in that folder.
Box App is added successfully.
To add Wrike into a project
Click add button below the integrated apps section.
Locate and click on the Wrike app, in the pop-up window that appears.
Copy the Wrike folder URL and paste it into the URL section.
Note: When you click on the Wrike App from the home page, this URL helps you determine which page to redirect.
Check the Enable Notifications checkbox in the Resource window that opens.
Select the folder name from the drop-down list and click submit button. Updates to that folder will be notified to project members.
Wrike notification is enabled successfully.
To add Google Drive into a project
In the Project App window that opens, click the Add button in the Integrated Apps section.
Locate and click on the Google Drive app, in the pop-up window that appears.
Check the Enable Notifications checkbox in the Resource window that opens, there are 2 options.
Create project folder: Helps to create a new folder in Google Drive.
Link project to existing folder: Helps to select a folder that exists in Google Drive.
Note: If another folder with the same name of the project exists in Google Drive, the new folder cannot be created. In this situation, you can select the folder from the select folder drop-down.
Create Project Folder
Check the Create Project Folder Check box and click Submit button.
A folder with the project name will be created on google drive.
The created folder will contain all the project members. Project members will be notified if anything is added, deleted, or edited in this file.
Link the project to an existing folder
Select the folder name from the drop-down list and click submit button.
project members will be added to the selected folder. members will be notified of updates that appear in that folder.
Google Drive is added successfully.
To add Video to a project
Click add button below the integrated apps section.
Then select the Video option from the resource popup window that opens.
In the popup window that opens, click on the Choose file button and select the video file you want to add. Then click on the Submit button.
Video has been successfully added.
How to setup Obeya Mode?
The admin can configure the obeya mode according to the project requirements when creating the project. If the administrator has not configured it. The Obeya will be created automatically with an overview tab, task tab, and Project members.
To configure Obeya mode click the Project Details button on the project card.
This will take you to the project dashboard.
Here you can click on the Setup Obeya option from the Menu button.
In the window that opens, click on the Edit Screen button on the screen to be edited.
Select the layout from the layout list.
Click the Add New button to add resources. Then a popup window with resources will appear. Add the resource you want to add from there.
Refer How to add Integrated Apps section for resource integration.
Click on the save button to save the changes.
Configure the other screens in the same way.
How to clone a Project?
If you want to start another project with the same team members, you can use the clone project option.
To do so, Click the Clone Project option from the menu button.
Then a popup will open asking for the project key, enter a key with a maximum of 3 letters or numbers and click the Clone button.
Immediately a project containing the same team members will be created.
How to Invite users?
If you want to add a member to an already created project, you can use the Invite user option.
To do so, Navigate to Menu > Project Members.
Click the Invite User button on the Project members page that appears.
Then, in the popup window that appears, enter the email address and name of the user to be added, and then click the Invite button.
New user added successfully. As soon as the invite is done, the user will receive that information as an email and push notification.
Note: Notifications will be delivered based on your chosen notification preference. If you are not receiving notifications, please verify your notification settings.
When you invite an individual outside the KloudHybrid Application, they will receive an email containing a password reset link. By clicking on that link, they can reset their password and access the hybrid application.
How to evaluate a project member?
The purpose of the project member evaluation is to offer a fair and open assessment of the team members’ performance and to assist them in strengthening their abilities and contributions to the project.
In an evaluation cycle, a project member can only be evaluated once. Even if a project has multiple administrators.
To evaluate a member in a project, open the desired project.
If you are entering the project for the first time in an evaluation cycle, a popup will open to evaluate members. Click on the Evaluate member button.
Also, you can open the evaluate popup by clicking on the members button from the project home page.
In the evaluate popup window that opens give a rating to each member, if there are any comments, can be added in the Comments column.
Click Submit button to save the changes.
If you want to see the evaluation details after the evaluation, follow the steps below.
Select the Evaluation details option from the menu items on the project home page.
In the Evaluation Details window, you can see the details of all team members.
To learn more about a particular team member, click the Details button next to the member’s details.
In the popup window that opens, you can see the ratings received by that member in each evaluation cycle, thanks points awarded by other members and the bar chart based on the points and ratings you received.
Company Hub
This will assist you in finding a coworker, learning more about him, and, if necessary, requesting his mentorship.
Project analytics can be used to get insights about the project. To go to the project analytics page, click on Project Analytics from the My Office dropdown menu.
To know more about Project Analytics, refer Project Analytics section from the user manual.
Open Room
It helps employees interact with coworkers about topics of interest in Open Rooms created by the admin. Only the admin can create rooms.
To access further details regarding the utilization of open rooms, refer to the Open Rooms
document outlined within the user manual.
How to create an Open Room
Navigate to My office > Open Rooms. Then click on the New Room button from the top right corner.
Then enter all the details in the open room details window that opens.
Open Room Title: Give this open room an appropriate name based on what it represents.
Enter description: Briefly explain what you intend to share in it. This helps the members to have a clear idea about the group.
Zoom Room URL: A Zoom URL can be added if a meeting room is required for group discussions. This can be provided if required, not mandatory.
Teams Room URL: A Teams URL can be added if a meeting room is required for group discussions. This can be provided if required, not mandatory.
Administrators: Add more administrators if you want.
Time Zone: Choose the Time zone from the dropdown list.
Start Time and end time: Select the time from what time to what time the room should be open every day. Also, check the check box on which days the room should be activated.
Open Room Background: Select an image to be the open room background.
Click the Create button once this information has been entered.
To know more about Open Rooms, refer How to Open Rooms
section from the user manual.
Add media content to open rooms
Once the open room is created it will be displayed on the open room page.
To add media content, navigate to the Menu button > Edit.
In the window that opens, click the Add new button in the media content section.
Then a window with media resources will appear. Add the resources you want to the open room by clicking on them.
To add resources, refer to the How to add Integrated Apps? section.
Other General Settings
To access the general settings configuration, navigate to configuration > Hybrid Settings > general.
General Settings
Settings for Homepage Module Priority
This functionality allows you to customize the arrangement of modules on the homepage based on your specific requirements.
Within the “Homepage Module Priority Settings” section, simply use the drag-and-drop functionality to reposition the modules as needed.
After making the desired adjustments, click the “Save” button to apply and save the changes.
User Guide
Overview
Welcome to the KloudHybrid User Guide! This manual is designed to provide you with a comprehensive understanding of KloudHybrid. With KloudHybrid, you can unlock the full potential of your workspace and empower your workforce to thrive.
In this user guide, you will find detailed instructions and guidance on how to utilize KloudHybrid’s key features and functionalities.
If you’re new to KloudHybrid, we recommend starting with the KloudHybrid Installation guide, which provides a solid foundation of knowledge about the application.
For any questions or uncertainties about KloudHybrid, don’t hesitate to refer to the FAQ section. You may find answers to common queries there.
If you’re interested in understanding KloudHybrid’s diverse applications, explore the Introduction document to gain insights into its versatile functionalities across various industries and organizational needs.
If you haven’t received your KloudHybrid URL yet, worry not! Simply follow the instructions in the Installation guide to obtain it.
To make the most of KloudHybrid, refer to the Admin Guide for step-by-step instructions on setting up your KloudHybrid URL and ensuring a seamless configuration process.
Once your KloudHybrid application is configured, all users can log in using the provided URL. To log in to KloudHybrid, follow the steps outlined in the Log In to Kloudhybrid document. If you encounter any difficulties accessing the URL, make sure your browser meets the KloudHybrid system requirements. You can find this information in the System Requirements document.
To ensure optimal performance and compatibility, it’s important to consider the system requirements outlined below. By meeting these specifications, you can fully harness the capabilities of KloudHybrid and enjoy a seamless experience.
Let’s dive into the system requirements for both modes of accessing KloudHybrid:
Web Application:
When accessing KloudHybrid through the web application, you’ll need a reliable internet connection and a compatible web browser. We recommend using the latest versions of popular browsers such as Google Chrome, Mozilla Firefox, or Microsoft Edge. This ensures the best performance and compatibility with KloudHybrid’s user interface and features. Additionally, make sure your device meets the minimum hardware requirements for running your chosen browser smoothly.
Application Installed on Your System:
If you prefer installing KloudHybrid directly on your system, please ensure your device meets the following specifications.
Windows
Microsoft Windows 10 and above
Intel Core i3 with integrated GPU minimum
Intel Core i5 with integrated GPU recommended
8 GB RAM
5 GB of available hard-disk space to install applications
If you are using the KloudHybrid app for the first time, use the URL received from Kloudspot to open the login page, this might look something like hybrid.kloudspot.com. If you are not sure what your KloudHybrid URL is, please refer Installation guide.
The login page of the KloudHybrid application is shown below.
Click on the Single sign-on Button, if configured. If SSO is not yet configured, process to step #4 and login with your credentials. For detailed instructions on how to configure SSO, please refer to the External Authentication guide.
