Early presence confirmation

Saving time in booking spaces can bring great value to the GoBright booking system. Using the no-show confirmation feature can be useful, but it is still hard to reuse the space upfront because it is only no showed when the booking already started.

Therefore, by using the feature Early presence confirmation the organizer of the booking will be asked a few days/hours before the booking starts, if the booking is really going to take place. When the organizer does not confirm the booking, the booking will be deleted so the resource can be booked by someone else.​

By adding an early confirmation window, the user will notify in advance the system that they will not use the space they already booked, and by doing so, it will give other users the opportunity to book that space for the next day.

The settings to configure Early presence confirmation can be enabled in the profile of rooms, desks and parking spaces. Check the linked articles for more information on how to configure this feature in the profiles. After this is enabled, the window should be configured for when the early presence confirmation should be active. ​

The early confirmation window can be configured 48 hours before the start of the meeting and the end of the window can be maximum 2 hours before the meeting starts.

Skip weekends option – The weekends can be skipped so the bookings will not be removed if not confirmed during Saturday/Sunday. The user can still make the confirmation on these days too.

For example, if the early presence confirmation is set to 10 hours and this window starts on Friday for the booking on Monday, the weekend will be also considered so in total the Early presence confirmation window will be much wider due to the weekend – more than 50 hours.

You can then select the action to take if a user does not confirm their booking after receiving the email. You may either keep the booking as is or cancel it so the desk becomes available for other users to reserve.

When the confirmation window starts, the user will be notified via email and push notification that they should confirm or decline the booking.

In room notifications, the system will also display any visitors and catering linked to the booking.

When using integrated rooms, users will also be asked whether they want to switch the meeting to ‘Yes, online only’. This ensures the meeting itself is not deleted; however, the physical meeting room will be removed from the booking so that other users can reserve it.

The early presence confirmation can be done in the portal or in the app. Also, it can be done automatically when selecting in the notification​.

When the booking is not confirmed within the confirmation window, the booking will be deleted and the bookable space will be available for someone else. The user will be notified about this deletion.

Presence confirmation in Analytics

Different presence-confirmation statuses can be viewed in Analytics > Booking history, under the Presence confirmation column.

• If the user clicked the green ‘Yes, I will attend’ button:
  A green “Presence confirmed” status will appear in the Booking history.

• If the user clicked the red ‘No, delete it’ button:
  The presence is not confirmed, and no entry will appear in the Booking history.

• If the user did not click any button:
  A red ‘Presence not confirmed’ status will be displayed in the Booking history.