3. Setting up Desk Booking in Sync - Meetio to Sync Transition Guide – Meetio Support

Steps on how to set up Desk Booking for your organization if you’re transitioning from Meetio.

3.1 Provisioning your Flex Desks in Sync Portal | 3.2 Set up your Flex Desks | 3.3 Upload and configure office maps | 3.4 Add and manage users | 3.5 Insights and analytics | 3.6 Using QR codes for Desk booking and check-in

Guide - Transitioning from Meetio to Logitech Sync booking software > 3. Setting up Desk Booking in Sync

3.1 Provisioning your Flex Desks in Sync Portal

This article will cover how to provision a Logi Dock Flex to Sync so that it can be managed and maintained through the Sync admin portal.

Region, Time, and Language

Initially when you turn on your Logi Dock Flex you will be presented with a screen that ask you to choose your country, time zone, and language. In order to start the provisioning process you will first need to select the options that are correct for you. Once you have made your selections you will be able to press the right arrow to move to the next screen. Here you will be presented with terms and conditions to accept or decline.
Network Configuration

Next you will need to select a network to connect you Logi Dock Flex to. If you have a wired connection to the device it should automatically detect this. If not, you can choose to use a wireless option. When selecting a wireless connection you will need to select the wifi network and enter the password so that your device can connect to the network.
Choosing a service provider

With your network settings configured you will then be able to choose your service provider. You can choose from the following services: Logitech Desk Booking, Zoom, and Microsoft Teams. In this article we will specifically cover how to provision your Logi Dock Flex to the Logitech Sync portal when selecting Logitech Desk Booking. Once you have tapped on Logitech Desk Booking, tap on the right arrow at the bottom of the screen to proceed.
Provision to Sync
You should now be at the provisioning screen. Here you'll select Enter provisioning code, then enter the code you'll obtain in the next steps.

1. First, you can enter a provisioning code that you get from the Sync portal. To get a provisioning code you will need to log into your Sync portal via a web browser, select Flex Desks>Inventory and then select the locations you would like to provision your device too.
2. Once you have selected the Flex Desk that you wish to provision this device too, you can click on the (...) and then select “Desk provisioning code”. This will display a provisioning code that you can then enter on the screen of your Logi Dock Flex.
3. Once your device has been provisioned you will see a confirmation screen on the Logi Dock Flex. Tap on the right arrow to confirm the details and Logi Dock Flex will then load the device with the appropriate settings for the desk.

3.2 Setup your Flex Desk

The steps below will take you through creating desks in Sync Portal and applying booking policies to the desks.

A desk represents a workstation in your office and can be booked and used in accordance with the policies that are applied to it.
Each desk that is being created in Sync Portal can be booked by users in your organization through Tune.
To help users find suitable desks, attributes and properties that describe the desks can be applied to them.

Prerequisites

To add and manage desks for your Sync organization you need to be logged in as an administrator in Sync with Admin privileges. More information can be found here: Sync Admin Guide

Create and configure desks

As mentioned in the Prerequisites article, Meetio and Logitech share a similar hierarchy system to set up your office for desk booking.

Meetio: Desks: site -> building -> floor -> workspace ->desk

Logitech Sync: site -> building -> floor -> area -> desks

Adding a hierarchy

Before creating desks, you need to create a building hierarchy that the desks can adhere to.

This hierarchy consists of five levels.

Site - this represents the general location that the office building or buildings are located in. Such as Logitech campus - Bay area

Building - represents the actual building that the office is located in. The building will be tied to a specific geographic location by adding an address for it.

Floor - this would represent the floors of the building. The floors can each have an office floor plan associated with it.

Area - the Area represents groups of desks and can hold any number of desks. All desks in an Area will share the same policies and Area attributes (such as a Silent Zone). The Areas are also presented with a label in your floor plans when viewed from a zoomed out level.

Desk - the desks are the individual workstations in the office and can be reserved or used individually. Each individual desk can be assigned individual equipment.

Creating desks

In Meetio

Desks were added in the Desks tab and required each desk to have a license.

In Logitech Desk Booking

Once you have set up your building hierarchy, you can start creating desks.

Navigate to Inventory.
Then click on “add desk” to get started.

Desks can be created by individual entry or if you have a spreadsheet or similar of desks, you can choose to “create a bunch” and copy-paste a list of desks (separated by line breaks) to have them all created at once.