Note: It is possible to make the sign-in using external authentication services such as OKTA/Microsoft, OpenID Connect/SAML V2.0 if it is configured in the KloudInsights by the admin.
OR, Enter the provided Username and click the Next button.
The text box for entering the password will then appear. Enter your password and then press the Continue button.
Note: The username cannot be changed from this page; it can be changed by clicking the Change login button.
Terms and Conditions
Upon logging in, you may be directed to a terms and conditions page specified by your company. This is an optional step that can be implemented based on your company’s preferences. You only need to read and accept it once, and it will not appear on subsequent logins.
Recording Your Mood
After logging in, a default mood pop-up will appear, allowing you to record how you feel about your day. This pop-up window will be displayed each time you log in, providing an opportunity to share your real-time feelings.
KloudHybrid Tour
The KloudHybrid Tour Feature is an interactive guide designed to introduce users to the functionalities and features of the KloudHybrid application. This will only show when you log in for the first time.
Upon logging in for the first time, the KloudHybrid Tour Feature can be initiated by following these steps:
Click on the “Take a Tour” button.
The tour will provide an overview of various functions within the KloudHybrid application. To navigate through the tour, use the following controls:
Next Button: Click on the “Next” button to proceed to the next step in the tour.
Previous Button: Click on the “Previous” button to return to the previous step in the tour.
Close Button: Click on the “Close” button to terminate the tour.
Welcome to KloudHybrid
Homepage
Upon logging in to KloudHybrid, you will be directed to the home page. For a detailed explanation of the buttons and options available on the Home page, please refer to the following document.
Please refer to the tutorial video page for related video tutorials.
The user interface of the homepage is displayed in Figure It contains all the menu items as given below.
Menu items
Toggle button
Search bar
Book a seat
Upcoming meetings
News Feed
KloudDisplay
Home page quick access
Notification
My Circle details
My Schedule Details
Avatar Button
Hide button for quick access
New Booking
Note: The Navigation bar at the top and the New Booking button at the bottom right corner of the screen are available irrespective of the page you are on.
Toggle button
It helps to toggle between the menu bar and the main screen of the home page. Click button to toggle ON or OFF.
Search Bar
The Search Bar allows user to locate the co-workers/guests. Also provides other details of the user.
Upcoming meetings
This feature allows you to seamlessly integrate two popular calendars: Google Calendar and Outlook Calendar. Here, you will be able to access the calendar that your company’s administrator has configured specifically for your organization.
Please note that only one calendar is displayed at a time, depending on whether you are using Google Calendar or Outlook Calendar.
If you are using Outlook Calendar, the following options are available to you:
View Meeting Details: Gain a comprehensive overview of the meeting, including the date, time, location, participants, and organizer.
Join the Meeting: Easily connect to the scheduled meeting directly from the app, ensuring a smooth and convenient experience.
Check-in to a Conference Room: If you’re physically attending the meeting and need to reserve a conference room, you can check-in through the app, streamlining the process and enhancing productivity.
On the other hand, if you are utilizing Google Calendar, you can enjoy the following capabilities:
View Meeting Details: Get detailed information about the meeting, such as the date, time, participants, and any additional notes.
Join the Meeting: With just a few clicks, you can effortlessly join the scheduled meeting directly from the app, making collaboration hassle-free.
Note: If you are using Google Calendar within the KloudHybrid App, it is important to grant certain permissions in your calendar settings. To do this, please refer to the “Enable Required Permissions” section in the [Google Calendar integration document] found in the admin guide.
Our Meeting Room section is designed to streamline your calendar management experience, ensuring that you have all the necessary information at your fingertips. Enjoy the convenience and efficiency of KloudHybrid App for all your meeting-related needs!
News Feed
This is a news feed that can be customized by an organization as per their requirements and the published content is displayed here.
KloudDisplay
The bottom of the home page shows the content from KloudDisplay. This content is configurable.
Notification
You will be notified of updates to projects in which you are a member. You will also receive notifications of open rooms and chats in which you have been designated as a member, which you can access It by clicking on the notification.
Weekly Planner
This is an Email Notification, Every Friday, weekly planner mail will be delivered to your company’s email address. This will help you to see how your next week will be. This way you can plan things for a week.
The Weekly Planner Email is divided into four sections.
Seat Booking Details
Calendar Details
Task details
Tips for using Hybrid app
How to enable weekly planner Email?
Email notification should be enabled to get weekly planner Emails. For that Navigate to Settings > Preference Tab.
Here in the Notification section check Enable Weekly Planner option and click the Save button.
How to use the weekly planner?
Book a Seat
To book a new seat click on the Book Your Seat Button This will take you to the seat booking window.
To View your current bookings, click on the View Booking button. This will take you to the “My Bookings” window.
Refer How to manage my bookings? article to know more about My Bookings window.
To know about your colleague’s bookings
you will be able to know the booking information of the colleagues in your circle for the upcoming week.
Then, click on the ‘friends’ button. The window containing the booking of friends for this week will open.
To be informed about upcoming meetings
In this, you will get information about the upcoming meetings next week. For that click View full calendar button.
This will direct you to the “My space” page. Refer to My Space article for more information.
To know about Tasks
You can understand the tasks that must be completed this week. Also shows overdue tasks.
For that click on the View All Tasks button. This will direct you to the “My space” page. Refer to My Space article for more information.
Tips for using Hybrid app
Tips on how to use the hybrid app effectively have been given in the last part of the weekly planner. You can get more information by using the link provided here.
Setup Avatar Button
Unlock the full potential of your avatar with these essential features and functionalities. Whether you’re new to KloudHybrid or looking to optimize your experience, we’ve got you covered. Learn how to make the most of your avatar by following these simple steps:
Follow the instructions provided to unlock a world of possibilities and make your avatar truly stand out.
To get started, configure your profile by clicking on the avatar button. Here, you can set your profile picture, write a status message, provide contact information, and update your profile details. Additionally, you will find various other options available in this section. For a comprehensive guide on how to configure your profile, please refer the following steps.
The logged-in users’ avatar (if available) is displayed on the top right corner of the application.
The header of the avatar button contains information about the user.
Profile picture
Name
Department
Status
Status message
The avatar button contains the below options also.
Questionnaire
Profile Info
Contact Info
Mood
Focus
Share Page
Setup Multifactor Authentication
Custom Link
Download Desktop App
Logout
Set profile picture
Make a memorable first impression by setting a profile picture that represents your unique identity. Stand out from the crowd and let others recognize you at a glance.
From the avatar button, click on the profile picture button.
In the “Change profile picture” popup window that opens, click on the Upload Picture button and select the desired picture.
Then click on the Save button.
If you want to delete a profile picture, Click on the Remove Picture button and Click Save.
Set Status Message
Share your current thoughts, or even a catchy tagline with a captivating status message. Express yourself and let others know what’s on your mind.
Navigate to the Avatar button > Set Status Message button.
Enter the status in the text box that appears and click the save button.
How to change availability status?
Control your availability and let others know when you’re ready to connect. Learn how to change your availability status effortlessly and ensure effective communication.
You can set your availability status to others such as “Available”, “Away”, “Do not disturb”.
Navigate to Avatar button > status button.
Select the availability status from the drop-down list.
If you select Do not disturb, a red circle will appear around your avatar.
Create Profile Info
Provide essential information about yourself in your profile. From professional details to personal interests, create a comprehensive profile that showcases who you are.
Navigate to the Avatar button.
Then click on the Profile Info button. This will take you to the Profile info page. This page contains the below options.
1. About
In this section, you can briefly describe yourself.
2. Enable mentorship
If you want to share your knowledge with others, you can enable this button. It will be enabled by default. You can turn it off if necessary.
By enabling this, others will be able to add you as a mentor.
3. Share your calendar
By enabling this, others will be able to see your calendar.
4. Overview Tab
Here you can add skills, Interests, desired skills, and mentors.
How to Add Skills?
Click on Add button.
Skill details pop-up window will appear.
Enter the first few letters of the skill you want to add, then choose it from the dropdown list that appears. Then select your level from the Level checklist.
Note: Only the skills that the admin has added to the skills list can be added to it.
Click on the Save button. A new skill is added successfully.
How to Add Interests?
Click on Edit button.
An editable text box will open.
Enter your interests and press Enter Key.
Click on the save button. New interests are added successfully.
How to Add Desired Skills?
Click on the Edit button.
An editable text box will open.
Enter the first few letters of the skill you want to add, then choose it from the dropdown list that appears.
Note: Only the skills that the admin has added to the skills list can be added to it.
Click on the Save button. A New Desired skill is added successfully.
How to Add Mentors?
Click on Add button.
Add Mentor window will appear. This window contains a list of people who want to be mentors.
