Desk Booking – For Flexible Work

Resource Management and Planning is partnering with Information Technology Services, University Centers and select departments to assess a workspace booking tool to support hybrid work arrangements. With UC San Diego Open Desk, you can schedule a workspace, department conference room or collaboration/huddle room when you need to work on campus. During the assessment phase (running through fall 2022), the Workspace team will be collecting feedback and data to improve the Open Desk experience.

Current Locations

Reserve a space for your area by visiting these resources or contacting rmpfeedback@ucsd.edu. Most users have an existing account. If you do not have an account, see the instructions and links below to apply for one.

Add Your Location

To enable reservations for your group/location, contact rmpfeedback@ucsd.edu. Facilities and Services Information Management will guide you through the configuration options.

Open Desk Features

Users with active accounts can:

• Filter for:
  • Participants’ buildings
  • Available dates
  • Type of space (individual workspace, collaboration, private office, etc.)
• View:
  • Images of spaces and amenities (monitor, docking station, ADA accommodations, sit-stand desk, etc.)
  • Locations on a floor plan
• Book reservations on responsive website (works well on desktop and mobile)
• Get notifications and/or view your upcoming reservations

Instructions and Support

User Account Activation

• First-time users of unrestricted locations at Open Desk @Price Center must first Activate your Workspace Reservations account.
• Resource Management and Planning and selected users listed above may already have an account. If you have an existing account, use reserve a space.

How to Reserve Space

If you have a UC San Diego Open Desk account:

1. Click Reserve a space and login with Single Sign-On.
2. On the UC San Diego Workspace Services page, click Reserve.
3. On the New Reservation page, under Location, click the magnifying glass and type the building location. (More locations will be added.)
   

   Users	Location to Enter	For Assistance
   All UC San Diego staff, faculty and students	Price Center West or Torrey Pines Center South	OpenDesk@ucsd.edu,  Microsoft Teams during regular business hours
   Vice Chancellor and Chief Financial Officer	Chancellor’s Complex	(TBD)
   Office of Innovation and Commercialization	Design and Innovation Building
   VC Research – administration	University Center 965	s4watson@ucsd.edu
   VC Resource Management and Planning – all staff	Campus Services Complex Building C or D	kbelles@ucsd.edu

4. Select your desired Date and Start and End Time.
5. Under Layout, select Workspace (if reserving your own workspace) or Collaboration (if setting up a meeting).
6. Click Search.
7. View the available spaces based on your search requirements. You can click on List or Floor Plan for different views.
8. Once you have selected your workspace, click Book.
9. Under Subject, enter your Full Name.
10. If everything looks correct, click the blue Create Reservation box.
11. If your reservation needs approval, a Workspace team member will review your request and email you about the status within one business day.

Have Workspaces to Share?

If you have workspaces to share and have identified someone who can manage them, ask your VC space representative to contact Project Manager Shawn Pappelbaum for possible participation. Though the pilot phase is underway, we will consider adding participants under certain conditions if resources are available. Your requests (even if we cannot accommodate them now) will help us understand the desire for this tool.

Current tool features allow:

• Reservations to be routed for approval and/or to be available on demand (first-come, first-serve)
• Locations to be limited to the specific department or VC internal staff only to help manage office sharing

Available RMP Spaces

Open to RMP staff and their guests

Questions or Suggestions

This is a pilot program that we hope will provide a helpful service for the campus community. If you have questions or suggestions, we encourage you to email Kirk Belles.