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Scheduling resources in the post-pandemic Workplace

Room and Desk Booking in the Post-Covid Era
To meet the changing work dynamic brought on by the Covid-19 pandemic, features are now available to promote touchless booking, social distancing and support for safety restrictions in office workspaces and conference rooms.

As a result of the pandemic, Gartner Group suggests nearly three in four CFOs Plan to Shift at least 5% of previously on-site employees to permanently remote positions. Similarly, a recent Osterman Research publication reported over 50% of organizations will increase their work-from-home policies. 


The pandemic has created pressure to implement socially-distanced office workspace environments, reducing the density and capacity of existing real-estate and requiring organizations to better utilize the space they have.  In many cases, employees will no longer have permanent desks, they will book a hot desk for when in the office.

Touchless Devices and Mobile First for Safety

Hands free use of room and desk screens in the workspace; leveraging built-in RFID security badge technology to touchlessly read badges for walk-up-and-book, check-in and extend the use of a space.

RFID User Self-registration

To implement RFID-based touchless capabilities, the server has to be able to resolve the card serial number scanned at the room against a pre-populated user record in the back-end directory.  Many organizations do not have this process set up.  Use User Registration to simplify the implementation of RFID card reading. The user scans an RFID badge at the screen - if that badge serial number is not registered, the screen will prompt the user to enter their email address.  Once validated against their email account, that badge will then be assigned to that user for any subsequent touchless badge swipes.


Use QRCodes for touchless booking

A QR code can still be embedded into a meeting room screen display or printed outside the room or on the desk, so the employee can use their mobile phone to scan the QR code and book the space directly from their phone.Clear down/set up timeStatus indicators built into the meeting room booking process to allow cleaning staff to schedule decontamination of a workspace before the next person uses it.

Contact Tracing; Registering Actual Meeting Attendees

The user can scan their RFID badge on the hands-free Aura LED meeting room screen or QUBI3 desk screen to signify attendance when arriving at a conference room to show who actually attends meetings to increase contact tracing accuracy.


Contact Tracing; Visitor Registration and tracking so you know who is in the building, when and with whom they met. Safety Information Broadcast to devicesThe room screen broadcast feature allows room screens to display global or location/time-specific policy reminders to employees on the use of workspaces. 

Ringfencing workspaces

The "ringfencing" feature restricts contiguous workspace usage,  so if an employee books a space, the related workspaces are automatically put into an "out-of-service" color-coded status so they cannot be booked. This is visible on a QUBI3 device at the space (in blue), on the kiosk map (as a no-entry sign) and in the back-end calendar system (as booked) Maximum Occupancy and Campus Map Ability to alert on exceeding a limit on the number of people in a room, in a zone, on a floor, or in a building. 


Non-bookable/Reverse Hoteling

Non-bookable spaces are where a user is sitting in a permanent location to allow searching from the Find button on the kiosk and mobile view.  Reverse hoteling allows a permanent-location user to make their space available as a bookable space when they are not in the office.

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