Streamlining Room Bookings with SharePoint and PowerApps
Ralph Livesey Ltd, a UK-based leader in wholesale and retail fruit and vegetables, sought to improve efficiency and transparency in their conference room booking process. They partnered with Zelite Solutions to develop a custom SharePoint Online application with a mobile-friendly PowerApps interface. This solution streamlined room bookings, provided real-time availability insights, and facilitated seamless event management.
Industry
Engagement Model
Current Phase
Time Required
Solution
Technologies
Ralph Livesey Ltd faced challenges managing conference room bookings across various departments. Their existing system lacked a user-friendly interface, real-time availability updates, and efficient reporting capabilities. This led to confusion, wasted time, and difficulty in tracking room usage.
The project encompassed 8 weeks of development and implementation, focusing on:
- Requirement Gathering: Understanding Ralph Livesey Ltd’s specific needs and challenges.
- Business Requirements Document (BRD) Creation: Detailing project requirements and functionalities.
- Design and Development Phases: Implementing the solution in stages, including dashboard design, web part development, and user acceptance testing.
- Training and Support: Providing user training and post-go-live support to ensure smooth adoption.
Zelite Solutions developed a comprehensive room booking application using SharePoint Online and PowerApps, encompassing the following functionalities:
Visually Appealing Dashboards:
Real-time room availability displayed for staff and admins with differentiated views based on user roles.
Streamlined Booking System:
- Book learning rooms, discussion rooms, and the conference room with features including:
- Admin control for booking cancellation and notification management.
- Validation rules for booking duration in learning rooms.
- Mobile-friendly PowerApps interface for booking on the go.
Upcoming Events Overview:
A dedicated section showcasing upcoming conference and training room bookings, including notifications for relevant users.
Granular Access Control:
Secure access for staff and admins to specific features and functionalities based on roles.
User-Friendly Report Management System:
Generate and maintain detailed booking reports with access control to ensure data security.
- Custom Landing Page: Aligned with Ralph Livesey Ltd’s brand guidelines for a seamless user experience.
- Department-Specific Sites: Catered to individual departmental needs for room booking.
The successful implementation empowered Ralph Livesey Ltd to manage room bookings effectively. The solution yielded significant improvements in:
- Reduced Booking Conflicts: Real-time availability information minimized double bookings and ensured efficient room allocation.
- Increased Productivity: Streamlined booking process and mobile accessibility freed up valuable time for employees.
- Improved Communication: Enhanced visibility into room usage fostered better communication and coordination.
- Data-Driven Management: Access to booking reports enabled informed decisions regarding room utilization and resource allocation strategies.
- Custom Dashboards: Visual representation of room booking status and resource availability.
- PowerApps Mobile Interface: User-friendly interface for booking rooms on mobile devices.
- Access Control Management: Granular control over access to various features and functionalities based on user roles.
- Automated Notifications: Automated reminders for upcoming events and booking confirmations.
- Report Generation: Ability to generate detailed booking reports for data analysis.
By leveraging SharePoint Online and PowerApps, Ralph Livesey Ltd achieved a user-friendly and efficient room booking system. This case study demonstrates Zelite Solutions' expertise in creating tailored SharePoint solutions that address specific business challenges and empower organizations to optimize operations. This case study showcases how SharePoint and PowerApps can empower organizations to streamline resource management, improve communication, and gain valuable insights for informed decision-making.
