Embedded Files
Setting up your Virtual Desktop
These are the instructions for setting up Amazon WorkSpaces VDI on a Windows computer if you are looking to for instructions for a Mac, click HERE.
Before you get started
Before you get started
Booking.com uses Amazon Workspaces as a Virtual Desktop (VDI) solution. It allows you to securely access the Booking.com work environment from your personal computer.
Simply put, you will install a piece of software on your computer that after logging in with your Booking.com credentials will give you access to a Virtual Desktop without having to connect to VPN separately. From here you can securely access all tools that you need to do your work.
Keep in mind the following:
Do NOT attempt set up VDI prior to your official start date.
Check your personal email for your login details prior to setting up your laptop.
Make sure you have received an Amazon Workspaces Registration code.
Should you run into issues during the setup, please contact IT Support.
Introduction
Introduction
This guide will assist you in setting up Amazon Workspaces on a Non-Booking Windows device. The steps for configuring your Virtual Desktop are outlined below. Please follow all the steps to ensure proper functioning of your device as well as to ensure that you get access to our network and all the services you need after you have completed the setup of your computer.
If you are new to Booking.com, you will be asked to create your Okta account during the setup process. Okta is the Identity Management system used by Booking.com. With an Okta account you will be able to identify yourself and get automatically logged in to many Booking.com tools and systems.
Table of contents
Table of contents
Prerequisites
Prerequisites
A Non-Booking computer with Windows 7 or higher
The Amazon WorkSpaces software does not work on any operating system below Windows 7.A stable Wi-Fi (or Wired) internet connection
Amazon WorkSpaces is a service that needs an internet connection to connect to aserver. Without an internet connection you will not be able to access your WorkSpace.
Mobile device for Okta (Multi-Factor) Setup
Services we use require you to authenticate using multi-factor authentication from outside of the office. You must have a smartphone (iOS or Android) ready to download and set up Okta Verify, available from the Apple App Store and Google Play Store respectively.Booking.com username and password
When you are new to Booking.com you should have received these details on your personal email. If not, please contact your manager to have this sorted out before beginning the setup process.Amazon WorkSpaces Registration code
This code will be provided to you by a WorkSpaces administrator from Booking.com.
I - Set up your Okta Account
I - Set up your Okta Account
Okta is the Identity Management system used by Booking.com. To access your Amazon WorkSpace (and many other Booking.com applications) you will need Okta and Okta Verify to sign in. When you are new in Booking.com the setup still needs to be done.
To set up your Okta account you will need an Android or iOS device to install the Okta Verify app for Multi Factor Authentication.
If you already have an Okta Account with Okta Verify set up you can skip this section and proceed to the next one: II - Install the Amazon WorkSpaces application.
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In case you are setting up your Okta account remotely, you will need to ask IT Support for assistance:
Call IT Support by dialing one of the following numbers (there are costs involved, so if needed you can ask the IT Support Technician to call you back as well):
UK/Global: +44 208 612 8899
Netherlands: +31 20 724 3444
US/Canada: +1 855 303 8899
China: +86 21 20366886
Tell the IT Support Technician that you are new to Booking.com and you need to set up your Okta Account. Answer any questions the IT Support Technician might have for you.
The IT Support Technician will enable you to set up your Okta Account remotely.
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Sign in with your @booking.com email address and Booking account password (sent to your personal email).
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Click Setup under Okta Verify.
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Select your phone type and click Next.
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On your mobile phone, download the Okta Verify app from the appropriate app store (Google Play Store or Apple App Store)
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On your mobile phone, open the Okta Verify app and tap Add Account.
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At the notice that the app needs access to your camera, tap Continue.
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Allow the app to send you push notifications. (Push notifications will only be sent when you ask them to be sent).
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Scan the QR code that is displayed on your computer/tablet screen. If prompted, please allow the app to use the camera
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On the computer screen you should see Okta Verify as an enrolled factor. Click Finish to complete the Multi Factor Authentication setup.
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On the next screen please provide the following (these can all be changed later if needed):
Secondary email address (optional): For password recovery
Forgot password question and answer: For password recovery
Phone number for password unlock (optional): For password recovery
Security image: An image that will show at login that ensures you are not logging into a fake spoofed page.
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Click Create My Account.
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Follow the password requirements and set a new password.
Note that this is the password you will be using from now on.
Your Okta account is now set up, you can proceed to the next section: II - Install the Amazon Workspaces application.
