1

Mobile for All below Partner Hoteling FAQ

1. Are other offices transitioning too, or just us?
Over the next few years, all Tax employees below Partner will become mobile hotelers, per a decision
the CLT made in December, 2013. Offices will make the transition shortly before their scheduled
office renovation, move or lease renewal, to prepare team members to be more mobile in their new
space.
Because our office moved before the CLTs decision, we are in a different situation. Weve already
moved and have made changes to the way we use our space, but we havent been able to take full
advantage of the flexibility options that our new space and furniture can provide us. With our
transition now, we can remedy that.
2. Im in GHRS, IAS, PCS, NTS do I have to do this too?
Yes, you will be a part of our offices transition to mobile hoteling for team members below Partner.
3. Where will I store my confidential workpapers and files?
In your designated, locked file drawer.
If you find you have too many documents or personal items to fit within your assigned file drawer, you
may want to take a hard look at what you have to store. Not all paperwork must or should be kept
in paper form. It may be time to properly file, store, shred or take home anything you dont really
need on-site.
Before our transition to mobile hoteling, we will have an office clean party. Please take that time to
properly dispose of any paperwork that is no longer necessary.
4. Where will I put all of my workstation decorations?
Because all space will be shared space, workstations should be kept clean and in good condition at all
times, so that all of our team members feel comfortable sitting in any open workstation.
If you would like to decorate your workstation for the day, please feel free to do so. However, you
must clear the desk at the end of each day, and store personal items in your designated storage drawer
or take them home with you.
5. How do I make a reservation as a mobile hoteler?
You have 3 options for making a reservation.
If you know you are coming into the office within the next 7 business days, you can:
Use the Hoteling portal on your laptop (look for the icon)
Use one of our mobile apps (iPhone, iPad) to make a reservation

If you are in the office, you can also make a reservation using an in-office kiosk.

More details for using each method for making a reservation can be found in the Quick Reference
Cards at the bottom of this FAQ, and on the US National Real Estate Hoteling Spark page.
2

6. Can I use my Windows phone or Android to make a reservation?
Not at this time. For now, the Hoteling app is only available on iPhones and iPads but remember,
you can always access the hoteling system on your PwC laptop, or at an in-office kiosk.
7. How many reservations can I have at the same time?
You can have up to 5 separate reservations at the same time.
8. Whats the minimum amount of time I can reserve in the hoteling system? What about
the maximum?
You can make reservations ranging in length from 30 minutes to 23 hours and 30 minutes. You
cannot make reservations that span 2 calendar days, so you will need to create a separate reservation
for each day.
9. How far in advance can I make a reservation?
At any time, you can make a reservation for up to 7 business days forward.
10. How do I check into my reserved workstation?
When you log into the PwC network within a PwC office, the system should automatically check you
into the workstation that you have previously reserved. If that happens not to take place, you can
check in:
From the Hoteling portal on your laptop (a window should automatically pop-up when you
are in a PwC office; if not, look for the icon)
From the mobile Hoteling app on your iPhone or iPad
From an in-office kiosk
11. If I check into my reserved workstation, but then leave for a meeting during the day, do
I get checked out?
No. So long as you check into your reserved workstation within the grace period, you will not be
checked out unless you proactively check out.
You will be automatically checked out one hour after the end-time of your reservation. The default
check out time is 11:00pm. If you leave the office and know that you will not be coming back, please
physically check out of the space so that it is available for others to use.
12. What is the grace period?
The grace period is the time you scheduled your reservation to begin plus one hour, so if you
scheduled your reservation to start at 9 am, your grace period runs from 9am-10 am.
The grace period is designed to help in case you are running late for your reservation, so no need to
worry if you hit unexpected traffic and arrive a bit later than youd planned.
In addition, you can also use the snooze function on the mobile app if needed. This allows you to add
an additional 30 minutes to your grace period.
3

