# User App

The User App is for creating and managing your bookings from your mobile, tablet, or laptop. Desk availability is shown on a floor plan of your office, so you can quickly choose the desk you'd like; while Room Finder helps you find a suitable room.

The app can be found at: my.kahu.work, login to get started.

# Add to Home Screen

The User App can be installed to your phone or tablet so that it appears on your home screen and your list of apps.

On Android you will get a prompt on the screen, once you've followed the link to the app, to add to home screen.

On iOS (iPhones and iPads) you will need to add it via the share button, see the clip below.

# Login

There are several ways to login to the User app: using a work Microsoft account, a work Google account, or a Kahu account. Most people should use the Sign in with Microsoft or Google options.

login

# Login Issues

Once you have logged in, if you do not see the default bookings page, there may be an issue with your account. This can usually be handled by your administrator.

# No Access

A no access message after logging in indicates your account has not been given permission to use the User App. Please contact your administrator and tell them you got the "no access" message.

no access

# Account Not Configured

An account not configured message after logging in indicates your account has not been fully set up to use the User App. Please contact your administrator and tell them you got the "not configured" message.

not configured

# No Permission to Book Desks

A message saying you don't have permission to book desks where your bookings would normally be indicates that your Kahu profile does not have permission to book desks via the Kahu User App. Please contact your administrator and tell them you got the "no permission" message.

no permission to book desks

# Account

To see your account details click the button in the toolbar. This will show your name, email address, and the option to logout. It will also display the app version.

account popup

# Preferences

To edit your preferences, from the account menu click the My Preferences button. This will open a dialog where you can set your display name, and set your default site (this is the site shown when you first load the app).

preferences

# Bookings

The bookings tab (on mobile), or the bookings sidebar (on tablet/laptop), shows all your bookings for the week ahead. This includes the desk or room name, and options to release or cancel the booking (see Edit Bookings); for room bookings the time and title will also be shown. Tapping the desk name will take you to the map view to show you where the desk is. The examples below show what the bookings section will show if you have no bookings, or if you have a few bookings.

no bookings
bookings

Bookings are added via the map, see Add Bookings.

# Desk Bookings

From the bookings tab (on mobile), or the bookings sidebar (on tablet/laptop), you can edit any desk bookings you've made in a few ways. From any booking summary card you can:

# Check In

If the booking is starting soon, you can check-in the booking

# Release

If the booking is checked-in, you can release the desk (for others to use)

# Cancel

You can cancel bookings at any time, using the delete button.

# Room Bookings

From the bookings tab (on mobile), or the bookings sidebar (on tablet/laptop), you can edit any room bookings you've made in a few ways. To see the edit options tap the booking card to expand it.

Expanded view:

To cancel the booking, tap the button. To edit the booking time or title, tap the button; this will open a dialog where you can make those changes.

# Room Finder

To make a new room booking, use Room Finder, which is available from the bookings tab (on mobile), or the bookings sidebar (on tablet/laptop). Using Room Finder you can book a room in three steps:

  1. Select a date and time, enter the number of occupants, and choose a site. Press search.

    room finder 1 find a room

  2. Select an available room from the list. Press next.

    room finder 2 available rooms

  3. Enter a title, check all the details, and press book.

    room finder 3 book room

# Catering

If catering is enabled for the selected room, you will see an " Add catering" option on the booking page.

room finder 4 catering enabled

Clicking this will open a text area for you to enter your catering requirements for this booking.

room finder 5 add catering

# Map

The map tab (on mobile), or the map view (on tablet/laptop) shows a floor plan of the selected floor. The colour of the desks indicates availability. Use the day selector (dropdown menu on tablet/laptop) to change the day the map is showing availability for. Use the site and floor selectors to change which floor is shown.

map select site
map select level

# Controls

The map tab (on mobile), or the map view (on tablet/laptop), shows a floor plan of the selected floor. To move around the map drag your finger around and the map will move. It is also possible to zoom in and out, by using a pinching gesture or the scroll wheel on desktop.

map zoomed

# Add Bookings

From the map tab (on mobile) or the map view (on tablet/laptop), you can add a booking. To start, tap the desk you'd like to book. On mobile you will see if the desk is available for the selected day; on tablet/laptop you will see availablity for the next five days. To make a booking, select the day you'd like to book, then tap book.

map selected desk available

If the desk is already booked for that day, you will not be able to make the booking. Similarly, if you already have a desk booked for the day you've selected, you will not be able to make the booking.

map selected desk booked

# Edit Bookings (from the map)

From the map tab (on mobile) or the map view (on tablet/laptop), you can edit your bookings. If you tap a desk which you have booked, you will get one of three options:

# Check In

If the booking is starting soon, you can check-in the booking.

map selected desk check in

# Release

If the booking is checked-in, you can release the desk (for others to use).

map selected desk release

# Cancel

If the booking is in the future, you can cancel it.

map selected desk cancel

# Disabled Desks

Some desks may not be usable; this may be for maintenance, social distancing, or other reasons. These desks are marked as disabled, and are not bookable. On the map, any disabled desks will show as greyed out.

map selected desk disabled

# Neighbourhoods

If your company assigns desks based on neighbourhoods then you may be limited to only book desks within your neighbourhood. On the map, any desks not in your neighbourhood will show as greyed out, similar to disabled desks.

map selected desk not in neighbourhood