Hybrid teams need a variety of types of spaces that maximize productivity, while also facilitating formal and informal interaction and collaboration. This includes spaces to work alone quietly, attend virtual meetings, meet, or socialize with colleagues in person, and more.
Book a Shared Workspace
Eptura Engage (aka Condeco) is the tool used by the Faculty of Medicine to book shared workspaces, and can be accessed either by desktop or mobile app. For more information on Eptura Engage, see the below manuals.
Eptura Engage Training Manuals
Eptura Engage Training Manual – All Users
Eptura Engage Training Manual – Admin Users
Eptura Engage Training Manual – Half Day Bookings
Eptura Engage Automatic Check In
Eptura Engage FAQs
1. How do I access Eptura Engage?
You can access Eptura Engage (aka Condeco) at ubc.condecosoftware.com using your UBC CWL credentials. You can also download the Eptura Engage Business App through the App Store (Apple) or Google Play (Android).
2. What browser should I use for Eptura Engage?
Eptura Engage works best with Chrome and Firefox.
3. Do I have to sign in each time I use Eptura Engage?
If you opt to save your CWL credentials in your browser, once you’ve signed in once with your CWL credentials the system (desktop and app) will auto save them for future sessions.
4. When I signed in a ‘personal space required’ message popped up, what should I do?
This message may appear the first time you sign in to Eptura Engage. Fill in the required location information and then hit ‘save’ before pressing ‘ok’.
Booking a personal workspace
1. Do I have to book a personal workspace for a whole day?
As of February 4, 2025, Eptura Engage users will have the flexibility to book workspaces in either half-day increments or full-day blocks. Details can be found in the training manual section: https://mednet.med.ubc.ca/resources/facilities/hybrid-work-sharing-space/book-a-shared-workspace/.
Until then, the system can only book full days. If you only require a workspace for a partial day, you should book the space for the day and check-in by 9:30am on Eptura Engage (desktop or app) to secure your space.
2. If the workday has started, should I still book a workspace through the system?
Yes, you should still book a workspace through Eptura Engage to ensure that there is a workspace available for you when you arrive on site. Check in as normal in Eptura Engage prior to using the space you booked.
3. Is there a possibility of implementing an automated booking process?
There is currently no functionality in Eptura Engage for automated booking. Bookable workspaces can be booked up to 4-weeks in advance.
4. Can I book multiple days at once?
Yes, by clicking on the calendar when you are booking a personal workspace you can select as many days as you would like to book. Once you have selected all the dates, you will be able to choose from the available workspaces.
5. Can I book offices that are often used by leaders?
Yes, when these offices are not being used by leaders, they will appear on Eptura Engage as part of the general pool of workspaces that any individual is welcome to book.
6. Is there information about ergonomic workspaces in Eptura Engage?
The interactive floorplans for relevant sites will now display workstations that are “bookable w/ modified setup” in their own colour in Eptura Engage. This will improve clarity and ensure individuals can select the workstation that best suits their ergonomic setup needs.
Checking into a personal workspace
1. Where do I check in to my personal workspace?
On days when you have an individual workspace booked, the first time you log in to the Eptura Engage desktop site a large check-in box will appear and prompt you to check-in.
On the Eptura Engage mobile app, a blue check-in button will appear on the bottom of the app screen prompting you to check in. Eptura Engage mobile app, also, offers an “Auto check in” feature under your profile option.
2. What happens if I don’t check in by 9:30 a.m./1:30 p.m. to my personal workspace?
If you don’t check in by 9:30 a.m. for a morning (half-day) or whole-day booking/1:30 p.m. for an afternoon booking, the space will be released and made available for others to book. The system will send you an automated check-in reminder at approximately 9:20 a.m. or 1:20 p.m. to remind you to check in.
Editing/cancelling a personal workspace booking
1. If I am done using my workspace but the day isn’t over, what should I do?
If you have finished using your workspace, and the day is not over, please click the “release” button on the Eptura Engage home page to make the workspace available for others.
2. My schedule has changed. What should I do with respect to bookings I’ve made?
Please remember to update or release your workspace in Eptura Engage if your schedule changes. Doing so will allow others to better plan out their workweek when making their bookings.
Booking a personal workspace on behalf of another person
1. Can anyone book a workspace on behalf of another person (i.e. can I book spaces for myself and a colleague through my CWL?)
No, only people who have admin rights can book on behalf of other people.
Eptura Engage Issues and Outages
1. Eptura Engage is not working, who should I contact?
Please report the issue to FoM Facilities at facilities.coordinator@ubc.ca
2. What should I do if the Eptura Engage system is down, and I am scheduled to work on-site?
If the Eptura Engage system is down, for outages lasting 1 day to 1 week, workspace allocation will shift to a first-come, first served basis. For outages lasting more than 1 week, a temporary booking system will be implemented.
3. What happens if I leave my workspace for an extended period?
If you leave your workspace and it is claimed by someone else, you will need to find another available workspace when you return. The workspaces operate on a first-come, first-served basis during an outage.
4. What if I need access to ergonomic equipment during an outage?
During an outage, access to ergonomic equipment and single-occupancy offices will remain available and be prioritized based on need. Please reach out to simona.dziaugyte@ubc.ca if you require access to specific equipment.
5. Can I still use my pre-existing Eptura Engage booking during the outage?
No, existing bookings in Eptura Engage will not apply during an outage. You will need to find an available workspace on a first-come, first-served basis.
6. Who can I contact for information about the outage?
If you have questions or need help during an outage, please reach out to fomfacilities.ops@ubc.ca.
7. Are there any policies I still need to follow during the outage?
Yes, adherence to the Shared Workspace Guidelines remains important. Please ensure you continue to follow these when working on-site.
Booking meeting spaces and other rooms
1. Do we book meeting rooms in Eptura Engage?
Booking meeting spaces will continue through RoomFinder and Advance Booking Manager, which allow teams to make recurring bookings up to six months in advance. The transition to shared space does not impact this process. For more information, visit the Room Booking website on MedNet: https://mednet.med.ubc.ca/resources/room-booking/