Administrator's Guide – Reports: Work Requests report

This page describes how to use the Work Requests report.

Contents

1. Work Requests

2. Work Requests report

3. View by day

4. View by week

5. View by month

6. View as list

7. View as table

8. View as chart

9. Change Work Request status

10. Start a booking

11. Edit a booking

12. Cancel a booking

13. Limitations

Work Requests

To use the Work Requests report, you need to:

1. Set up booking options.

2. Add a provider.

3. Add an option.

The booking options you can have are equipment, catering, and services.

Work Requests report

To use the Work Requests report:

1. Select Reports in the top bar.

2. Select Work Request under the Service Provider section in the side menu.

   

3. The Work Requests report screen will appear.

   

4. Select the view you want:

   • View by day

   • View by week

   • View by month

   • View as list

   • View as table

   • View as chart

5. Select the search parameters that you want.

6. Select 🔍 Search.

View by day

To view the Work Requests report by day in a timetable format:

1. Select View by day to see all the bookings on a particular day. Today is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Zoom in and out on the day using the + and - buttons in the bottom-right.

   

5. Select 🔍 Search.

6. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Date

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

View by week

To view the Work Requests report by week in a timetable format:

1. Select View by week to see all the bookings on a particular week. The current week is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Zoom in and out on the day using the + and - buttons in the bottom-right.

   

5. Select 🔍 Search.

6. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Week

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

View by month

To view the Work Requests report by month in a calendar format:

1. Select View by month to see all the bookings on a particular month. The current month is the default.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Month

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

View as list

To view the Work Requests report as a list:

1. Select ≡ (View as list) to see all the bookings. This is the default view.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. If you change any filters, select 🔍 Search again to see the new results.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Date range

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

View as table

To view the Work Requests report as a table:

1. Select View as table (table button) to see all the bookings in a tabular format.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

   

4. Select 🔍 Search.

5. Select a page number to view the bookings on that page.

6. If you change any filters, select 🔍 Search again to see the new results.

7. Select Export to download the report as a .csv file.

8. Select Print to download your report as a .pdf file.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Date range

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

Choose columns filter

In the View as table, the full list of Choose Columns ▼ filters is as follows:

View as chart

To view the Work Requests report as a chart:

1. Select View as chart (chart button) to see all the bookings in a chart format.

2. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

3. Filter bookings using the Filters side menu.

4. Filter bookings using the tabs ribbon below the Search parameters ribbon.

   

5. Select 🔍 Search

6. If you change any filters, select 🔍 Search again to see the new results.

7. Select Export to download the report as a .csv file.

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Date range

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

Tabs

In the Tabs ribbon, you can also filter on the:

• Location

• Resource type

• Cost code

• Domain

• Owner

Change Work Request status

To use the Work Requests report as a provider:

1. Select Requests in the top bar. The Work Requests report screen will appear.

   

2. The Work Requests report screen will appear.

3. Select View as table.

4. Search bookings using the date drop-down in the Search parameters ribbon below the top bar.

5. Filter bookings using the Filters side menu.

6. Select 🔍 Search.

7. Select Mark as done in the Action column against the booking you’ve completed the request for. The status of the request will change from OPEN to DONE.

8. Select Reopen in the Action column to reopen the request.

   

Search parameters

You can search on:

• Location (if left blank, it will search the whole organisation)

• User

• Date range

Filters

You can filter on the:

• Status

• Location (if left blank, it will search the whole organisation)

• Service Provider

• Options

• Layouts

• Resource

Choose columns filter

In the View as table, the full list of Choose Columns ▼ filters is as follows:

Start a booking

If check-ins have been switched on, you’ll need to check into your resource. This is called “start a booking.”

To start a booking in the Work Requests report:

1. Depending on the view you’ve selected, how to start a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to edit.

   • For View as list, select Start Booking next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. Either the:

   • Are you sure that you want to start this booking? pop-up will appear.

   • About booking pop-up will appear. Select Edit Booking to open the Edit booking pop-up.

     

3. Select Start Booking.

Your booking has been checked in and started.

Edit a booking

To edit a booking in the Work Requests report:

1. Depending on the view you’ve selected, how to edit a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to edit.

   • For View as list, select Edit Booking next to the booking (see image below).

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking.

     

2. Either the:

   • Edit booking pop-up will appear.

   • About booking pop-up will appear. Select Edit Booking to open the Edit booking pop-up.

3. Change the date, time, duration, title, and notes for the booking.

   

4. Select the Attendees tab to add or remove attendees.

5. Select the Options tab to add or remove options to the booking (if the resource has optioned).

6. After you’ve made your changes, select either:

   • Send Update to save and send the booking changes to all attendees.

   • ^⌄ drop-down list followed by Save without Sending Update to just save the booking changes.

     

      

7. Select Close to discard your changes.

Cancel a booking

To cancel a booking in the All Bookings report:

1. Depending on the view you’ve selected, how to cancel a booking may be different:

   • For View by day, View by week, and View by month, select the booking you want to end early.

   • For View as list, select End Early next to the booking.

   • For View as table, select [Booking Time] or [Booking Owner (you)] on the booking (see image below).

     

2. The Are you sure that you want to cancel this booking? warning pop-up will appear.

3. Select Cancel Booking.

   

4. Select Edit Booking to return back to the Edit booking pop-up.

5. Select Close to close the pop-up.

Limitations

The Work Requests report limitations are:

• The Work Requests reports are limited to the first 5000 entries for all work requests and populates the report based on the search parameters you selected.

• You can’t approve or reject any bookings.

• You can’t add, check in, or check out visitors from the Work Requests report. For more information, see our Visitor Lists report page or our Visitor Management page.

• There isn’t a View as chart report for the provider’s Requests screen.

• Providers can only change the status of requests in the Requests View as table report.

• Booking owners can’t change the status of requests.

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