Once created, the desks will appear in the inventory.

Add or change attributes

A notable new feature you will gain when you transition from Meetio to Logitech Desk Booking is the ability to add information about areas and desks. This allows your users to easily find what they need by applying filters to their searches. Desk attributes can be managed on an individual desk basis or in bulk.

By selecting individual desks or in bulk, equipment and other attributes can be assigned to the desks from the top menu by clicking “Edit”.

By clicking the three dots next to an Area you can also edit attributes that describe the Area itself.

Apply policies

Another notable new feature is the addition of desk policies in Logitech Sync. This gives you a lot of control over how you want your end-users to use the product. These policies can be found under the settings tab in Sync and can be applied on a per-area basis.

Meetio offered basic policies which are included in Logitech Sync.

In Sync Portal, navigate to Settings in the Flex Desks section of the left menu panel. From here you can set reservation and usage policies for your desks.
Navigate to the highest point in the building hierarchy that you want the changes to apply to.
Then set the policies to best support your workplace strategy, click Apply and confirm.

3.3 Upload and configure office maps

Maps in Logitech Sync offer some improvements from the Meetio experience. Instead of contacting the Meetio team to build the map for you, you can now upload maps yourself and have the ability to add/remove desks and points-of-interest within Logitech Sync.

You can now also visualize workspaces (groups of desks), you can now visualize individual desks on the map, allowing your end-users to easily find their booked desks using the map.

Office maps are used in Logi Tune mobile and Logi Tune desktop to help users find desks and navigate the office. You can add amenities, such as kitchen, toilets, elevators and much more to the maps, as well as plotting the desks that employees within your organization can book.

Prerequisites

If you have started your free trial for the room booking premium features or have a full desk booking license you’ll be able to create maps for floors.

To add and manage office maps for your Logitech Sync organization you need to be logged in as an administrator in Sync with Owner privileges.

Add a map

Adding a map starts by finding a file that represents the floorplan. We recommend using a picture that clearly outlines the structural walls and that is not cluttered with a lot of additional elements.

Once you find a good picture of your office floor, make sure it's saved as JGP or PNG file (maximum size: 2MB).

Then go to System -> Maps to access your organization's maps. Once there, you can click Upload map to begin the process. Select a supported image type to upload your map to Sync.

After selecting your file you will be asked to specify the dimensions of the floor in real life. Note that the dimension should be for the whole image, not just the width of the floor.

In the example below the width of the actual floor is 25 meters, but with the padding on the picture, the total width is 50 meters.

Once you’ve uploaded your map - you will need to assign it to the floor that it should represent.

After your map has been associated with a floor, you’re ready to plot your desks and your points of interest on the map.

Map editor

To help you manage maps Sync has a built-in map editor. Below we cover some of the controls in the map editor and how to configure your floor map.

Hidden or visible

You’ll notice in the map editor that there’s a “Hidden” label in the top right corner. This can be changed to “Visible” from the menu options. Once visible it will be shown in Tune for all end users associated with your organization.

Reassigning

If you accidentally assigned the map to the wrong floor it can easily be reassigned to another floor.

Scale and Rescale

The scale of the floor is an important data point. It determines both how the markers are rendered on the map (the size of the desks should correspond to roughly 80 centimeters on the floor) and at what zoom level certain objects show.

Note that the dimension should be for the whole image, including any padding.

You can review and change the scale of the floor by using the Rescale option from the drop-down menu in the top right corner.

Adding and arranging markers

To plot desks on the map, simply click on the map. A desk marker will appear and you can choose from the right hand panel which desk this marker should represent.

To speed things up, you can also choose to have all markers in an area plotted on the map, ready for you to arrange. To do this, click on the map and then click on the icon next to the line item with the name of the Area.

To change what a marker represents, click the marker and select the desk to change to form the right hand panel.
To move a desk, simply click the desk marker you want to move and then drag and drop into position.
To move multiple markers at the same time, hold Shift on your keyboard, click and drag the mouse to select multiple desks. You can drag and drop any of the selected desks to move the entire selection.

When selecting multiple desks you are also presented with different arrangement options in the right hand panel to help align markers.
To deselect the current selection, just press Esc on your keyboard.
You can at any point undo your latest action using the command Ctrl/Cmd + Z
Similarly to adding desk markers you can add Points of interest to the map by clicking on the Point of interest icon in the right hand panel, click on the map and select the marker type you want to place.
Once you’ve added desks and other elements to the map, you can make your map visible or save and exit from the top right corner.