Select the person you want to add from the list by clicking on the + Add as mentor button. It can also be filtered by name, title, skills, level, and location.
After clicking on the + Add as mentor button, click the yes in the confirmation popup window that opens.
As soon as it is added, a notification will be sent to the mentor’s email address. Until the mentor accepts it, the status will be pending.
How to accept mentor request?
Navigate to Avatar Button > Profile info. Then scroll down and find the new request in the mentee section.
Click on Accept button, then click yes in the confirmation popup window that opens.
How to set up a meeting with a mentor?
A meeting with the mentor can be scheduled if the mentor’s assistance is required in any situation.
Click on the mentor’s name
or
Navigate to My Office > Company Hub > Discover.
Then search the mentor’s name in the window that opens and click on the View Profile button.
Then, in the profile information window, choose a date and time from the available sessions. After you have chosen a time, click the Confirm button in the popup window that appears.
Note: Only those who log in using external authentication can see the mentor’s calendar.
The mentor will receive the notification of the meeting by mail. He can accept it and confirm the meeting.
5. Projects Tab
It is useful for viewing current and previous projects.
Note: Only accounts with the My office feature enabled can see the Project tab. To learn more about and enable the My Office feature, contact your Kloudspot representative.
6. Circles
This function displays the profiles that have been added to my circle.
Setup Contact info
Welcome to the Contact Info section of KloudHybrid! Here, you have the opportunity to configure various general information options that will enrich your communication and collaboration experience. The information you provide in this section will be displayed on your profile card, allowing others to easily access and connect with you.
Navigate to Avatar button > Contact Info.
Within the Contact Info section, users can configure various general information options to enhance communication and collaboration.
Phone and Mobile Numbers:
Users can input and configure their phone and mobile numbers, ensuring that their contact details are up to date and readily available for communication purposes.
WhatsApp:
Users can now configure their mobile number specifically for WhatsApp communication. This enables seamless communication through the popular messaging platform.
Teams Email:
Users have the option to configure their email ID for Microsoft Teams. By doing so, they can ensure that their Teams-related communication is streamlined and connected to their preferred email address.
Zoom Link:
The contact info section now includes the ability to configure a personal Zoom link. Users can set up their unique Zoom link, making it easy for others to join Zoom meetings or video conferences with them.
Skype ID:
Users can configure their Skype ID within their contact details. This allows others to connect with them directly through Skype for instant messaging, voice, or video calls.
Slack URL:
The contact info now provides the option to configure a direct message URL for Slack communication. Users can enter their Slack URL, enabling others to initiate direct communication with them on the Slack platform.
UnivergeBlue Link:
Users can configure their personal meeting link for UnivergeBlue meetings. This allows for easy access to UnivergeBlue meetings by sharing the personalized meeting link.
Google Meet Link:
Within the contact info, users can configure their personal link for Google Meet communication. This link can be shared with others to quickly join Google Meet calls or conferences.
Zoom Phone Number:
By adding your Zoom phone number to your contact info, you enable seamless connectivity, ensuring that colleagues, clients, and partners can easily reach out to you whenever needed. Whether it’s for quick discussions, important updates, or collaborative projects, having your Zoom phone number readily available streamlines the communication process and fosters efficient collaboration.
Meta Workplace:
Users can now include their Meta workplace link as part of their contact details. This allows for easy access and navigation to their Meta workplace, promoting collaboration and communication within the Meta platform.
Note: According to the details you have provided, the contact information you configure will be visible on your profile card.
Use of Mood Button
Discover the power of the Mood Button and express your emotions through your avatar. Learn how to use this feature to enhance your communication and interaction.
You can record your real-time feelings here. And every time you log in, a default mood pop-up opens up where you can record how you feel about your day.
Setup Multifactor Authentication for user
Protect your kloudhybrid data with an added layer of security. Set up multifactor authentication to ensure your account remains safe and secure.
Multi-factor Authentication (MFA) is an authentication method that requires the user to provide two or more verification factors to gain access to a “Kloudspot Hybrid work”. Rather than just asking for a username and password, MFA requires one or more additional verification factors, which decreases the likelihood of a successful cyber-attack.
This is useful for users who login with their username and password without the help of external authentication.
Note: Users who log in using a single sign-on button do not require MFA because they have already been verified by another authentication provider.
To activate it navigate to the Avatar button > Setup Multifactor authentication.
Then the QR code will open.
Scan your QR code on your Google Authenticator App.
Enter the first verification code from the Google Authenticator App.
Click on setup.
After you have been authenticated, you will be prompted for the MFA Passcode every time you log in. You can get it from the Google Authenticator app and use it to log in.
Focus Mode
Boost your productivity and minimize distractions with Focus Mode. Learn how to utilize this feature to create an optimal working environment.
The focus mode can be used when the work requires more focus.
Activate Focus mode
Click on the Focus button from the avatar dropdown menu.
From the dropdown list, choose the time when the focus should be on.
Click on enable button to enable focus mode.
The user’s status will change from “available” to “Do Not Disturb” while in focus mode, in all connected apps.
Share the Hybrid workspace page to KloudDisplay
Overview
Collaborate and showcase your work by sharing the Hybrid workspace page to KloudDisplay. Discover how to seamlessly integrate your workspace with others.
Get the share page URL
To get the share page URL, you can use the Share page button.
To do so, open the page to be shared and then select the Share Page option from the avatar button.
In the popup window that opens, add the user credentials of the person to be shared and click the Share button. Immediately the KloudDisplay URL will appear. You can copy it and save it somewhere else for future use.
Note: You cannot generate URLs if MFA (Multi-Factor Authentication) is enabled for the account.
After receiving the URL, the next step is to log in to the KloudDisplay platform.
There are basically 3 steps here.
Create a Resource
Add Resources to a Template
Publish Template to a Display Terminal
Create a resource
Login to your KloudManage account to create a new resource.
Then, Navigate to DISPLAY TERMINAL > RESOURCES. Then click on the Create New button.
In the window that opens, enter the resource Name, and select WebPage as Type. Then paste the URL we copied earlier in the URL column and click the Save button.
New resource added successfully.
Add resources to a Template
Navigate to DISPLAY TERMINAL > TEMPLATES. Then click on the Create New button.
In the window that opens, enter all the information.
Name: Enter the names of the template.
Display Type: Select the resolution from the dropdown list.
Background color: Select background color.
Priority: Select the priority from the dropdown list.
Orientation: Select the display orientation and Type.
Click the Add Region button to add a region. Then click on the Edit button to edit the region property.
The resource can be added in the Region Properties popup window that opens. For that, select the resource we created earlier from the Add a Resource dropdown menu and click the Add button.
Then click the Update Region Properties button and save the changes.
Finally click on the Save template button to save the template.
Click the preview button next to the template to preview the new template.
Publish template to a Display Terminal
Navigate to DISPLAY TERMINALS. From the terminal list, find the terminal we need.
Then click on the Template button from the action column.
In the window that opens, click on the +Add Template button.
Then in the popup window that opens, select the template we have prepared earlier from the dropdown list and click the Save button.
Once the template is added. Click on the Apply Template button to publish the template.
The template is successfully published to the display terminal.
This way you can publish a hybrid workspace page to KloudDisplay.
Custom links
Tailor your avatar experience to suit your preferences by adding custom links. Directly access your favorite websites or resources with just a click.
Click News Button. It will take you to the news feed section. There you can read RSS and company specified news.
Note: These buttons can be configured by the admin. Admin can add the required quick links using Advance settings. Refer to the KloudHybrid Administrator Guide for more details.
Ookla Speed Test
Click the Ookla Speed test button. This will take you to a page where you can test your internet speed.
Click Go button. You can test your internet downloading and uploading speed here.
Download and install desktop App
Take your avatar experience to the next level by downloading and installing the desktop app. Enjoy enhanced performance and convenience with easy access to all features.
With this you can install the hybrid application on your laptop/personal computer. See How to install KloudHybrid application? section for more information.
Configure Settings menu
Once you have set up your profile, the next step is to customize your KloudHybrid experience by configuring your preferences. This includes setting UI preferences, notification preferences, and managing authorized users. For detailed instructions on how to do this, please refer the following guide.
Please refer to the tutorial video page for related video tutorials.
The “Settings” page permits to make the social and official networks which in turn enables to make the necessary configurations for KloudHybrid/other applications.
The “Settings” page contains 2 tabs. They are:
Preferences
Bookings
Preferences tab
You can choose the options for different settings based on your requirements.
Display Name
You can select the name which is to be displayed in home page. Normally two combinations are available. First name > Last name, Last name > First name.
Favorite location
You can select your location from the dropdown list, which you are frequently visiting, or your favorite location when you book a virtual location.
When you are booking next time, it selects your favorite location by default. You can either retain the same or select a new location while booking a new seat.
