Service overview
Hoteling space booking (Pxier)
The Pxier Desk application is a cloud-based app that supports hoteling at McGill by allowing staff to book their workstations for the days they plan to be on site. The app is available in browser and mobile versions.
The Pxier booking application has a visual map interface and offers flexible options so that each unit may design their booking rules to suit their hoteling needs (e.g., number of days in advance staff can book a space, number and type of spaces each individual can book, permission to access specific floors/areas). Find out more and request a demo at http://www.pxier.com.
Who can use it
The Pxier Desk application can be implemented across McGill departments and faculties.
Pxier is used with Office 365 Single Sign-On; therefore, all users must have a valid McGill Username (of the format first.last@mcgill.ca, @mail.mcgill.ca or @affiliate.mcgill.ca).
For information regarding hoteling within IT Services department, please visit About: IT hoteling space booking (Pxier).
How to request/access
Request a new Pxier implementation for your unit
IT Services will assist units in their implementation and work with each unit to implement Pxier according to their needs, while respecting a set of general standards and Data Trustee approved data for the sharing in the Pxier cloud.
New units who wish to implement Pxier must submit a Business Needs Statement (BNS). When completing the BNS form, select the following:
- Is this BNS for a new, non-existing service: No
- Domain: AS-Facilities, Campus & IT
- Service: Hoteling space booking (Pxier)
- Title: include your unit name
- Details: describe your needs, including approximately how many desks will be available for booking, etc. Please see the considerations for implementing Pxier Desk as a booking tool for hoteling and add as much of the required information as possible at this time.
Access the Pxier Desk booking portal
- Book spaces via the web browser:
- Each unit is given their own web link to access the Pxier Desk web application for their specific instance; ask the administrator of your unit for the link
- On the login screen, click Log in with Office 365
- Sign in with your McGill username and password when prompted (note that if you are already signed in to one McGill service on your web browser, you may not be prompted to sign into Pxier)
- Book spaces via mobile app
- Download Pxier Desk mobile app for iPhone or Android devices from their respective online app stores
- When logging in for the first time, you will need to enter "McGill" and select your unit from the list
- Enter your McGill username & password to sign in
- You may be prompted for 2-Factor Authentication, as with other McGill Single Sign-On applications
Access the Pxier Desk administrative portal
Administrative users are assigned special permissions, such as access to system settings, reports and dashboards.
- Go to the administrative portal at https://desk.pxier.com/en/default.aspx
- Click Log in with Office 365
- Sign in with your McGill username and password when prompted
Note: Administrators will receive training from the vendor.
Cost
The Pxier Desk licensing model is based on number of workspaces/resources that are bookable (or visible) on the user portal map.
Each unit will be required to pay for their own license.
There is no cost for individual users accessing the Pxier booking portal.
Availability
This service is available 24 X 7, except during scheduled and unscheduled maintenance. Check the IT Services home page for announcements regarding service interruptions.
Frequently asked questions
Who will set up the Pxier Desk application for our unit?
The unit sponsor and/or administrators will generally meet with the vendor and the IT Application Services - Facilities, Campus & IT group for an overview of the tool and the settings you can configure. The administrator will submit their desired options to the vendor using the provided spreadsheet; after the initial setup and testing period, further changes may be made via the vendor.
What are the responsibilities of the unit administrator(s)?
Unit administrators will need to perform some routine tasks, such as managing workstation resources, making spaces unavailable in case of faulty equipment or other reasons, cancelling bookings on behalf of employees who have left the unit or are sick and cannot cancel their own. They will also add/remove members allowed to access the Pxier system. Please read Implementing Pxier Desk as a booking tool for hoteling.
If I cancel my Hoteling booking through Outlook, does it remove it from Pxier?
No. Pxier will create Outlook calendar events and remove them when you cancel; however, you must initiate the booking and cancellation from within the Pxier app.
Will my Hoteling event make me unavailable in Outlook?
No. Events created by Pxier Desk are set as "FREE"; meaning that you will display as available (not BUSY) during those events. To better manage your Hoteling Outlook events, we recommend using Outlook Conditional Formatting.
Why is my booked/dedicated workstation NOT showing a red/grey icon in Pxier Desk application?
In the Pxier Desk application, the color of your workstation will be green (once you booked your workstation) or white (if you have a dedicated workstation). However, your colleagues will see either red (booked) or grey (dedicated workstation) on their end, indicating that it is unavailable to book.
Training & documentation
- Training for Pxier administrators will be provided by the vendor during the implementation period.
- Instructor-led training for end-users will be provided by IT Training to new units prior to “golive”
- Self-serve training materials are available via links below.
Support
- For questions or issues regarding the booking rules and process, or how to use the Pxier application, please contact your unit’s Pxier administrator(s).
- For workstation equipment issues, contact your LAN administrator (same as you normally do).
- For issues signing into the Pxier site, contact McGill IT Support (www.mcgill.ca/itsupport).
- Pxier Administrators: To request help with administrative tasks, or report issues on behalf of your employees, please submit the webform: Pxier support for administrators
Known issues/notes for all users
- If you want your name displayed differently in the system, submit a request to your unit administration group to change your name in Pxier.
- On the Pxier login page, you don’t need to enter your Email address; just click Log in with Office 365. Enter your McGill username and password, and respond to the 2-factor authentication if prompted.
- When using the Pxier Desk mobile app, you will need to allow the app to access the camera on your phone in order to use the QR code to reserve a workspace.
- Same day booking: By default, if you click on a spot on the map for today, the booking page changes the date to the following day. Use the Today button to change the date and it will automatically select the next available timeslot.
- You cannot start a booking at a time that has already passed (e.g., you cannot select “All Day” or “Morning” if it is already 9:30 am); check the date and time selected on the booking page and adjust if needed.
- Calendar default view is “Week”, but it starts on the current day of the week, so instead of Monday – Friday or Sunday - Saturday, you may see Wednesday to the following Tuesday.