II - Install the Amazon WorkSpaces application
II - Install the Amazon WorkSpaces application
To have the best experience with Amazon WorkSpaces, you will need to download and install the Amazon WorkSpaces app.
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Click on the icon with Windows under it to download the Windows version.
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When the package is downloaded, click to run the installation.
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In the installation Wizard, click Next to start the setup.
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Select Install just for you and click Next.
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Click Install.
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If presented with the below pop-up, click Yes to install the certificate.
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Click Finish to complete the installation wizard.
The Amazon WorkSpaces application is now installed. You can proceed with the next section: III - Connect to your Workspace.
III - Connect to your WorkSpace
III - Connect to your WorkSpace
When you connect to your WorkSpace for the first time you will need the Amazon WorkSpaces Registration Code, your Booking.com Username and Password and a Second Factor code provided by the Okta Verify app.
To connect to your WorkSpace, have your mobile phone with the Okta Verify app ready.
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Open the WorkSpaces application through the Start Menu or the Desktop shortcut.
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Enter the Amazon WorkSpaces registration code that was provided by the Google Workspace Administrator.
You only need to enter your registration code the first time you access your WorkSpace. The application will remember it for the next time.
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Enter your Booking.com username (not email) and password.
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Open the Okta Verify app on your mobile device. Under okta.booking.com you will see a 6-digit code.
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Enter your 6-digit Okta Verify Code in the field called MFA Token and click Sign In.
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You are now being connected to your WorkSpace. This may take a few minutes, depending on your internet connection. Once the connection is made, a window will open. Maximize the window and you will see your Virtual Desktop.
The next time you sign in, you might be prompted that there is an update available. If you do, please go ahead and install the update. The screenshots may look a little different from what is shown above, but the sign-in steps are the same.
You have successfully connected to your WorkSpace. You can now proceed to the next section: IV - Set up Okta FastPass.
IV - Set up Okta FastPass
IV - Set up Okta FastPass
Okta FastPass is the main and mandatory authentication method to log into Booking.com applications and systems. Okta FastPass uses the Okta Verify app that is automatically installed on your Workspace.
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Once on the desktop, open the Okta Verify app by double-clicking on the desktop icon.
If you are unable to locate the Okta Verify app, you can download it through Software Center. If the issue persist, please contact IT Support.
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Click Get started.
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Read the text on how it works and click Next.
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Enter okta.booking.com in the sign-in URL text box and click Next.
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You are asked to authenticate with your Booking.com credentials:
Enter your @booking.com email address.
Verify with an Okta Verify Push notification on your phone.
Note: if you have not yet set up a browser, you will be prompted to set up Microsoft Edge.
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You will be prompted to set up a Passcode.
In the 1st box, enter an 8-digit passcode to use for authentication.
Be sure to set a code you can remember, but is not easily crackable.Confirm this code by entering it again in the 2nd box.
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Enter your new Passcode to authenticate.
Okta FastPass with Okta Verify has now been successfully set up.
You can now proceed with the next section: V - Log in to Chrome.
V - Log in to Chrome
V - Log in to Chrome
In order to get access to your Email, Calendar, Google Drive and other Booking.com web tools you will need to log into Chrome.
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Open Google Chrome.
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Click on the User Profile icon at the top right.
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Click Turn on sync...
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Enter your @booking.com email address.
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Click Link data.
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Click Yes, I'm in.
You have now logged into Chrome and you will be able to access your Email, Calendar, Google Drive and other web tools as normal.
Note: Some websites and extensions may require additional sign-in.
You can now proceed with the final (optional) section: VI - Launch Cisco Jabber.
VI - Launch Cisco Jabber
VI - Launch Cisco Jabber
Cisco Jabber is our telephone solution that allows you to make calls from your computer. It is already installed in the WorkSpace. If you do not need to make phone calls for your role, you can skip this step.
The first time you use your WorkSpace you will need to launch Cisco Jabber manually. After that it will automatically launch.
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Go to the Start Menu and open Cisco Jabber.
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You will be automatically signed in. Wait for the sign in process to finish.
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Minimize the Cisco Jabber Window.
More information on Cisco Jabber can be found in this IT Support Knowledge Base article:
Congratulations! The setup of your laptop is now complete.
Congratulations! The setup of your laptop is now complete.
Check out the resources below to learn more about using your WorkSpace:
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