Display Theme
You can select either Dark Mode or Light Mode as a Display Theme. By default, Light Mode is selected.
Select Language
You can select the preferred language.
To translate the chat messages to the selected language, check the box below.
Clock Format
It allows the user to customize the time format. This will convert all time formats in the application to the selected format.
If you want a 12-hour format, check the 12 hr checkbox and click the Save button.
If you want a 24-hour format, check the 24 hr checkbox and click the Save button.
360 Degree Virtual Viewer
To turn off the 3D view of checked-in seat. Check the “Disable Virtual Viewer” box and then click the Save button.
Enable Outlook Schedule on your profile card.
By enabling this feature, users can display their Outlook calendar on their profile card, allowing others to view their availability.
Prerequisites: Log in to the hybrid with a Microsoft OpenID Connect.
Then, navigate to the Settings menu.
Within the Settings menu, locate the “Preferences” tab.
Under the “Preferences” tab, find the “Outlook Schedule” section.
In the “Outlook Schedule” section, you will see two options: “Private” and “Public.”
Private: By selecting this option, you can disable Outlook calendar.
Public: If you choose this option, others will be able to view your Outlook calendar on your profile card.
To enable the Outlook schedule on your profile card, check the “Public” checkbox and click the “Save” button to save the changes.
Note: This feature can only be enabled and viewed by logging in with Microsoft OpenID Connect. Users logging in with a username and password cannot utilize this feature.
Cache Settings button
Note: Please be aware that the web version of KloudHybrid does not include this feature. This button can only be accessed and utilized in the installed version of the application.
The Cache Settings button in KloudHybrid App is a powerful feature that allows users to efficiently manage their cache. Cache is a temporary storage area where data and files are stored to optimize the performance of the application or system.
When you use KloudHybrid, certain files and data are stored in the cache to ensure faster access in the future. However, as time goes by, the cache can accumulate a significant amount of data, including outdated or unnecessary information.
With the Cache Clear button, users can easily remove this stored cache data. By clicking on the button, you can effectively delete temporary files, freeing up valuable storage space and potentially resolving any issues related to outdated or corrupted cache data.
It’s important to note that clearing the cache also clears your login Single Sign-On (SSO) data, which means you can log in to another user’s account using the same application. However, it does not affect your personal settings, preferences, or any crucial data stored within the application.
Notifications
notice
You can turn ON or OFF the notifications for the upcoming booking, events, meetings, etc. You can choose Email/SMS/Push or all to receive the notifications. This is not applicable for iOS devices such as iPad, iPhone, etc.
Filter Notifications
You can choose the options on which the notifications are to be sent. Select the provided options/events by selecting the checkbox(s) to get a notification from the selected channel(s).
External App Notifications
It can be used to get notifications of apps added to the project.
Select the required external apps and click Save button.
My project notification
It can be used to get Project related notifications.
Select the required options and click the Save button.
Booking tab
Displays your “Delegated” and “Authorised” users. It also allows you to add an “Authorised” user. Refer figure for details.
Delegators
List the user(s) who have authorized you to make bookings on their behalf.
Authorized Users
Displays the user(s) is(are) who are authorized to make bookings on your behalf.
Add a delegate user
You can authorize a user to make bookings on your behalf. You can add the authorized user in the text box and click Authorize. The added users are displayed in the Authorized user’s list.
Home page quick access
After configuring your settings, the next step is to personalize your KloudHybrid home page for quick and easy access to the features you use most frequently. You can add shortcuts to the 8 My Office pages that you regularly use. For a step-by-step guide on how to customize your home page quick access, please refer the following document.
Please refer to the tutorial video page for related video tutorials.
The quick access option allows you to navigate directly from the home screen to the pages you visit most frequently. You can also view information about your tasks.
There are three sections in quick access.
My Task
My Shortcuts
Recently Opened
The Hide button can be used to hide or unhide Quick Access as desired.
My Task
Here you can see your tasks in order of priority.
Only the first 2 tasks can be seen. Click the View All button It will direct you to My space page where you can see more tasks.
My Shortcuts
Regularly used My Office pages can be added as shortcuts here.
Maximum of 8 pages can be added as a shortcut.
How to add shortcuts
Open the page you want to add as a shortcut.
Here I am going to add My Project page as shortcut.
Then click on the + (Add to shortcut) button near page heading. The page has been added to the shortcut menu.
How to remove Shortcut
Click on the Edit button. Then you can remove the shortcut by clicking on the - button that appears.
Click the Save button.
Recently Opened
The 5 most recently opened pages are shown here in the order they were opened. Click on this to go to that page.
Setup My Circle button
Building a network within KloudHybrid is made easy with the “My Circle” feature. By adding your colleagues to your circle, you can effortlessly stay informed about their seating arrangements, calendars, availability, and status. For instructions on how to set up your circle, please see the following guide.
Please refer to the tutorial video page for related video tutorials.
With these essential configurations in place, your KloudHybrid application is now fully equipped for seamless use. In the following sections, let’s explore how to make the most of KloudHybrid and maximize its potential for your needs. Let productivity begin!
Click the group button located in the upper right corner. It has three tabs.
My circle: It is possible to add your friends/colleagues in the “My Circle” tab which helps to quickly find your friends’/colleagues’ status.
Mentors/Mentees: You can find mentor/mentee information here. See the How to Add Mentors? and How to accept mentor request? sections from Create Profile Info page for more information.
Department: Helps meet people in your department.
My circle
Friends and co-workers who require frequent contact can be added to my circle.
Here you can see user’s status, mood, and login details.
You can see more fitted profiles by clicking the Suggestion button. It can be added to the circle if necessary.
Note: You can adjust the position of users by dragging and dropping as per your requirement.
Mentors/Mentees
You can find mentor/mentee information here. See the How to Add Mentors and How to accept mentor request sections from Create Profile Info page for more information.
Department
Showing people in our department.
To add a person to the “My circle”:
Search your friend’s/colleague’s name by typing it in the “Search” bar.
The name with email id is shown. Click on the displayed name.
Click Add to Circle button on the popup window that opens.
The person is Added to your My Circle list.
You can contact the person by clicking Integratedcontact details.
Click on the View Profile Info button to view the profile details.
Note: Only accounts with the My office feature enabled can see the View Profile Info button. To learn more about and enable the My Office feature, contact your Kloudspot representative.
To remove a person from the “My circle”:
Click the My circle button from the Kloudspot Hybrid workspace.
Go to the “My Circle” tab and click on the name in the My Circle list.
A window is displayed with the details.
Click Remove from Circle button if you want to remove anyone from the “My Circle” list.
Download and install KloudHybrid App
To begin using KloudHybrid’s application on your computer, follow the steps given below. Before installation, ensure that your computer meets the KloudHybrid system requirements, which can be found in the System Requirements document.
Install KloudHybrid on MAC.
Navigate to the avatar button and Click the Download Desktop App button. It helps to download the KloudHybrid application.
Now check for the executable file in downloads in your system and run it.
Drag KloudHybrid to the Applications folder.
The KloudHybrid application has been added to Applications.
Run the software and see the interface. As soon as it opens, it will be prompted for the URL we require. Enter your Hybrid URL and then click the continue button.
Also, It will request authorization to use the camera and microphone. Click the OK button.
Install KloudHybrid on iPhone
Open the Application URL in a browser on your phone.
Tap on the download icon at the bottom.
Select “Add to home screen” option.
Tap On Add.
Close the browser.
KloudHybrid application will be installed on your device.
Install KloudHybrid on Windows
Click Download Desktop App button. It helps to download KloudHybrid application.
Now check for the executable file in downloads in your system and run it.
It will prompt confirmation to make changes to your system. Click on Yes.
After this, the update window will open, click install to continue.
In the next window that opens choose the installation options. The first option allows everyone to log in using this application. But the second option only allows you.
Select the option as per your requirement and click Next button.
Once again It will prompt confirmation to make changes to your system. Click on Yes.
After this, the installation process will start and will take 10 - 60 Seconds depending on your computer speed and specification to complete the installation.
Note: Refer [KloudHybrid System requirements(/kloudhybrid/userguide/loggingin/kloudhybridsystemrequirements/)] secrtion for System requirements.
Then click the Finish button. The hybrid application is installed successfully.
Once the installation is complete, application will launch automatically.
notice
If you want to change the hybrid URL. The menu bar will appear if you press the Alt key on your keyboard. You can change the URL by selecting Change URL from the Settings menu.
Then type the URL you want to enter and click the Continue button.
Install KloudHybrid on Android
Open the Application URL in a browser on your phone.
Tap on the menu Icon and Select Install App.
Tap on Install.
Close the browser.
KloudHybrid application will be installed on your device.
Seat Booking and Check-in
KloudHybrid offers the convenience of booking seats and checking into the office, both virtually and physically, enabling easy attendance recording.
