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This article describes how Waldo reserves desk and parking spots for users.


1 - Primary reservation process:



  1. Waldo selects the user with the highest priority.

    Let's assume that Bob has the highest priority.

  2. Waldo generates a list of desks with the following properties:
    1. Desks located in the area where Bob wants to go.
    2. Desks that are not already reserved by someone else.
    3. Desks that are not tagged as "can only be reserved by" someone other than Bob.

  3. From this list, Waldo checks if there is a desk with the option "can only be reserved by" Bob. If yes, Bob gets that desk.

  4. If not, Waldo checks if there are desks with the same "office tags" as Bob's "must have" tags.
    If yes, Waldo processes the next step.
    If not, Waldo adds Bob to the waiting list. Note: The matching criteria should be exact. If Bob has 3 "must have" tags, Waldo will look for a desk with the exact same 3 office tags.

  5. Depending the settings you have, Waldo find the best desk among the "favorite desks" list, the "nice to have" and the "teammate proximity".

    When you set "Desk equipment importance is 100%", Waldo prioritize your "favorite desks" and your "nice to have". "Teammate proximity" is not taken into account.

    When you set "Teammate proximity importance is 100%", Waldo prioritize teammate proximity. "Favorite desks" and "nice to have" are not taken into account.

  6. Waldo starts the reservation process again with the next priority user.



2 -  When users have the same priority.


If there are multiple users with the same priority, Waldo selects one user among them, using a randomized algorithm.

If Bob, Emma, and George have the same priority, and they have all tagged Desk1 as their preferred desk, in the end Bob, Emma, and George will get assigned to Desk1 equal times.



3 - Waiting list.


When a user is on a waiting list, they will be assigned to a desk as soon as someone frees up their desk, based on priority.


Let's assume:

  • Bob is on the waiting list and has a priority of 99.
  • George is on the waiting list and has a priority of 76.
  • Emma has Desk1.

Emma changes her mind and decides to work from home.

Then, Desk1 will be assigned to Bob who has a higher priority than George.



4 - Can only be reserved by...


When a desk is tagged as "can only be reserved by...", it means it can't be reserved by another user.


Let's assume Desk1 is tagged as "can only be reserved by" Bob. In that case, only Bob can be assigned Desk1.
If Bob is not at the office, Desk1 will remain free, even if there are other users on the waiting list.


5 - Must have tags.


Waldo tries to match a user's "must have" tags with the "desk tags" from the desk properties.
The matching criteria should be exact.


If Bob has two "must have" tags (ex: "Docking Station" and "Double Screen"), Waldo will look for a desk with the same two office tags.


If Waldo can not find a desk for Bob, Bob will be added to the waiting list.


6 - Nice to have tags.


Waldo tries to match a user's "nice to have have" tags with the "desk tags" from the desk properties.

The desk with the most "nice to have" tags will be selected.


7 - Desk equipment importance vs teammate proximity.


Waldo find the best desk among the "favorite desks" list, the "nice to have" and the "teammate proximity".

When you set "Desk equipment importance is 100%", Waldo prioritize your "favorite desks" and your "nice to have". "Teammate proximity" is not taken into account.

When you set "Teammate proximity importance is 100%", Waldo prioritize teammate proximity. "Favorite desks" and "nice to have" are not taken into account.

7 - Reservation schedule.


  1. By default, Waldo processes reservations daily at 11:00 am and three days in advance.
    You can change these settings in the administration portal, under Reservations then Settings.

     
  2. In the example above, Waldo will reserve desks and parking spots every day at 11:00 am for the next 8 days, weekends included.
    That means users can see their desk and parking spot numbers 8 days in advance for the Lille Office.

8 - Golden rule and priority users.


Waldo's golden rule is "when a user gets assigned to a desk or parking spot, he or she keeps it."

As a result, if a priority user changes their mind and decides to come to the office AND the reservation process has been computed AND the office is full, he or she will not be assigned to any desk.

Therefore, we recommend keeping the number of "days in the future" as low as possible. Three days is ideal.



9 - Parking is free when the office is full.


If the office is full, then Waldo will not reserve parking spots, even if there are parking spots available.