Before you choose a booking system for several tenants, you must therefore decide on more than one calendar. Who can book which rooms? Where should the reservation be made? And who takes care of changes, new tenants and the house's common services?
Start with the house's businesses and premises
Create an overview of tenant companies, meeting rooms and administrators. Mark which rooms can be used by everyone and which require specific access.
Then describe a normal process: An employee must find a room, invite participants and possibly order catering. Use the process to check whether the solution fits everyday life in the house. A system can look simple in a general demonstration and yet require many manual steps in your concrete setup.
Clear booking across Microsoft 365 environments
Tenants do not necessarily need to share one Microsoft 365 environment. MyDesk can connect shared meeting rooms with companies that each have their own tenant and provide access to booking through Outlook, the mobile app and MyDesk Planner.
Include IT managers in the clarification. Agree on connections, permissions, and administrative roles before the first tenant connects. Also describe what information the individual company must be able to see and what the building's administration must have access to.
Make the booking rules concrete
Write down the rules you want to enforce. It can be access to specific premises or special settings for different companies. Then review the rules with the supplier and clarify which are supported in the solution and which require a different workflow.
Use at least two tenant companies in a trial. Control both what an employee can do and what they cannot access. At the same time, agree who will maintain the setup when a company moves in or out.
See catering and reception as independent needs
A shared house can also have a shared canteen and reception. Here there are other tasks than the reservation itself: The kitchen must be able to work with orders from several companies, and the reception must be able to prepare visits.
MyDesk offers modules for these needs. Clarify which parts the house will use from the start, and which may need to be selected later. Software access, screens, digital maps and integrations should be clearly stated in the offer.
Take this checklist with you to the demonstration
- Which tenants and Microsoft 365 environments should be connected?
- Which rooms should each company be able to reserve?
- Should employees use Outlook, mobile or Planner?
- Who manages tenants, access and booking rules?
- Should the house also collect catering, lunch or guest registration?
- Which parts of software, equipment and setup are included in the offer?
A good demonstration starts in your house and shows the agreed work processes with the relevant rights.
Book a demo of the MyDesk for serviced offices and multi-use buildings. We review your tenant structure, shared premises and administration needs.