Staff support page for the reservation of workplaces
Quickstart guides
Click here for a general guide on how to use SharedDesk.
Click here to find out how to make your fixed desk available for booking as an employee.
Click here to find out how to make a fixed desk available for booking as a secretary.
Klik hier voor een algemene guide over het gebruik van SharedDesk.
Klik hier om erachter te komen hoe je je vaste bureau moet vrijgeven als medewerker.
Klik hier om erachter te komen hoe je een vast bureau moet vrijgeven als secretariaat.
FAQ
Using the system
I get a message ‘Account already exists’
We may have already created an account to add you to the correct faculty or location. By clicking on ‘Add to existing account’, you sync (i.e. link) the account we have created for you with the ULCN account.
If this doesn’t work, then get in touch with shareddesk@ufb.leidenuniv.nl, where we will be happy to help you.
I get an Access Denied message
If you save the link for the reservation system as snelkoppeling/bookmark, make sure this is universiteitleiden.nl/shareddesk, and not an URL from the ULCN login screen.
The URL you actually have to login with expires, so make sure you login via universiteitleiden.nl/shareddesk.
If you try to login to an expired URL, then you will get an Access Denied message.
I get an ‘Internal server error’ message
Get in touch with shareddesk@ufb.leidenuniv.nl, where we will be happy to help you.
Where can I log into the system?
Go to universiteitleiden.nl/shareddesk and tap Login. You can login using your personal ULCN account.
How do I get an account?
You can use your personal ULCN-account. If you don’t have an account, talk to your manager.
How can I see at which times workstations are available?
The standard setting is that you see the desks that are currently free. If you want to see if there is still space on another day, then click on the calendar icon and change the date and time. Employees can only reserve a certain time ahead, which may mean you are only shown the calendar for a few days ahead.
Why can’t I see any desks or rooms that I can book?
It may be that no rights have been synced (i.e. linked) with your account yet. Please contact shareddesk@ufb.leidenuniv.nl.
How do I reserve a desk?
Click here for the Quickstart Guide to learn how to reserve a workstation.
Where can I find my reservations?
In the mobile screen, you can find ‘my reservations’ by clicking on the three lines. In the desktop screen, you can find ‘my reservations’ in the main menu at page top.
How do I find a colleague?
If this option is active for your building or department, then you can find this via the ‘find colleague’ option in the main menu at page top.
Why can I only see a few workstations?
You are only shown those places that belong to your department. If you would like to know more, then please contact either your manager or shareddesk@ufb.leidenuniv.nl.
No data is displayed or else the system is working strangely.
As a security measure, you are logged out after a certain time. If refreshing the page doesn’t work, then try to login again. If this still doesn’t work, then contact shareddesk@ufb.leidenuniv.nl.
I can’t reserve a desk for the weekend or during an evening.
Your employer decides the times for which you can reserve a workstation. If you would like to know more about this policy, then please contact your manager.
I can’t reserve a desk for the weekend or during an evening.
Employees can only reserve a certain time ahead, which may mean you are only shown the calendar for a few days ahead. If you would like to know more, then please contact your manager.
I want to change my reservation.
You cannot change an existing reservation. Instead, you must first cancel the reservation and then rebook it.
Checking in and automatic cancellation
How can I check in?
You check in by presenting the LU Card, or by scanning the QR code.
I can’t (yet) check in at my place, why is this?
The times you can check in are agreed with the building caretaker, and so may differ for different buildings. If you are too late, or fail to check in, then your place will be automatically cancelled and released so that another employee can reserve it.
Why has my place been cancelled?
The times you can check in are agreed with the building caretaker, and so may differ for different buildings. If you are too late, or fail to check in, then your place will be automatically cancelled and released so that another employee can reserve it.
I want to cancel my reservation - how do I do this?
You can only cancel your reservation before it starts. If your reserved period has already started, then it can no longer be cancelled. If you fail to check in, then the reservation is automatically cancelled once the check-in time has expired.
Can I check out too?
It is not possible to check out. The reservation ends when the reserved period ends.
Other
I have another question.
For other questions, please contact shareddesk@ufb.leidenuniv.nl.
I have a suggestion for improving the system.
Suggestions or comments are welcome at shareddesk@ufb.leidenuniv.nl.