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.

To check in physically to your booked seat, follow the Check-In Into Physical Workspace guide. For virtual check-in, consult the Check-In to Virtual Workspace 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.

Please refer to the tutorial video page for related video tutorials.

Table of content

Subsections of Seat Booking and Check-in

Book a seat for myself

  1. Click Book now or New Booking from the home screen.
    • A pop-up menu is displayed.
  2. Click “For myself” to book a seat for you.

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  1. The “Book your seat” window is displayed.

  2. Click Timezone to select the zone.

  3. Click Date to select the date. It allows selecting a date from present-day and future dates.

  4. Click, From time to select the time.

  5. Select the Duration from the drop-down menu, you wish to book a seat for.

  6. 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

  1. After checking the “Repeat” checkbox, the **“Frequency”**and “End Date” fields will become available.

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  1. In the “Frequency” field, select the desired repetition frequency from the drop-down list. The system provides three options:
  2. Daily: Choose this option if the booking needs to be repeated every day.
  3. Every weekday: Select this option if the booking should only be repeated on weekdays (Monday to Friday).
  4. Weekly: Choose this option if the booking should be repeated on specific days of the week.
  5. 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.

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  1. 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.
  2. 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.

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  1. Check the checkbox, “Check-in Remotely” to select the virtual seat. If you need to log in physically. Uncheck the “Check-in Remotely” option.

  2. Select the location from the Site drop-down menu.

  3. Select the floor from the Floor drop-down menu.

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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.

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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.

  1. 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.

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  1. 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

  1. Go to the home page.
  2. Click the Check-in button to check-in.

Note: Virtual Check-in option is not available for guest users.

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  1. 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.

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Check-in into Physical Workspace

There are two options for physical check-in.

  1. Using Hybrid app.
  2. Using confirmation mail.

Check-in using the Hybrid workspace app

  1. 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.

  2. Then two check-in options will appear.

  • Lobby Check-In
  • Self Check-In

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Lobby Check-In

  1. 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.

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Self Check-In

  1. 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.

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Check in Using confirmation mail

  1. A confirmation mail will be sent to the mail ID as soon as the seat is booked.
  2. Click on the Booking Code provided with the mail.

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  1. 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.

image image notice 4. Once the questionnaire has been submitted. You will see a window mentioned below.

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  1. 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.

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  • 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.

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  1. 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.

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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.

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  1. Current tab
  2. View Seat
  3. Context menu
  4. Booking status
  5. Previous tab
  6. Delegated tab
  7. Visit

Booking Status:

  1. Displays the details either as Virtual (if you are working from home) or Office (if you are working from any of your office locations).
  2. Displays the booking status such as pending, confirmed, released based on the status.

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View Seat

Helps to view the currently booked seat.

To view the seat:

  1. Click View Seat.

    • The “User location” is opened with a display picture (if uploaded).

  2. Click on the display picture to view the workstation details.

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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

  1. Click context menu button from the bottom right corner.
  2. Click Extend on the context menu.
  3. The “Extend your booking” dialog box is displayed with the current booking details.
  4. Click “Select timeframe” drop-down menu and select the extension timings.
  5. Click Extend.
  6. A message is displayed for the successful booking. In case, the seat is not available for extension, the error message is displayed.

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Method 2

  1. 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.

  1. If you want to extend the booking, click on the confirm button.

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  1. Select the time to extend from the dropdown list and click the extend button on the page that appears.

  2. Your booking has been successfully extended.

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To Checkout from the current booking:

  1. Click context menu button from the bottom right corner.
  2. Click Checkout on the context menu.
  3. The “Checkout” dialog box is displayed.
  4. Click the “Checkout” button to Checkout.
  5. A message is displayed for the successful Checkout.

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To report an issue

  1. 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.

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  1. Submitted issues can be viewed in the incident window of ServiceNow.

  2. Depending on the nature of the issues, the supporting team will resolve them as soon as possible.

  3. To Know how to integrate ServiceNow with Hybrid, refer Application Integrations section and see the ServiceNow integration document.

To view the booked seat details:

  1. Click context menu button from the bottom right corner.
  2. Click the Details button on the context menu.
  3. Seat details will appear in the new tab.

Note: you can check out from the context menu if you are already checked in.

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To share your booking details

  1. Click context menu button from the bottom right corner.
  2. Click Share on the context menu.
  3. Enter the email address in the popup window that opens. Then click the Share button.
  4. Your booking information is sent to the email address you provided.

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To delete the current Booking:

  1. Click context menu button from the bottom right corner.
  2. Click Delete on the context menu.
  3. A confirmation dialog box is displayed.
  4. Click Delete.
  5. A message is displayed for the successful deletion.

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