Facilities

Condeco

Condeco is a collaborative tool at Kellogg that helps staff book personal and hoteling workspaces, and share their assigned spaces when not in use.

Kellogg Workspace Reservations

At Kellogg, collaborating with coworkers is a key aspect of how we work. While teams and units are generally co-located, collaboration with stakeholders can occur anywhere.

Condeco, a workspace sharing software solution, will help Kellogg create new co-working and collaboration opportunities by enabling the booking of hoteling and assigned office spaces. Using the system, staff will be able to:

  • Reserve unassigned hoteling spaces in Kellogg buildings that are available to be booked.
  • Make their own workspace available for others to reserve on an ad-hoc or regular basis.
  • Reserve another staff member’s workspace on an ad-hoc or regular basis.

We encourage users to designate their workspaces as available for others to use in Condeco.

Eligibility: All Kellogg Staff

Note: Affiliate/contract staff do not automatically have access. A team manager or Condeco key partner can request access by emailing kis@kellogg.northwestern.edu with the contractor's name, email, and NetID. KIS will provision manual access.

Available Locations: Global Hub, 1007 Church, Scott Hall, 1800 Sherman, 555 Clark, Wieboldt Hall, Coral Gables 

To access Condeco, log in at https://kellogg.condecosoftware.com/ using your NetID and password.

For instructions on using Condeco, please refer to the Condeco KIS Knowledge Base article.

For more information, please contact your Condeco key partner.

Guidelines

Updated: 09/12/2024

    • Staff can request space through Condeco up to 14 days in advance of their need. 

    • Should your availability change and you no longer require your space reservation, please release your reservation as soon as possible, so another colleague might be able to reserve that space.

    • Staff should “check in” to a space according to the system guidelines on the day/time of their booking, to ensure that the reservation is complete.

    • Any staff member can reserve an open workspace that is identified for hoteling in Condeco.

    • Workspaces will be equipped with a display that can be accessed via USB-C connection, and a desk.  Some hoteling spaces may have additional attributes, and attributes may vary across Kellogg locations.  

    • Hoteling spaces consist of open workstations, private offices, or shared offices.  Review the floor plan in Condeco for details about each space.

    • Hoteling spaces can be reserved in full or half-day increments.  Half day increments are:

    • AM:  7:00 AM – 12:30 PM

    • PM:  12:30 PM – 5:00 PM

    • When accessing a new building or area for the first time, workspace visitors should connect with the applicable building manager for any specific space needs or considerations before their first booking takes place. For more information, please refer to the Condeco key partner list provided above.

    • Visitors can request space through Condeco up to 14 days in advance of their need. 

    • Hoteling spaces can be reserved in full or half-day increments.  Half day increments are:

    • AM:  9:00 AM – 12:30 PM

    • PM:  12:30 PM – 5:00 PM

    • When accessing a new building or area for the first time, workspace visitors should connect with the applicable building manager for any specific space needs or considerations before their first booking takes place. For more information, please refer to the Condeco key partner list provided above.

    • Should your availability change and you no longer require your space reservation, please release your reservation as soon as possible, so another colleague might be able to reserve that space.

    • Visitors should “check in” to a space according to the system guidelines on the day/time of their booking, to ensure that the reservation is complete.

    • Visitors should be mindful of any confidential or sensitive information in a workspace. 

    • Hoteling offices will likely not include secure storage space for a visitors’ use. 

    • Visitors should ensure the space they used is in the same condition that they accessed it at the end of their reservation – this may include connections, chair settings, etc. If the space has a whiteboard, please be sure to erase any markings you add at the end of your space reservation.

    • Visitors should be mindful of the space they are working from– be aware of that team’s norms, work styles, etc.

    • Visitors should make every effort to adhere to these guidelines. Repeated deviation from these guidelines could result in the removal of privileges in Condeco.

  • We encourage all Condeco users to always check in to their reservations or assigned spaces to avoid any inconvenience.

    Some workspace group policies require staff to check in to their assigned or booked workspaces. The system will send email reminders to prompt you to check in. If you fail to check in, your reservation will be canceled, and the workspace will be released for other staff members to reserve. You will receive an email notification if this happens.