To book a seat for yourself, refer to the Book a Seat for Myself guide. You can book a seat either virtually or physically at your office location.
If you need to make any modifications to your existing bookings, such as extending the booking duration, checking out, reporting an issue, sharing the booking with others, or deleting the booking, you can easily do so by following the instructions provided in the Manage My Bookings guide.
Please refer to the tutorial video page for related video tutorials.
Click Book now or New Booking from the home screen.
A pop-up menu is displayed.
Click “For myself” to book a seat for you.
The “Book your seat” window is displayed.
Click Timezone to select the zone.
Click Date to select the date. It allows selecting a date from present-day and future dates.
Click, From time to select the time.
Select the Duration from the drop-down menu, you wish to book a seat for.
Check the “Repeat” checkbox to enable the repeat booking feature. Note that this step is optional, and you can proceed without repeating the booking.
To enable Repeat booking
After checking the “Repeat” checkbox, the **“Frequency”**and “End Date” fields will become available.
In the “Frequency” field, select the desired repetition frequency from the drop-down list. The system provides three options:
Daily: Choose this option if the booking needs to be repeated every day.
Every weekday: Select this option if the booking should only be repeated on weekdays (Monday to Friday).
Weekly: Choose this option if the booking should be repeated on specific days of the week.
If you selected the “Weekly” frequency, a list of days will appear. From this list, select the specific days on which the booking should be repeated.
Note: This step is only applicable if the “Weekly” frequency is selected.
In the “End Date” field, select the date on which the repetition of the booking should end. This serves as the termination point for the recurring booking.
Check the “Repeat” checkbox to repeat the booking frequently. This is an optional step, and you can use this feature if you want to repeat your booking for some time.
Note: You can know the work timing that the company prefers by clicking on show work hours. You can hide this by clicking on Hide work hours.
Check the checkbox, “Check-in Remotely” to select the virtual seat. If you need to log in physically. Uncheck the “Check-in Remotely” option.
Select the location from the Site drop-down menu.
Select the floor from the Floor drop-down menu.
When you click on the drop-down menu, the available floor details in that location are displayed. Along with the floor details, it also displays the booked/total available seats as shown in Figure.
It is possible to book a seat when seats are available on the floor. If seats are available, the green status bar is displayed, else the red status bar is displayed.
For example:
As shown in the above diagram, the 1st floor is occupied with more than 50% capacity which is not allowed in the current COVID 19 scenario. Therefore, it is not possible to book a seat on this floor. However, the 2nd floor is empty which can be booked.
Choose your workstation from the Seating position drop-down menu.
All the vacant workstation numbers are displayed to choose from. The selected seat is highlighted in red. A hand symbol is displayed which allows to drag and view the entire floor view.
You can also choose a vacant seat when you view it. When you choose a different seat, the workstation number is also updated and marked as occupied by highlighting with red.
Finally, Click the Book button to book your seat.
You will receive a confirmation message from KloudHybrid for the successful booking.
Note: You will receive a notification just 5 minutes before your booked seat is going to expire. This reminds you to extend the currently booked seat or book a new seat if you need to use it further.
The notification triggers your Email/SMS/Push or all channels as you preferred in the Preferences Settings menu. In case, any of these channels and the checkboxes provided to filter the notifications are not selected, then you will not receive the notifications.
Check-in to virtual Workspace
Go to the home page.
Click the Check-in button to check-in.
Note: Virtual Check-in option is not available for guest users.
Once checked in, the “360” view of the seat is displayed. Here you can drag and view the entire floor to get a better picture.
Check-in into Physical Workspace
There are two options for physical check-in.
Using Hybrid app.
Using confirmation mail.
Check-in using the Hybrid workspace app
As soon as the seat is booked it will take you to the home page. You will see the questionnaire button there.
Click on the questionnaire button on the home page. Then answer the questions asked in the window that opens. Then click the Submit button.
Note: This button will appear only if the administrator makes the questionnaire mandatory. Otherwise, you can proceed from the next step.
Then two check-in options will appear.
Lobby Check-In
Self Check-In
Lobby Check-In
If the Lobby Check-In option is selected. A QR code will appear on your device. It can be scanned and checked-in at the KIOSK machine installed in your office.
Self Check-In
If you choose the Self Check-In option. The camera on your device will be turned on so that you can scan the QR code placed on your seat. That way you can check-in.
Check in Using confirmation mail
A confirmation mail will be sent to the mail ID as soon as the seat is booked.
Click on the Booking Code provided with the mail.
Then answer the questions asked in the window that opens. Then click the Submit button.
Note: This button will appear only if the administrator makes the questionnaire mandatory. Otherwise, you can proceed from the next step.
notice 4. Once the questionnaire has been submitted. You will see a window mentioned below.
Here are two ways you can check in.
If you choose the Check-In option. The camera on your device will be turned on so that you can scan the QR code placed on your seat. That way you can check in.
If the QR code option is selected. A QR code will appear on your device. It can be scanned and checked in at the KIOSK machine installed in your office.
If the worker does not want to use his personal device for office use. He can also Check-in by entering the booking code received with the mail on the KIOSK machine.
Manage my bookings
The My Bookings menu contains 4 tabs:
Current: Shows the data of currently active booking details.
Previous: Shows the data of previously booked sessions.
Delegated: Shows the data if it is booked for you by someone else (delegated user) or booked by you for some other users/guests.
Visit: If you have created a visit without a seat for a guest, that information is displayed on this tab.
The details are shown if it exists, else an appropriate message is shown in the respective tabs.
Current tab
View Seat
Context menu
Booking status
Previous tab
Delegated tab
Visit
Booking Status:
Displays the details either as Virtual (if you are working from home) or Office (if you are working from any of your office locations).
Displays the booking status such as pending, confirmed, released based on the status.
View Seat
Helps to view the currently booked seat.
To view the seat:
Click View Seat.
The “User location” is opened with a display picture (if uploaded).
Click on the display picture to view the workstation details.
Context menu
The Context menu helps to extend the timings for the currently booked seat, the Delete helps to delete the current seat and the Details option helps to view the seat booking details.
Note: The extension is not possible for the guest users.
To extend the timings:
Method 1
Click context menu button from the bottom right corner.
Click Extend on the context menu.
The “Extend your booking” dialog box is displayed with the current booking details.
Click “Select timeframe” drop-down menu and select the extension timings.
Click Extend.
A message is displayed for the successful booking. In case, the seat is not available for extension, the error message is displayed.
Method 2
A popup window will appear asking if you want to extend the booking 15 minutes before it expires.
Note: You will get this notification as a popup and push notification.
If you want to extend the booking, click on the confirm button.
Select the time to extend from the dropdown list and click the extend button on the page that appears.
Your booking has been successfully extended.
To Checkout from the current booking:
Click context menu button from the bottom right corner.
Click Checkout on the context menu.
The “Checkout” dialog box is displayed.
Click the “Checkout” button to Checkout.
A message is displayed for the successful Checkout.
To report an issue
Click the menu icon on the booking card and then select the Report option. describe your problem in the description column and click the Submit Issue button.
Submitted issues can be viewed in the incident window of ServiceNow.
Depending on the nature of the issues, the supporting team will resolve them as soon as possible.
To Know how to integrate ServiceNow with Hybrid, refer Application Integrations section and see the ServiceNow integration document.
To view the booked seat details:
Click context menu button from the bottom right corner.
Click the Details button on the context menu.
Seat details will appear in the new tab.
Note: you can check out from the context menu if you are already checked in.
To share your booking details
Click context menu button from the bottom right corner.
Click Share on the context menu.
Enter the email address in the popup window that opens. Then click the Share button.
Your booking information is sent to the email address you provided.
To delete the current Booking:
Click context menu button from the bottom right corner.
Click Delete on the context menu.
A confirmation dialog box is displayed.
Click Delete.
A message is displayed for the successful deletion.
Book a seat for others
Booking Seats for Colleagues
If you wish to book a seat for a colleague, they must authorize you first. Learn how to obtain authorization by referring to the booking tab in the Configure Settings Menu guide.
Once authorized, you can book a seat for them by following the given steps.
If you need to make any modifications to your existing bookings, such as extending the booking duration, checking out, reporting an issue, sharing the booking with others, or deleting the booking, you can easily do so by following the instructions provided in the Manage My Bookings guide.
Click Book for others from the home screen.
This will take you to the ‘Book for others’ page.
Or
Navigate to New Booking > For others > With Seat.
This will take you to the same ‘Book for Others’ page that was previously mentioned.
Type a Delegate/Guest name in the provided field.
Note: Proceed with next step if you are reserving a seat for a guest.
If the guest details are not added already, refer How to Add Guest
section for more details.
Note: If you need to make a delegate booking. Go to the settings option and check if the delegate has given you the authorization to book seats for them. Refer to Booking Tab from the Settings
menu for details. then follow the steps below.
