v3.1.6 - 27th February 2025
Smarter Booking, Smoother Onboarding, and Total Control... The Ultimate UMA Update is Here!
Booking requests
We have introduced a new approval workflow for resource bookings, allowing administrators to mandate approval before resources can be booked. This feature ensures that designated approvers can review and manage booking requests before they are confirmed.
✅ Approval-first booking process
Admins can require approval for specific resources before they’re booked.
Designate individual approvers or entire teams to review requests.
Requests are automatically triggered when a user tries to book an approval-required resource.
🔎 A clear, actionable requests page
Approvers get a dedicated Requests page to review and take action on pending bookings.
Approvers can approve or decline requests with a single click.
If declining, approvers must provide a reason, keeping requesters informed.
📩 Stay in the loop with automated notifications
No more back-and-forth emails—get notified instantly when:
A request is created
A request is approved or declined
📅 A smarter calendar integration
Pending requests are automatically added to the resource calendar but clearly labelled as ‘Pending Approval’.
Once approved, the booking is confirmed and the prefix is removed, preventing scheduling conflicts.
While a request is pending, no one else can book the resource for that time slot.
✍️ Intelligent editing & recurring bookings
Editing a pending booking simply updates the request—no extra steps needed.
Works seamlessly with recurring meetings and multi-day desk bookings.
🎯 Intuitive in-app visibility
The ‘My Bookings’ and ‘Home’ pages now let requesters track the status of their approval requests in real-time.
On the ‘My Floor’ page, resources requiring approval will be highlighted with a tooltip and disclaimer, so users always know what to expect.
Find out more here
Customising visitor emails
Your visitor emails just got a major upgrade! With our latest update, Admins can now customise the header and additional information sections to better align visitor communication with company branding, important instructions, or special messaging.
📝 Customisable header for visitor emails
Admins can update the prominent header text (displayed below the subject line).
Updates are reflected instantly in the live preview—see exactly what visitors will receive.
✍️ Rich text editor for additional information
Customise the additional information section with: ✅ Plain or styled text ✅ Hyperlinks to external pages or resources
👀 Real-time email preview
The email preview updates dynamically as you make changes—no more guesswork!
Ensure formatting and links appear exactly as intended before saving.
🏢 Company & building-level customisation
The custom email setting is available in both Company Settings and Building Settings.
If a building-level template is enabled, all visitor emails for that building will use the custom template instead of the company-wide version.
Find out more here
New & improved settings layout
We’ve redesigned the Company & Building Settings layout to make it more intuitive, organised, and easier to use. With a new tabbed navigation structure, you can quickly find and manage settings without endless scrolling.
🏷 New tabbed navigation for settings
Company and Building Settings now feature six dedicated tabs for quick access:
🔹 General – Core configurations, including company/building details and primary preferences. 🔹 Users – Manage user roles, permissions, and access settings. 🔹 Visitors – Control visitor management settings, including check-in policies. 🔹 Policies – Define security, booking, and compliance policies. 🔹 Appearance – Customise branding elements, including logos and colours. 🔹 Reminders – Set up and manage email or notification reminders for users and visitors.
A fresh new onboarding experience
We’re rolling out a brand-new onboarding experience to ensure every user gets a smooth and intuitive first-time setup when logging into the application. Whether you're the first user setting up the tenant or just joining an existing one, this guided experience helps configure key settings effortlessly.
🚀 First-time tenant setup (for the first admin)
If you're the first person logging into a new tenant, you'll be guided through a unique onboarding flow to establish key settings:
✅ Regional settings – Defines default company-wide location settings. ✅ Creating a building – Your first building is set up as the default for users. ✅ Setting working days/hours – Configures the company-wide schedule.
🧑💻 New user onboarding (for everyone else)
All new users logging in after the first user will get a separate onboarding experience tailored to their preferences:
✅ Regional settings – Applied to user preferences, ensuring localised experience. ✅ Default building & floor – Users can set their default workspace.
Auto scan resources improvements
We’ve made several enhancements to resource management, improving performance, usability, and flexibility when handling resources. These updates make it easier to find, sort, and manage resources with greater accuracy and efficiency.
⚡Optimised scanning – Improved performance when searching for resources in Microsoft and Google.
🔍 Enhanced search – Quickly find resources by name or email with a new search field.
↕️ Sortable columns – Organise resources easily by name, email, availability, and more.
🚫 Smarter invalid resource handling – Zones and locker banks are now excluded from the Invalid Resources section.
Enhanced visitor check-in
We've made key improvements to the visitor check-in application to ensure a more accurate and user-friendly check-in process.
❌ Autocomplete removed – The visitor must manually enter their full name and press Find.
🔍 Improved search logic
If the visitor is found, their visit details are displayed.
If not found, the visitor will be prompted to enter their email address.
If an email lookup also fails, the system will explain the issue and return to the check-in screen.
📅 Handling multiple visits – If a visitor has multiple visits on the same day, the system will show the earliest scheduled visit.
Office map improvements
This update brings small enhancements to improve usability, readability, and functionality within the office map application.
📜 Scrolling text (beta) – Users can now add scrolling messages to the office map for simple digital signage. Future releases aim to centralise message management via UMA Vision.
📌 Pop-out & collapse sidebar – Users can now toggle the side navigation bar in and out for a more flexible workspace.
🔤 Improved navigation bar text – The "You are on the" text is now much clearer and easier to read.
📩 Enhanced support popup – The support button now displays a more refined and user-friendly support box.
🎨 Resized footer buttons – The buttons at the bottom of the page are now better proportioned for a cleaner layout.
🗂️ Enhanced map legend – The legend at the bottom right has been improved for better readability and clarity.
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