Create a booking via Gfacility

To book rooms, request services and catering, or register visitors, you can use the web application of Gfacility. You arrange everything quickly and easily in one place. Here is how it works.

What can you book?

1. Room booking: Reserve a room at a specific time and set the desired setup.
2. Service booking: Reserve non-consumable items such as a flip chart or service bike, which you return later.
3. Product: Order consumable items such as catering or flowers.
4. Attendees: Invite people to your meeting and optionally announce them at reception.

Note! The options in Gfacility may differ depending on the settings configured by the functional administrators within your organisation.

Sign in to Gfacility

Sign in to Gfacility.

Make a booking via Gfacility

Start your booking

Click on Add and then on Meeting.

3. Booking screen

The booking screen opens. It consists of two parts:

• Left side: Overview of your booking, where you can view and edit all details.
• Right side: Catalogue to add rooms, products, and services.

4. Booking overview (left side)

To make the booking, fill in the following details in the booking overview:

5.1 General details | Click to expand

(f) Booking type: This determines which objects are available. For example: for internal meetings you cannot add catering, but for meetings with external attendees you can. Available options can be updated automatically based on added attendees.

(g) Title: Give your booking a clear name.

(h) Date and time: Set the start and end times of your meeting.

(i) Calendar synchronisation: When enabled, your booking is synchronised with your calendar. Changes in your calendar are automatically reflected in Gfacility, including moves or cancellations.

(j) Team / meet link: Add a video conference to the calendar invitation (optional, only available when synchronisation is enabled).

(k) Description: Give a short description of the appointment. This is included in the invitation.

(l) Organisation: Select for which department the booking is. This is often default-set to your department.

(m) Cost centres: Fill in any extra cost centres if required.

5.2 Add attendees | Click to expand

You can add both internal and external attendees:

(n) Add attendees: Click on add attendee.

(n1) Add colleagues via the search bar.

(n2) Add external attendees via the + button and fill in the required details (first name, last name, company, and email).

(p) Details of an attendee: View extra information via the i icon.

(p1) Mark as host or organiser: An internal attendee can be marked as organiser or host via the i icon. The organiser is also the organiser of the Outlook appointment, provided you have the rights to set this.

(q) Announce attendees at reception: External attendees are automatically announced at reception, internal attendees are not.

(r) Change attendance status: You can change the attendance status to mandatory, optional, or do not invite.

(s) Remove attendee: It is possible to remove an attendee, except if they are the organiser or host. You have to assign the role to someone else first before you can remove the attendee.

(t) Extra attendees: are there extra attendees that you don’t want to add as attendees? Then you can increase the number so the total attendee count is correct.

5.3 Add room | Click to expand

In this section you add a room via the search window. You can do the following:

(u) Add room: Click on + add room to open the catalogue or use the search icon to quickly search by name and select a room.

(v) View room details: View the details of the room by clicking on the i icon.

(v1) Mark room as organiser: check with Valon

(v2) Add remarks to room: Add a comment or note via the i icon.

(w) Mark primary room: Mark a room as primary room. The primary room is used as location for delivering services and products. Only one room can be selected as primary room.

(x) Remove room: It is possible to remove a room.

5.4 Add products | Click to expand

In this section you add products via the search window. You can do the following:

(y) Add product: Click on + add product to open the catalogue or use the search icon to quickly search by name and select a product.

(z) Adjust product quantity: Adjust the number of products. Note that the minimum quantity cannot be lowered if a minimum order quantity has been configured.

(aa) View product details: View the details of the product via the i icon.

(aa1) Change delivery time: Change the delivery time of the product via the i icon, if it differs from the start time of the booking. The delivery time must fall within the start and end time of the booking.

(aa2) Add comment to product: Add a comment or note via the i icon.

5.5 Add services | Click to expand

In this section you add services via the search window. You can do the following:

(bb) Add service: Click on + add service to open the catalogue or use the search icon to quickly search by name and select a service.

(cc) View service details: View the details of the service via the i icon.

(cc1) Add comment to service: Add a comment or note via the i icon.

5. Catalogue (right side)

In the catalogue you can choose between rooms, products, and services. Use the filters and search function to find objects quickly.

Filter options | Click to expand

(a) Search: Type the name of the object.

(b) Filter: Use filters for a faster selection.

(c) Icon hover: Hover your mouse over the “i” icon for more information.

(d) Favourites: Add objects to your favourites so they appear at the top from now on.

(e) Add: Click on Add to add an object to your booking. For rooms and services, you can only add them once. You can add products multiple times, for example if you want to order coffee at different moments.

Tip! Before you add objects, check the date, time, and organisation in the booking overview. This can influence the displayed results.

6 Resolve conflicts

If conflicts arise, e.g. due to unavailability or double bookings, you get an overview of the conflicts. These must be resolved first before you can save the booking.

7 Complete booking

When everything is filled in correctly, click on Make booking to finalise the booking.