Once the seat is booked, a confirmation email with an 8-letter code will be sent to the guest. Refer How to Check-in to the physical seat
section for check-in details.
Booking Seats for Guests or Visitors
To host a guest or visitor in your office, you must first add them to the KloudHybrid application. For adding guests, consult the Add a New Guest document, and for visitors, refer to the Create A Visit guide.
Once added, book a seat for them by following the Book a Seat For Others section. To check in a visitor, follow the Check-In a Visitor guide,
If you need to make any modifications to your existing bookings, such as extending the booking duration, checking out, reporting an issue, sharing the booking with others, or deleting the booking, you can easily do so by following the instructions provided in the Manage My Bookings guide.
Subsections of Booking Seats for Guests or Visitors
Add a New Guest
Guest Page
The “Guests” page displays the list of guest users and allows you to add a new guest. You can search for a guest from the search box, who is already added.
It is not possible to extend the timings booked for a guest user.
Page navigation is available on the Guests page and it is enabled if the number of guests extends further.
Add a new guest
Select the Guest menu.
Click the New guest button.
The “Add Guest” window is displayed.
Update all the mandatory fields such as first name, last name, e-mail address in the “Add Guest” dialog box and click Save.
A new guest is added to the KloudHybrid.
Only the admin can edit the guest details.
Create a visit
Navigate to New Booking > For others > Without Seat.
This will take you to the Create a Visit page.
Type Visitor name in the provided field.
If the Visitor details are not added already, click +visitor button.
The Add Guest window is displayed.
Update all the mandatory fields such as first name, last name, e-mail address, Phone number, and Company name in the Add Guest dialog box and click Save.
Note: If the guest’s image is available, it can be added as well.
A new guest is added to the KloudHybrid.
Then go back to the Create Visit page and fill out all the information in the New Visit window that appears.
Time zone: Choose a time zone from the dropdown menu. This is determined by the location of the office.
Date: Choose the visitor’s arrival date.
From time: Choose the visitor’s arrival time.
Duration: It is useful for indicating how much time the visitor will spend in the office.
Site and floor: Select office site and floor.
Purpose Of Visit: Specify the reason for visitor arrival.
Finally click Book button to make booking.
Once booked, a confirmation email with an 8-letter code will be sent to the visitor. Refer To check-in for the physical workplace section for check in details.
Check in a visitor
A confirmation mail will be sent to the mail ID as soon as the seat is booked.
Click on the Booking Code provided with the mail.
Then, a window with visit details will appear, you can proceed by clicking on the Questionnaire button.
Note: This button will appear only if the administrator makes the questionnaire mandatory. Otherwise, the QR code button will appear.
Each organization will have its own set of questions. Answer the questions and press the Submit button.
The questionnaire button immediately transforms into the QR code button. When you click on it, a QR code will appear.
It can be scanned at the office’s KIOSK machine.
Immediately following the scan, a checkbox with the terms and conditions will appear. Accept it after reading it. The check-in button will appear immediately; click on it.
You are checked in successfully.
By clicking on the Print Badge button, you can generate a temporary ID card.
There is also another way to check in.
Click on the I have a Booking Code button on the kiosk machine installed in the office.
Then, in the text box that appears, enter the code you received via email.
By clicking on the Print Badge button, you can generate a temporary ID card. The booking status will then be changed from pending to confirmed.
My Schedule details
After checking in, view your schedules for the day in the upcoming meeting section on the home page. Alternatively, click on the My Schedule button from the taskbar to access your current schedules. To understand more about the My Schedule page, refer the following steps.
For checking into a conference room meeting, see the Check-In to Conference Room guide. Please note that this feature is currently available only in Outlook Calendar.
Click the My Schedule button on the KloudHybrid.
You can see all the Scheduled meetings.
Conference Room booking and check-in
Book a Conference Room
Using KloudHybrid, you can create meetings in conference rooms within your office. Follow the Book a Conference Room guide to schedule a meeting (available for users using Outlook Calendar). Participants can join the meeting virtually or physically by referring to the Check-In to Conference Room guide. Joining via Google Calendar is also possible.
Then click on the Zoom button from the home page 3D view.
Note: The zoom button is only visible in 3D mode, so if you are currently in 2D mode, switch to 3D mode.
Zoom meeting will start immediately after clicking. Everyone who has checked in that conference room will receive a notification that the meeting has started.
Others can join the meeting by clicking on the same Zoom button.
Explore different work locations
Explore Different Work Locations
If your office operates in multiple locations, use KloudHybrid to explore other workplaces. Refer the “book a conference room from the infostots” section to learn how to book a seat at another location.
Please refer to the tutorial video page for related video tutorials.
The “Explore” feature displays a Google map view where you can find different Kloudspot office locations (Organization location on the globe) and when you click on it, a floor map and a 3-D view of the floor can be viewed.
Click “Explore”. This will direct you to your favourite location.
If you want to explore other locations, click on the All Sites button.
In the bottom left corner, you can see the seat capacity card. This provides information on how many people have logged in both virtually and physically.
Select Kloudspot Office location you want to explore from the window that opens.
Note: You can also use the search bar and dropdown menu to find a location.
The office 2D view will Appear.
Click on office 2D view and Go up to 360-degree view. That gives you the experience of going to the office physically.
Info spot 3-D View
In the 3-D view, you can also find the info spots. where you can book a new seat/re-book a seat, sit physically or virtually for work.
To book a seat from the info spots:
Click on Explore menu and select the desired location when you wish to book a seat.
Click on the infospot.
A window is displayed with the details of that info spot.
Select the timeframe.
Click Book now.
Note: This is also called quick booking. When you book it from here, the booking time starts now.
You can also go to different rooms and look for a seat by clicking on the View () icon which takes you to that location.
Booked seats are displayed with the display pictures of the associate. When you click on that display picture, it displays the information about that associate who booked it as shown below.
To book a conference room from the infostots
Click on the Explore menu and select the desired location you wish to book a room. Then click the conference room icon.
A pop-up window will open with booking details. Fill all the information and click the Book Now button.
As a user of My Office feature in KloudHybrid, you’ll find the following sections highly beneficial. My Office serves as a valuable addition to a Hybrid workspace, enabling you to complete various project-related tasks. Additionally, you can utilize facilities like the Open Room to engage with colleagues on topics of interest, seek or provide mentorship, and promote knowledge sharing.
Overview
My office is an excellent addition to a Hybrid workspace. It can be used in the office to complete all project-related tasks. You can also use facilities like open room to talk with colleagues about your favorite topic. Not only that, but we can teach others or seek help from others.
My Space is you personal My Office dashboard! Here, you can easily manage and access key features that help you stay organized and connected:
My Schedule: Keep track of your appointments and deadlines in one place.
Messages: Communicate with colleagues and collaborate effectively.
Department Users: Find and connect with team members quickly.
My Tasks: Stay on top of your assignments and tasks.
My Space is designed to simplify your work and enhance productivity. Access these features effortlessly and enjoy a streamlined workflow.
Open My Space
Click on My Space from the My Office dropdown menu.
This is your personal dashboard. From this, we can know the following.
My Schedule
Messages
Department Users
My Tasks
My Schedule
Provides information about upcoming meetings.
Messages
If someone sends you a message that was mentioned to you in any project or open room in which you are involved, you can find it here.
Indicates from which project the message came.
Displaying the date, the message was received.
Shows what the message is.
Click on the message to proceed to the project.
Department Users
You can see the users in your department.
Click on the member’s button. Department users window will open.
Under the Online section, you can see a list of users who have checked in.
Under the Offline section, you can see a list of users who have checked in.
Under the Team Emotions section, you can see overall department emotion.
A Presence Details session contains the following.
How many people have logged in Physically?
How many people have logged in virtually?
How many are offline?
Where have people logged in from?
My Tasks
You will be able to see the tasks that you have created as well as those that have been assigned to you by others.
You can use the search bar if you want to search for a specific task.
You can organize the tasks by due date and priority. To do so, click the filter button and select the appropriate option.
Create new tasks
Click on add button. A popup window will appear.
Enter the task name and select status from the dropdown.
Describe the task in detail.
Add labels if required.
Select priority and enter the assignee’s name.
Note: By adding a task from my space, you will be unable to assign it to another person. Visit the task tab from the My Project menu to assign the task to someone else.
Select the project and select the due date.
Then click the Save Button.
My projects
Overview
The “My Projects” feature in the KloudHybrid app provides a comprehensive overview of the projects in which you are involved. This section offers valuable information and tools to help you manage and stay updated on your projects.
By leveraging the “My Projects” feature in the KloudHybrid app, you can efficiently manage your project portfolio, collaborate with team members, stay updated on project progress, and access essential project-related information. This feature enhances productivity, fosters effective teamwork, and contributes to successful project outcomes.
