How to Access YAROOMS
To support the move to our Hybrid Workplace Offer we have made access to the system as flexible as possible and it can be accessed a number of ways to suit individual preferences and needs.
Install from Company Portal or access via OKTA
The app can be installed from Company Portal and accessed via the Start Menu (image on the left). The app has been assigned to everyone via OKTA so this will show in your list of apps there (image on the right). Both these options will take you to the web application and will allow Single Sign on via OKTA.
Access via Microsoft Teams
We have also made the app available within Microsoft Teams so if you are already have the Teams application open there is no need to open the YAROOMS app separately.
You will see the YAROOMS Icon on the left-hand menu and the app will open within the Teams environment.
Access via a Mobile Device
Finally, the app is also available as a mobile app on iPhones and Android devices, allowing you to create, cancel or Check-in to bookings when on the go. The instructions on how to install this are:
Step 1: download YAROOMS Mobile from Google Play or App Store and install it on your phone.
Step 2: Open the YAROOMS web app and go to the ‘Integrations’ section.
Step 3: Press ‘Configure’.
Step 4: Get back to the YAROOMS Mobile and press the ‘Scan now’ button. Then press ‘Generate OR code’. A unique code will appear immediately – scan it with your phone and your YAROOMS Mobile account is now linked with your YAROOMS web app account ready for you to start booking.
Checking In and Out
It is important that you 'Check-in' to the resource you have booked when you start using it or the booking will be cancelled after a period of time and the resource will become available for someone else to book.
This can be done by going to ‘My Bookings’ or by clicking directly on the resource you have booked.
NOTE- If you finish your meeting or desk booking early, please ‘Check-Out’ so the resource becomes available for others to book.
Booking in YAROOMS on behalf of someone
Those who regularly make Room Bookings on behalf of colleagues may find it useful to have access to do this this within the YAROOMS System. It is important that resources (meeting rooms and desks) are booked in the name of the person who will actually be using it from a reporting perspective. To be allocated a Supervisor role, please contact the Service Desk.
Once you have been given the required role on YAROOMS, you can create bookings on behalf of others, and the usual limit will not apply for the number of bookings you can make and how far in advance bookings can be made.
Please find some brief instructions below. Just to re-iterate what is in the instructions, you will need to ask the people you support to log into the YAROOMS system once if they have not done so already - an account needs to be created for them before you can make a booking on their behalf.
How to book on behalf of others
Once you have been given the Supervisor role, you will have an additional field on the booking screen which reads ‘Book for [?]’
Search for the person you want to book the Desk or Meeting Room on behalf of by using the drop- down field*.
*If the person’s name does not come up in the search, it means they have not logged into the system before. You will need to ask them to log into YAROOMS so that an account is automatically created for them. Instructions on logging in can be found here.
When the booking is made on behalf of another user they will receive the Calendar invitation and notifications and will need to check in to the Hotdesk or meeting room at the start of the booking.
You will also now be able to see an ‘All Bookings’ option under the Workplace menu where you can search for bookings you have made on behalf of other users by searching for them. You can view and manage a booking by clicking on the booking ID.
Checking In and Out
It is important that the person you are booking on behalf of knows that it is their responsibility to 'Check-in' to the resource you have booked on their behalf when they start using it. If they fail to do this, the booking will be cancelled after a period of time and the resource will become available for someone else to book.
They can do this by going to ‘My Bookings’ or by clicking directly on the resource you have booked on their behalf.
NOTE- If you finish your meeting or desk booking early, please ‘Check-Out’ so the resource becomes available for others to book.
Getting Started with YAROOMS
Here is a link to the space booking step-by-step guide.