Brontekst bekijken van EN/Add Reservation

''Deze pagina is ook beschikbaar in het [[NL/Add_Reservation|Nederlands]].''

This manual describes how to '''book a meeting room''' in the Rhyzi platform (formerly Ident2be) and how to arrange access for all attendees in a single action. It explains how to create a reservation for yourself or on behalf of a colleague, how to invite attendees by email, and how the platform links that invitation to access badges, QR codes, and parking recognition.

== Introduction ==

A reservation in the '''Meeting''' module is more than a time slot in a calendar. In one go, Rhyzi arranges:

* the reservation of the selected meeting room for the chosen date and time;
* an email invitation to every attendee, optionally with a '''QR code''' that grants access to the building and/or the parking lot;
* the automatic creation of '''visitors''' for attendees who are not yet known as members;
* the linking of temporary access to the existing '''identification means''' of attendees who are already registered as members.

=== Members versus visitors ===

Every email address you add as an attendee is recognised by Rhyzi:

* If the email address is unknown, the person is created as a '''visitor''' and receives an invitation email, optionally including a QR code.
* If the email address belongs to an existing '''member''', '''no''' new visitor is created — the temporary access for the meeting is linked to the identification means the member already has (RFID badge, licence plate, mobile key, and so on).

=== Validity of the access ===

Access for every attendee is '''time-bound'''. Rhyzi opens access:

* '''shortly before''' the reservation slot (so attendees can walk in on time);
* '''during''' the reservation slot;
* '''shortly after''' the reservation slot (for wrap-up).

Outside this window, the QR code and the temporary link to the member's identification stop working.

== Prerequisites ==

Before you start, make sure you have:

* A Rhyzi account with the right to book a meeting room;
* The '''date''' and '''time slot''' for the meeting;
* The '''host email address''' — usually your own, but it can be a colleague;
* The '''email addresses of the attendees''' who need to receive an invitation;
* The '''total number of attendees''' (including those without an email address).

{| class="wikitable"
! Field
! Example
|-
| Host || info@rhyzi.com
|-
| Date || 17-04-2026
|-
| Start time / end time || 15:00 – 17:00
|-
| Total attendees || 6
|-
| Email addresses || tim@rhyzi.com, lex@rhyzi.com, tineke@rhyzi.com, lodewijk@ident2be.com
|}

'''Tip:''' you do not have to attend the meeting yourself in order to book it. The host can be a colleague; you only enter the attendees who will actually be there.

== Step-by-step: booking a meeting room ==

=== Step 1 – Open Reservations ===

[[File:01_reserveringen.jpg|thumb|center|600px|Reservations overview with the green '''Add Booking''' button in the top right.]]

# Log in to the Rhyzi platform.
# In the left-hand menu, click '''Reservations'''.
# In the top right, click the green '''Add Booking''' button.

You see the overview of existing reservations — new reservations are added via the button in the top right.

=== Step 2 – Choose a meeting room ===

[[File:02_rooms_overzicht.jpg|thumb|center|600px|Overview of available meeting rooms.]]

After clicking '''Add Booking''', the '''Rooms''' overview appears. For each room you see:

* a photo;
* the name and location (for example '''Innovation Hub | MR Seaport''');
* the available time window for today;
* the maximum capacity (number of people).

==== Using the filters ====

Two filters in the top right help you find a suitable room faster:

* '''Capacity''' — enter the minimum number of attendees; rooms that are too small disappear from the overview.
* '''Sites''' — choose a specific site or leave '''All Sites''' on to show every location.

[[File:03_capaciteit_filter.jpg|thumb|center|600px|With '''Capacity = 30''', only rooms with enough capacity remain.]]

Click '''Make a reservation''' on the room you want.

=== Step 3 – Fill in host, date, and time ===

[[File:04_reserveringsformulier.jpg|thumb|center|600px|Reservation form with '''Host Info''', '''Date and Time''', and '''Attendee Emails'''.]]

The reservation form opens with the selected room at the top and a timeline of the day on the right.

==== Host Info ====

* '''Host Email''' — pre-filled with your own email address. Enter a colleague's address to book on their behalf; the reservation will then be registered in that colleague's name.
* '''Company''' — automatically recognised based on the host.

==== Date and time ====

[[File:05_tijd_kiezen.jpg|thumb|center|600px|Pick a start time from the dropdown.]]