Open My Projects
Click on My Projects from the My Office dropdown menu.
This section contains information about the projects in which you are involved.
You can search for Projects using the search bar
You can sort projects using the drop-down menu.
You can also change the view to list view and grid view.
How to view Project details
Click on Project Info from the menu Icon.
This will take you to the project info page.
You can find the following information related to the project in general information page.
Note: Only the admin or organizer can edit the project information.
Project title
Project description
Project Tag
Project Code
Start date and End date
Thumbnail Image
To check in to the project click on Project details Button or Obeya button from the Project card.
If you are checking in through Obeya button it will direct, you to obeya screen. Refer Obeya mode Button for more details.
If you are checking in through Project Details button This will take you to the project dashboard. There you can see the following.
A. Overview
B. Tasks
C. Chats
D. Updates
E. Apps
F. Members
G. Meeting Room Button
H. Obeya mode Button
I. Menu Icon
J. Slack and Teams
A. Overview tab
On the overview page, there is a bulletin board. This is an open board. All project members can see the changes that have been made to this.
How to add note
Click on +Add Note button from the top right corner. If the Add Note button is not visible, hover the mouse pointer over the bulletin board and the Add New button appears at the top right corner.
New note is added. Enter title and description to the text box.
You can edit font, color of the note, and font size using toolbar.
Click + button to add new Item.
To delete the note, Click the Delete button and click delete on conformation popup window.
To convert the contents of the note to the task, click the Convert to Task button.
How to add a comment on a note
Click on the comment button from the top right corner. If the comment button is not visible, hover the mouse pointer over the bulletin board and the comment button appears at the top right corner.
Then, to add a comment, click on the note. Then a new comment icon will appear; click on it to add a comment.
To delete the comment, click on the delete button.
How to create a new tab
You can add multiple tabs to a bulletin board. For that scroll down on the bulletin board and click the + button found in the Tab list.
Then type the tab name in the pop-up window that opens and click the OK button. The new tab is added successfully.
Drag and drop the tabs according to your priority.
B. Tasks tab
You can see all the tasks associated with this project.
Visit the create new task section to learn how to add a new task.
You can use the search bar if you want to search for a specific task.
You can organize the tasks by the due date, priority, specific user, and reporter. To do so, click the filter button and select the appropriate option.
By clicking on the task, the edit task window will open. you can make the necessary changes on it.
To assign a task to someone else, click the Assign to text box and type in the desired name and click Save.
If you want to delete the task, click the delete button and confirm the deletion in the window that appears.
C. Chats tab
Project-related information can be communicated to team members in the form of text.
You can mention members with @ symbol in the chat. The @all tag can be used to mention the entire team members.
Mentioned messages can be found in “My Space”.
D. Updates tab
In this tab you can find chat activity, project configuration change, task added, and task updated information related to the project.
E. Apps
You can see the Apps added by the organizer related to the project.
Select one of the available Apps. The app launches in a new window.
F. Members
Helps to identify project members.
Click on members button. You can see the members in your department.
Under the Online section, you can see a list of users who have checked in.
Under the Offline section, you can see a list of users who have not checked in.
Share Thanks points: If any of the team members assisted you in any way with the project requirements, you can rate their assistance on a scale of 1 to 10. See the Thanks Points section below for more information.
Under the Team Emotions section, you can see overall team emotion.
A Presence Details session contains the following.
How many people have logged in Physically?
How many people have logged in virtually?
How many are offline?
Where have people logged in from?
Team members’ project-related activities can be viewed in the Activity Details section.
Thanks Points
Thanks Points are a way for members of a project group to show appreciation for their teammates. They can be awarded for contributions such as going above and beyond on a task, helping a fellow team member, or consistently doing excellent work. They are a simple and effective way to boost morale and recognize the hard work of team members.
For this, click on the Share Thanks Points button. Then a window containing the list of team members will open.
Select the Thanks points you want to give to the members from the Share Points dropdown list on the right side of the members. If you have any comments, write them in the comment column.
Note: A user may only award another user with thanks points once per day. A thanks points popup will appear when you open the project for the first time in an evaluation cycle and you can give thanks points there.
Click the Submit button to submit the points.
See the Menu Icon section to see how you can view the Thanks points you have earned.
G. Meeting Room Button
The organizer can connect the Meeting room link if required. This allows project meetings to be held.
Various meeting room providers can be added as required.
Available providers are Zoom, Teams and WebEx.
By clicking the meeting button, you can attend the meeting in any platform.
H. Obeya mode Button
The admin will configure the obeya mode according to the project requirements when creating the project. If the administrator has not configured it. The Obeya will be created automatically with an overview tab, task tab, and Project members
This allows integrated apps to be viewed in different modes. These are the 3 modes currently available.
Multi screen mode
Wide screen mode
-3D screen mode
The obeya screen toolbar allows you to do the following.
A. Project switching menu: It helps to switch from project to another project.
B. Obeya mode switching tool: Allows you to switch to different obeya modes.
C. Go Back: Allows you to go back to the previous page.
D. Reload the window: It helps to refresh obeya screen.
E. Dynamic sync: If Dynamic Sync is enabled, your modifications will be visible to other project members who have Dynamic Sync enabled. You can also observe if they make any modifications.
F. Flip to different screens: It helps switch between screens.
G. Change Integrated Apps: It helps to switch between the integrated apps.
H. View fullscreen: Helps to make fullscreen.
I. Voice command: Helps to control the obeya screen with voice commands. Click on the button to find out which voice commands are available. It works only on 3D screen mode.
J. Add to the shortcut menu: Helps to add Obeya to your homepage.
K. Meeting App: Helps to conduct internal meetings.
L. Chat with project members: It helps to chat with project members.
M. View team members: It helps to know who the team members are.
N. Show project updates: It helps to know about the most recent project developments in real time.
O. Settings: Helps to make other changes related to the project.
P. Hide the menu bar: Helps to hide the menubar.
Q. Exit Obeya mode: It helps to exit the Obeya screen.
Multi screen mode
If you choose the multi-screen mode, all three screens will be open in separate tabs.
Depending on the browser you are using, sometimes Multi screen mode may not work. In such cases, privacy and security settings of the browser need to be changed.
Chrome browser is taken as an example here. The steps will vary depending on the browser you are using.
On your computer, open Chrome. At the top right, click More > Settings.
Click Privacy and security > Site Settings.
Click Pop-ups and redirects.
Choose the option Sites can send pop-ups and use redirects.
Wide Screen mode
In Wide Screen mode, all screens can be viewed in one tab.
3D screen mode
These three tabs can be viewed in 3D. This allows you to work by swiping to the desired screen.
I. Menu Icon
Click the Menu icon from the top right corner of the project window. There are two options available here.
Project Info
Evaluation details
Trend
Project Info: This will help you to go back to project info. Refer to Project Info for more details.
Evaluation details: Evaluations of members are an important part of ensuring project success and ensuring that everyone is working toward the same goal. Both the project administrator and the members can conduct evaluations.
Evaluation details menu helps to know the evaluation points you have got.
In the evaluation window that opens, you can see the evaluation details of each team members.
Click on Details button to view your evaluation details.
There are three tabs in the evaluation popup that opens.
Evaluation
Points
Trend
Evaluation tab: The star rating given by the project administrator can be seen here. Admin can give star rating based on user’s activity once in every evaluation cycle.
You can see the average number of stars earned so far on the right side of the window. It is evaluated out of five.
Points: This tab displays thanks points awarded by other members based on one’s ability to collaborate with other project members.
You can see the average number of thanks points earned so far on the right side of the window. It is evaluated out of ten.
Trend: This tab contains a bar chart based on the points and ratings you received.
J. Slack and Teams
This is optional. This tab is available if Slack or Teams application has been added to the project. Using this, you can send messages to Teams App and Slack App without leaving the Hybrid workspace.
Send messages using Slack.
Click on the Slack tab. When you click on the Slack tab, the slack application will open if you have installed it on your computer.
Note: The group that opens will be related to the project.
If not, you can open slack by clicking on the “Open this link in your browser” Link.
Then You can then use Slack to send messages and view messages sent by team members.
Send message using Teams.
Click on the Teams tab, Immediately the Teams app will open in the hybrid workspace app.
Note: The group that opens will be related to the project.
If you are not a member of that group, you can join by clicking on the Join button.
Then You can then use Teams to send messages and view messages sent by team members.
Discover a colleague or mentor
Overview
The “Company Hub” feature in the KloudHybrid app promotes networking, collaboration, and professional development by enabling users to find and connect with their coworkers, learn more about them, and potentially request mentorship. By leveraging this feature, users can foster a culture of knowledge sharing, collaboration, and continuous learning within the organization.
Open Company Hub
This will assist you in find a coworker, learning more about him, and, if necessary, requesting his mentorship.