    Ways to Check In:

    • You will receive an email reminder with a link to check in 15 minutes before your reservation.
    • You can check in by logging in at https://kellogg.condecosoftware.com/ using your NetID and password.
    • You can use the Condeco mobile app to check in.
    • Auto Check-In (Proximity-Based Check-In): If you use the Condeco mobile app and enable location services, your phone will automatically check you in. Permission is required by the Condeco mobile app. For more details, see this guide.

    Note: The Condeco app must allow location access all the time and not just when the app is open, and the mobile device must have GPS and location services turned on.

    Due to changes made by both Apple and Google, the option to allow access all of the time is no longer presented as one of the options on the initial prompt, so we strongly recommend you open the Location settings on the device to ensure Condeco can always access your location. Learn how to allow location access

    For further instructions on checking in, please refer to the Condeco Check-In Guide.

    • If you are interested in making your space available for others to use, please check with your leader to confirm if your workspace is eligible for hoteling.

    • Owners offering their space for others should review and update their space’s availability on a regular basis (e.g., at least one week in advance), for others to be able to reserve or request space.  When possible, staff should update their ability as far in advance as possible.

    • Should your availability change and your space has been reserved by a Visitor, please contact your Key Partner and any Visitors who have reserved your space to communicate the change. This contact should be made as soon as possible. After an owner notifies a visitor, the availability of the space should be updated in Condeco by your Key Partner.

    • Owners should ensure that no confidential or sensitive information is accessible by a Visitors. This may include papers, materials, whiteboard notes, etc.

    • Owners should secure any personal belongings.

    • The equipment in the workspace (eg, dock, monitor) should be accessible to a Visitor to connect.

    • Key Partners should work with workspace owners to update a space’s availability on a regular basis in Condeco.

    • If a workspace will be vacant for an extended period of time, the Key Partner should update that space type accordingly.  Similarly, if a vacant workspace will become occupied soon, the key partner should update that space type and notify Facilities.

    • Key Partners should report any space malfunctions or repair needs to the appropriate team as soon as possible

    • Key Partners can find location admin documentation that includes instructions on modifying workspaces, updating workspace policies, workspace types, and managing users. Access the location admin documentation here.

  • In the event of a malfunction in the workspace, the visitor should contact the key partner for an area to report the concern.

FAQ

  • When reserving a workspace, you have the option to book either Hoteling Workspaces or Staff Workspaces.

    • Hoteling Workspaces: These are shared spaces that are available for anyone to reserve. They are not assigned to a specific person and can be used by any employee on a first-come, first-served basis.

    • Staff Workspaces (Flexi): These are primary workspaces assigned to specific colleagues. They can be reserved when those colleagues make them available, typically when they are not in the office.

  • There are three types of workspaces you can reserve:

    • Open Workspaces: These are cubicles available for anyone to book. They offer a semi-private environment and are ideal for short-term tasks or quick visits to the office.

    • Shared Workspaces: These are offices that accommodate more than one occupant. They are perfect for collaborative work or when you don't need a completely private space.

    • Private Offices: These workspaces are designed for a single occupant, providing a quiet and private environment for focused work or confidential meetings.

  • When booking a workstation, you can select from different 'Groups' of workspaces. The availability of these groups depends on your access level:

    • By default, all users can see the 'Hoteling' group, which includes shared workspaces available for general use.

    • Users can also see 'Staff Workspaces', which are primary workspaces assigned to colleagues but made available when those colleagues are not in the office.

    • Depending on your access permissions, you may see additional groups that others do not have access to.

    For more information regarding access to specific workspaces, please contact your key partner.

  • The ability to reserve a workspace depends on the Workspace Group's policy:

    • Hoteling and Staff Workspace Groups: You can request a workspace through Condeco up to 14 days in advance (2 weeks).

    • Specific Workspace Groups: Some workspace groups may have different policies, allowing bookings up to 5 weeks in advance.

    For more details regarding access to specific workspaces, please contact your key partner.

  • For detailed information about building access, amenities, parking, and other location-specific details, please visit the Kellogg Facilities website. If you have additional questions or need further assistance, including inquiries about building access, please contact the key partner.

  • You can set your work location using one of the following methods:

    1. Condeco: Visit the Condeco Knowledge Base to learn how to set your location status on the Today page of the web platform. Learn more here.

    2. Microsoft Teams: You can also set your work location directly within Microsoft Teams. Learn more here.