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3.2 Matching mechanism
In order to organize the available spaces,
the author built a website on which all
spaces are mapped out, along with
their available facilities and reservation
possibilities. The information on the website
includes the location of the spaces, the use
each suits, the number of people that can
use the space, the equipment available, and
the accessibility. The bundled information
provides the Community with an online
overview of the options. The user feeds their
needs into the system, such as the number
of seats needed, the duration and preferred
time of use, the preferred location, and the
required facilities. Upon this, the system will
produce a number of matching spaces.
All spaces, at diverse locations on the
campus, are available to each user.
This offers the flexibility one needs when
undertaking activities at different locations
on the large University campus.
Upon the choice of the Community member
for a certain space, a reservation can be
made. The user logs in with their regular
Aalto credentials to gain access to the
reservations page. Using existing log-in
data is convenient for both user and Service
Provider: the users do not have to remember
a new username and password, and the
service provider does not have to add
new users to the system, separately from
the University’s administration. Logging -in
with existing Aalto credentials furthermore
ensures validity of the users, and it creates
credibility for the Service. The user agrees
to the terms of use, and receives an access
code to the space, valid during the time it
is reserved. The Community member will
then go and work in the reserved space.
After the reservation ends, the user returns
to the website to leave a feedback post
regarding the space. The user also leaves
a note stating their use of the space, and
how they have left it. This information
is later matched to the feedback of
the next user of that particular space.
Service system map, approach of
digital communication platform:
Soini: I want to have meetings with my
project group, but the meeting rooms
are always booked. I noticed that in the
basement of the Department of Computer
Science there is a room which I think is
never used. I filled contacted the Service
Provider to inform them about it, and that
I would like to go there to have meetings.
They contacted the Computer Science
Department, and found that the space was
not used at the moment, after which the
Service Provider added the space on the
website. Now I book the space every week
to discuss the project with my team members.
Viiva: I needed a room for a course, to test
a lampshade I had designed. Because all
the ateliers were booked, I informed if it
would be possible to book a hot-desking
space, for which there were no bookings
for the coming weeks. The Service Provider
changed the booking options for that space,
so I could book it. Then it was possible for me
to make a reservation for the next 2 months
to try out different options for the lampshade.
Feedback
Space X
Web platform
•Fill out
requirements
•Choose most
suitable
•Group
representative
logs in
•Agree with
terms of use
•Reserve the
Space X
•Acquire access
code
•Group
representative
returns to web
platform
•Leaves
comment on
the condition
of the space
•Access the
space with the
code
•Work in the
space during
reserved time
•Leave the
space
according to
agreed terms
Img 24: Sketch of events
Student group of
6
•Needs space
for 6
•On date and
time
•For group
meeting
Dynamic approach, from the user
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