To do so, navigate to My Office > Company Hub > Discover.
Then you will see a list of employees. To view the desired profile, click the View Profile button.
You can use the filter option to look for a specific person. It can be filtered by name, title, skills, level, and location.
Project Analytics
Overview
The “Project Analytics” feature in the KloudHybrid app empowers users with the tools and insights necessary to analyze and evaluate project performance. By leveraging the data and metrics provided, users can make informed decisions, optimize project outcomes, and drive continuous improvement within their projects and organizations.
Open Project Analytics
Project analytics can be used to get insights about the project. To go to the project analytics page, click on Project Analytics from the My Office dropdown menu. The list of projects will open.
You can search for Projects using the search bar
You can sort projects using the drop-down menu.
The project analytics page contains basic information related to the project.
Project name, Project administrators, Project members, total tasks, incomplete tasks, overdue, etc.
To know more about the project, click on the View Analytics button.
To view the Analytics
Click on View Analytics Button.
If you want to know the project statistics for a specific period, you can use the date filter option. 4 filter options are available Today, This week, This Month and Custom date range.
It mainly consists of 2 tabs.
Overview tab
Members tab
Overview tab
The information contained in the overview tab is listed below.
Overall team emotion: Shows the average of everyone’s emotion. It is calculated based on the time of mood recorded by each member.
Total tasks: Shows the number of tasks that have been added to this project so far.
Incomplete tasks: Shows the number of unfinished tasks.
Overdue tasks: Shows the number of tasks that have not been completed even after the due date.
Avg Hours By a Member:
Favourite App: Shows which app is most used in this project.
Most Tasks Completed: Shows who has completed the most tasks.
Note: The result will vary depending on the period selected.
Team Emotion graph: The emotions of the members of the team are recorded in graph form. This is shown based on the selected period.
Task Completion graph: The completed projects in the selected period are shown in graph form.
Top 5 Used Apps: Shows which are the 5 most used apps for this project.
Teams task graph: The chart shows the number of tasks assigned to each member of the team.
Members tab
The member’s tab mainly shows the activities of the individuals who are part of the project.
Member activity graph: This graph displays the check-in activity of project members.
Employee Details:
Employee name
Shows the name of the members contained in the project.
Hours Logged In
Displays the amount of time spent on the project.
Task details
Helps to find out how many tasks have been completed and how many are yet to be completed.
Emotion
Displays each member’s mood for the day. Visit the Avatar Button to learn more about mood.
Open Rooms
Overview
The “Open Room” feature in the KloudHybrid app fosters collaboration, knowledge sharing, and networking among employees. It provides a platform for employees to engage in meaningful discussions, exchange ideas, and build professional relationships based on common interests. By leveraging this feature, organizations can promote a culture of open communication, employee engagement, and continuous learning.
Please refer to the tutorial video page for related video tutorials.
Navigate to Open Rooms
Click on Open Rooms from the My Office dropdown menu.
It helps employees interact with coworkers about topics of interest in Open Rooms created by the admin. Only the admin can create rooms.
You can search for rooms using the search bar.
You can sort rooms using the drop-down menu.
You can join the room by clicking on the view button.
After joining a room you can see the following.
A. Activity
You can read other people’s comments and suggestions on this topic. You can also leave your thoughts and concerns in this section.
B. Members
You can see the members who have joined this room.
C. Zoom button
The organizer can connect the zoom link if required. This allows meetings to be held.
D. Topic details
Complete information on what is meant by this room is provided.
E. Media post
Displays the media links relevant to the topic.
See the Open Room section from admin guide to learn how to create a new open room.
Get help from the KloudHybrid
If you have any queries related to KloudHybrid, our help center is available to assist you. To learn how to utilize this resource, refer to the following step. Our help center ensures you have the support you need for a seamless KloudHybrid experience.
Navigate to Help menu from the menu bar.
The “Help” menu contains the “Help Center”, “Quick links” and “Frequently Asked Questions”.
Help Center
A tour of the application can also be initiated by clicking on the Take A Tour button to know more information about the KloudHybrid.
Click on Next to proceed with the tour.
Quick links
You can use “Quick Links” to learn more about the cloud hybrid and resolve any queries.
Documentation- Helps to obtain user guides, admin guides, and other
KloudHybrid- related documents.
Tutorials- Helps to get tutorial videos related to KloudHybrid.
Contact Us- Helps to obtain additional information as well as provide valuable comments and suggestions about us.
Kloud Hybrid FAQs
In what circumstances do I have to fill the health questionnaire?
Health Questionnaire is required when
the system administrator has mandated it for physical bookings and
it has been a while since the last time a questionnaire was filled out.
The Questionnaire is not applicable for virtual bookings.
Can I delete Guest bookings?
Yes, you can delete it from My Booking menu.
I am getting an error while booking a seat. It throws an error message that “Seat is unavailable”. What can I do and why?
You might get this error when the seat is booked by someone else for the selected duration. It could also happen when the timings are overlapping a seat which you are trying to book.
Can the same seat be booked virtually and physically?
The system administrator decides if a seat is physical or virtual or both. Only valid seats are shown to the user while booking, based on his/her selected preference.
How do I get notified if I have an upcoming booking?
You can always turn on notifications from the “Settings” menu in the navigation bar. The notifications can be tailored to one or more channels - SMS, email, web push etc.
How do I check-in to my booking if I do not want to install the KloudHybrid app?
A check-in link is sent out via SMS/Email (if your notifications are turned on) upon every booking creation. The link can be used to check-in both virtually and physically.
I am a manager who manages a group of employees. How can I decide whether to seat them on the floor?
You can create a delegated booking, provided the employees have authorized you to create bookings on their behalf. Please use the big blue “New Booking” button to create a booking for someone else.
I have a temporary worker/contractor coming in for a few days. How do I reserve a desk during his presence at work?
Please create a new Guest user for the contractor and continue to make a delegated booking.
Why are not all my bookings showing up in the “My Bookings” section?
Only bookings that were within a week or the bookings that are upcoming in the next 1 week are shown. If you made a repeated booking for more than a week into the future, they do exist in the system but are not shown until it is 1 week before the booking time.
How do I know where my colleagues are located on the floor?
Use the name search bar to find users. Then, from the list that appears, select the user you want, and from the user card that appears, you can obtain the user’s current booking details.
Tutorial Videos
Recording Your Mood
Tutorial videos
Record your real time mood from the home page.
Homepage
Tutorial videos
How to search for a member?
Contact a user from profile card
Find the booking details of a user
View users’ profile info
Add a user to My Circle
Remove a user from My Circle
Setup Avatar Button
Tutorial videos
Upload profile picture
Set avilaility status
Set a status message
Add contact details
Record your real-time mood
Access profile info page
Write selfdescription
Turn on mentoring
Add or update a Skill
Remove a skill
Add your area of interest
Remove your area of interest
Add desired skills
Remove desired skill
Accept mentor requests
Add mentors
View your current and past projects
Remove an added mentor
Remove a Mentee
View your circle members
Schedule a meeting with a mentor?
Configure Settings Menu
Tutorial videos
Access the settings page
Enable Notifications
Configure booking settings
Home Page Quick Access
Tutorial videos
Remove a shortcut
See recently opened pages
See Priority Tasks
View your all assigned tasks
Set up My Circle Button
Tutorial videos
See My Circle Members
See Mentors and Mentees
View notifications
Add a user to My Circle
Remove a user from My Circle
Seat Booking and Check-in
Tutorial videos
Repeat a booking
virtual booking
physical booking
View current bookings
Booking details
View your pervious bookings
Delete existing booking
Edit booking
Lobby Checkin
Self checkin with QR
self checkin without QR
Extend booking from my booking page
Extend booking from home page
Checkout using mybooking page
Checkout using home checkout button
Share booking details
Edit an added guest
My Schedule Details
Tutorial videos
See the schedules for this week
Explore Different Work Locations
Tutorial videos
Explore defferent sites
Make a Quick booking from explore page
Identifying Booking Type using Profile Picture Color Code
My office
Tutorial videos
create a new project
Add Project Members
Make a User a Project Owner
Add a meeting room
Add collaborative apps to a project
Open the default obeya screen
Name a Bulletin Board in a New Project
Add and edit notes
Add comments to a sticky note
Delete or rename the Bulletin board
Delete an added Sticky note
Create a new task
Change Task Status by Drag and Drop
Edit a taske
Filter the tasks
Search for a task
Send a message in a project
Mention a project member in chat
Edit or delete a chat message
Customize enter button while chatting
Track project updates
View and use Project Apps
view Project Members
Access Obeya Mode from the project home page
Switch between different Obeya modes
Change Apps from obeya screen
Set up Obeya mode
Access the Project Analytics Page
Access the individual member’s Analytics in a Project