After the grace period expires for your reservation, if you have still not checked in, your reservation
will be cancelled and the workstation you reserved will show as available in the hoteling system for
others to select.
13. How will I use my office phone at a hoteled desk?
When you check into your reserved workstation, your office phone number will transfer to the phone
at that workstation.
Alternatively, you can always use the Cisco Softphone. The Softphone allows you to use your work
phone through your computer, so you can use it from a hoteled workstation, an empty office, a
conference room, or from outside the office when youre working remotely or from a client site.
To download Softphone: Start > Software Installer. Search for and download Cisco IP
Communicator. Once it downloads onto your laptop, it will automatically tie to your work phone
number.
14. How will I check my office voicemail at a hoteled desk?
You can easily check your voicemail from a desk that youre checked-into, as the phone at that
workstation will have loaded your work phone information
If you use your Cisco Softphone, you can check messages from your Softphone, from any location, the
same way you check it from your office phone today.
15. What happens if I need to have a coaching conversation on a day when I dont have a
reserved office? What about days when my team and I have a lot of conference calls?
You can reserve an open conference room for any situations where youll need some additional
privacy, or where you expect you and your team to be on phone calls for large periods of the day.
You can also reserve an open office, but details on reserving differ based on level. Directors can
reserve an office using the hoteling system; Managers and below can work with your local Office
Services contact / coordinator.
16. I need to sit with my team every single day what happens if there arent any open
workstations near them?
First, take a look at the available workstations in the area you are seeking space. Are there any that
maybe arent next to your team, but really arent all that far away? It might be nice to stretch your
legs once in a while as you get up and walk to where your team is sitting, rather than having no reason
to do so while you sit next to them.
Also, do you make use of Sametime? While it will never replace face-to-face conversations in terms of
connection and impact, its a great tool to allow for immediate discussion with teammates,
particularly on small items, whether youre sitting 10 feet away from your teammates or 100 miles.
Also, consider the benefits of sitting away from your team for a portion of the day. Do you maybe
have some heads-down work youd like to catch up on? Why not take advantage of the opportunity
and maybe go sit on another floor for the day? You might get more work done than you would have
otherwise, and your team will still be able to communicate with you in real-time via Sametime and
email, plus you can always walk upstairs or downstairs or a conversation or team meeting.
If you do sit in a workstation on a different floor from where you normally sit, be sure your team
knows where you are. This can be as easy as updating your Sametime status to note your office floor /
workstation number, or a quick note to team members.
4

17. What happens if we run out of space before I can make a reservation? Can I just work
from home?
The chance that there would not be any space in the entire building is highly unlikely. Be creative and
consider the entire space of the office! Is there an open team or conference room you can sit in, or
open touchdown space? Can you meet with a team member in the interactive cafe or other general
purpose space in the building? Is a Partner out for the day?
Given team members travel, client, training and vacation schedules, and the ability to sit in space that
is assigned to the other LoS, there should be very few occasions, if any, when all seats are taken;
however, if it does happen to you, take advantage of the opportunity to work flexibly (and remember,
if needed, you can always sit on another floor).
As for working from home, at the client site or from another remote location, remember that while the
Firm is committed to Flexibility, including Work from Anywhere, every situation is different, and
that remote work should be discussed as far in advance as possible. The Work from Anywhere guide
(attached to this document) is a helpful resource as you think through planning for, and executing on,
working remotely.
When you do Work from Anywhere, make sure youre making the most of technology available to PwC
to keep yourself connected and close with your teams (Sametime, video chat, Webex etc.)

AOS Hoteling Kiosk
QRC FINAL.pdf
AOS Hoteling Portal
QRC FINAL.pdf
Mobile Hoteling iPad
QRCFINAL.pdf
Mobile Hoteling
iPhone QRCFINAL.pdf
Work From
Anywhere Success Guide


18. I currently sit in a workstation / office with a double monitor, what if I find I am unable
to hotel in a location with a double monitor?

You are encouraged to order a portable monitor, if you do not already have one.
o Instructions for ordering a portable monitor (from USIT):
Click on link http://knowledgecurve.com/nslocal/us/gts/kbase/itssp.jsp
Choose Create Ticket
Service line enter EIT - Hardware Monitor
Subject enter Monitor Request
Enter Portable Monitor in the Additional Details field and click Submit
o Please note:
All requests will be ordered upon receipt of ticket.
Allow 2-3 weeks for shipping.
Discard any DVDs that come with the Monitor.
Store your monitor in a safe and locked location when not in use.
If the monitor is defective, call HP directly (- 866-625-0242). Identify yourself as a PwC
employee and that the monitor shipped from HP. HP warranty HP Portable Monitor
Warranty KB 62468
To use an external monitor, please refer to the KB Document 12049 QRC: External
Monitor(s) Quick Reference at Link.
US IT will contact you when monitor arrives to coordinate pickup.