3.4 Add and manage users

Meetio-Logitech Comparison

In Meetio

There were two ways of adding end-users:

Manually in Meetio Desks
Created automatically based on their email domain when they first sign-in

In Logitech

Adding users manually is almost identical to Meetio and User groups exist in both systems, giving you the option to limit which desks your users can see and book. The main difference being that in Meetio user groups are called tenants and in Sync they are called user groups.

End User Management

End Users are users of your flex desk environment. For employees to be able to book desks through Tune mobile or Tune desktop, they need to be registered end users with your organization.
End Users are put in User groups to make it easier to navigate and edit privileges in bulk.
User Groups can be used both to make it easier to sort end users and to give different groups of users access to different desks in your organization.
The user groups are also visible to end users in Tune, making it possible to search or filter users based on their user group.
An end user can belong to multiple groups but must always belong to at least one.
As a default, new users are placed in a “Default” user group.

Prerequisites

To add End Users to your Sync organization or to manage User Groups you need to be logged in as an administrator in Sync with Owner privileges.

Add and manage End Users

To add your end users, navigate to system -> users and select end users.These will be your users who utilize the flex desks via Tune mobile and desktop apps. Once you add users here, they will be able to sign in on their Tune apps.

Click add users to add single users or in a batch.Note: User management will be expanded to include SCIM integration in the coming months.

Once users have been added, you can configure what flex desks can be accessed by each of them by assigning end users to different User Groups. If no groups are created or assigned all end users will be placed in the Default user group.

Add and manage User Groups

To create a User group, navigate to system -> users and select end users. Click the User group button and then Edit groups
To add a new group, simply click Add Group and give the group a name
To set or edit what desks users in that group will be able to access, just select the group you wish to edit and from the right hand panel, use the site navigation to select or deselect the areas of desks that each group should have access to book.

3.5 Insights and analytics

Statistics work similarly in both Meetio and Logitech, allowing you to filter by building/floor/individual desk. Statistics in sync are called “Insights” and provide a lot more information and granularity.

Flex Desk Insights have been designed to give you a deeper understanding of how your desks are being used on a daily basis.

Prerequisites

If you have started your free trial for flex desks or you have a full flex desks license, you will have access to desk insights. This feature will give you a deeper understanding of how your desks are being used on a daily basis.

Insights

If you click on the insights tab you’ll immediately see the insights summary for the group you have selected.

In the top row you can change the date range that is displayed.

By switching the selection in the building hierarchy on the left you can easily change which desks that the insights relate to.

Individual desk usage

For more granularity, if you click on an individual desk, you’ll see how that specific desk is used daily and even which users have been using the desk.

3.6 Using QR codes for Desk booking and check-in

Meetio-Logitech Comparison

Both Meetio and Logitech Desk Booking support QR codes and work in the same way to enable check-in and quick booking. Similarly printed codes can be placed on your desks, but with Logitech Dock Flex, you can choose to display the QR codes directly on the device screen.

QR Code Introduction

QR codes can be used as a quick way for people to book a desk while in the office. Rather than having to find the desk they want to book, they simply scan the QR code and it will take them to the reservation screen in Tune Mobile for that desk.

QR codes can also be used as a way to enforce confirmation that a desk is actually being used after it was booked. Thus helping improve the quality of the data over usage and increase desk availability by removing reservations where the user didn't show up.

An article on how to use the QR codes to check-in can be found here.

Prerequisites

To add QR codes and alter flex desk policies in Logitech Sync you need to be logged in as an administrator in Sync with Admin privileges.

QR code policies

To show QR codes by default, navigate to Settings -> Desk policy for the area of desks you’re looking to apply QR codes to.
Enable “Show QR code” reservation to show QR codes on Logi Dock Flex.
1. If this setting is disabled the user will need to click a button to expose the QR code.
Toggle check-in required if you want to require users to confirm their use of the desk by scanning the QR code. If enabled, you can select how much time users will have to confirm their reservation before it’s removed.
Click apply and confirm the policy changes.
To export QR codes for the desks, simply navigate to the Inventory, multi-select the desks that you want to export QR codes for and press Print check-in code.
Sync will generate a print dialogue where you can choose to print the QR codes or export them as a PDF

Print the QR codes on a suitable paper or as stickers and put them on the desks.