# Choose the '''Date'''.
# Select a '''Start Time''' from the dropdown.
# Select an '''End Time'''.

The time window is bound to the opening hours of the room. Slots that are already booked appear in grey and cannot be selected.

=== Step 4 – Add attendees ===

[[File:06_deelnemers.jpg|thumb|center|600px|Multiple attendees added as chips.]]

Under '''Attendee Emails''' there are two fields:

{| class="wikitable"
! Field
! Meaning
|-
| '''Total attendees''' || The total number of attendees, including people without an email address. This number may not exceed the capacity of the room.
|-
| '''Attendee Emails''' || The email addresses of attendees who should receive an invitation. Type an address and press '''Enter''' or '''Space''' — the address is added as a chip. Click the '''×''' to remove an address.
|}

==== Booking without attending yourself ====

You do not have to attend the meeting yourself. Only enter the attendees who will actually be present, and remove your own address from the list if it does not apply. The reservation remains registered in the host's name.

==== What happens with the email addresses? ====

{| class="wikitable"
! Situation
! What happens
|-
| '''Address unknown''' || A '''visitor''' is created. The person receives an invitation email.
|-
| '''Address belongs to a member''' || '''No''' visitor is created. Temporary access is linked to the member's existing identification means (RFID badge, licence plate, mobile key).
|-
| '''QR code in email''' || Optionally, the invitation email can contain a QR code. This QR code grants access to the agreed-upon parts of the building and, if configured, to the parking lot.
|}

=== Step 5 – Confirm ===

[[File:07_bevestiging.jpg|thumb|center|600px|Confirmation dialog with host, attendees, date, time, and price.]]

# In the top right, click '''Make a reservation'''.
# A confirmation dialog appears with the summary: host, list of attendees, date, time, and (if applicable) the cost.
# Check the details.
# Click '''Confirm''' to finalise the reservation. Click '''Cancel''' to return and change something.

Once confirmed, invitations are sent and access is provisioned for every attendee.

== After the reservation ==

[[File:08_dashboard.jpg|thumb|center|600px|Home dashboard with the new reservation and every attendee listed as a visitor.]]

After confirmation, the reservation appears in:

* '''Reservations for today''' on the Home dashboard and in the '''Reservations''' overview;
* '''Visits for today''' — every attendee is shown here as a visitor. As soon as an attendee checks in, the status changes to '''Aangemeld''' (Checked in).

=== Access to the parking lot ===

If the QR code also grants parking rights, the attendee uses the same QR code at the barrier or in the parking app. Your administrator decides whether this option is available for the booked room or the selected attendee.

For members with a known '''licence plate''', the barrier can open automatically via licence plate recognition (ANPR), without the QR code having to be scanned.

== Checking and editing ==

Want to change something after saving the reservation?

# Go to '''Reservations''' in the left-hand menu.
# Find the reservation in the overview (filter on '''Today''' or use the search bar).
# Click the reservation to open the details.
# Adjust the details and save.

Attendees receive an updated invitation whenever the reservation changes.

== Frequently asked questions ==

=== Can I book a meeting I do not attend myself? ===

Yes. Enter the colleague's email address in '''Host Email''' and add only the attendees who will actually be there. You do not need to add yourself.

=== Do members receive the same invitation email as visitors? ===

Members receive an invitation email, but '''no''' new visitor is created. The temporary access for the meeting is automatically linked to the identification means the member already has. The member can therefore walk in using their own badge, licence plate, or mobile key.

=== When is a visitor's QR code valid? ===

The QR code only works '''shortly before''', '''during''', and '''shortly after''' the reserved slot. Outside this window, the QR code no longer grants access.

=== Does the QR code also work for the parking lot? ===

Only if your administrator has enabled parking access for the reservation. If so, the attendee uses the same QR code at the barrier. For members with licence plate recognition, the barrier opens automatically.

=== What if an attendee has no email address? ===

Only adjust the '''Total attendees''' field. These attendees accompany another visitor or the host but do not get their own QR code.

=== Can I cancel a reservation? ===

Yes. Open the reservation via '''Reservations''' and choose '''Cancel'''. Attendees receive a cancellation message and access is revoked immediately.

== Summary ==

With the steps above you can book a meeting room in minutes while arranging access for every attendee at the same time. Rhyzi automatically distinguishes between '''members''' (linked to existing identification means) and '''visitors''' (newly created, optionally with a QR code), and access is restricted to shortly before, during, and shortly after the reservation slot. A single reservation is therefore enough to arrange both the room and the access — including any parking rights.