Configure and Manage Workspace & Desk Reservations – Administrators

The Reservations module is ideal for configuring space reservations in a flexible, hybrid workplace. You can configure our system for reserving rooms, workspaces, desks, and even building passes for limiting access to offices on certain days.

You may choose to import room and other resource details from supported external calendar providers such as Google or Office 365, or simply add new resources using Appspace’s built-in calendar provider services introduced with this reservations system. The Appspace calendar provider will be ideal to add desks and points of interest (POIs) that are not available in a regular calendar provider.

Administrators can use our Locations module to upload floor plans to a building, campus, or individual floors, and map resources and points of interest to these floor plans and link them to the Appspace Reservations system. They can also choose to upload the floor plans in the Locations module, and thereafter do the resource mapping directly in the Reservations module. providing a clear visual guide and experience for employees and visitors when making reservations later on.

Space Reservation Elements

Account Owners or Location Admins will have the ability to establish a hierarchy of locations in the Appspace console, as a way to organize the geographical distribution of reservable resources.   Within Appspace, a resource is something that can be given a reservable status such as desks, rooms, or offices.

We recommend that this hierarchy closely represents your corporate environment/domain, allowing your end-users the ability to clearly recognize your locations, buildings, and floor plans and the reservable resources available to them.

This can be accomplished by creating your space reservation environment in the Reservations module using the following application elements:

  • Geo  – Geographical location (country, state, city, etc.). This is helpful for organizations that have multiple locations across the country and/or world.
  • Campus – A collection of buildings within a Geo location.
  • Building – Building(s), in which the reservable resources are located, are created within a Geo location or a Campus.
  • Floors/floor plans – Floors are located within a building and host the reservable resources. You may upload floor plan maps for each floor, in each building.
  • Points of Interest (POIs) – POIs are wayfinding identifiers that are not reservable such as the ATM, Elevators, Rest Rooms, etc.
  • Themes – You may configure the default colors which are applied to reservable spaces and points of interest within your floor plans. This makes it easy to identify the different resources available.

All administrative tasks are performed in the Reservations module in the Appspace console, as follows:

  • Create reservable resources – Import room resources from a calendar provider, or create them directly in Appspace.
  • Manage workspaces & resources Implement reservation rules, set employee permissions, manage reservations.
  • Upload floor plans and link resources – Upload floor plans and map workspaces to resources to provide a better visual guide and experience to employees and visitors.
  • Analytics & reports – Measure your workplace utilization, and monitor and track users’ access.

Once the system is set up, reservations can be made via the Appspace Employee App portal or the mobile device (Android or iOS), or via touch screen devices displaying the Room Schedule card or the Schedule Board card.

Important
The Employee App, Reservations, and Enterprise Messaging App features are only available on Appspace public/private cloud 8.0 and later. It is not supported on 8.0 on-prem.

This article provides administrators with the instructions to configure workspace resources, rules, and permissions in the Reservations module.

Important

Prerequisites

Note
If using the room scheduling cards for single-room or multi-room bookings on touch-screen tablets or boards with this Reservations system, Schedule Board Card v 1.12.0 or Room Schedule Card v 1.15.0 and later are required.

Configure Reservations System

To configure resources for reservations, you may choose to connect to an Appspace supported calendar provider used by your organization, to import, configure, and enable booking for corporate meeting rooms and such. 

To enable reservations for hot desks, huddle spaces, or any points of interest (POI), which don’t typically exist as a resource in the calendar provider configuration, you can create the resource directly in the reservations system using the Appspace calendar provider.

Calendar Provider

Add Calendar Provider

Important
Skip this section if you plan to create resources utilizing the Appspace calendar provider, and proceed to the Create Resource section below.

To use resources from an external calendar provider such as Office 365 or G Suite, a provider must first be added into the Reservation resources module by creating an authentication passport to enable a secure connection between Appspace and the calendar provider.

Follow the instructions below to create an authentication passport for your desired calendar provider:

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Click the + CREATE button arrow, and select Add Provider.
  4. Click the CREATE PASSPORT button to create a new provider or select your provider from the Select Provider drop-down menu.
  5. Click Next.
  6. Proceed to Configure Locations, by selecting one of the following options for the building resources:

    • Do not Import
    • Import as a new building – If this option is selected, proceed to select the location the building will be created in.
    • Import to an existing location – if this option is selected, proceed to select the building the resources will be imported to.
      Note
      Each building displays the number of floors and resources it has been configured with. When importing the resources, you have the option to import the resources from a particular floor, and to either have these resources newly created or added to an existing floor in your building in Locations.
  7. Once done, click Next.
  8. The Configure Resources section displays all resources that will be added. Optionally you may use the filter to further narrow the resources to be imported.
  9.  Once all resources have been confirmed, click the Import button. The imported resources will be displayed in the Resources tab.
  10. If you chose to create new resources, proceed to Step 4 in the Create Resource section below.

Update/Re-Sync Calendar Provider Data

Once you have imported resources from a supported calendar provider and created bookable resources that are then assigned to various buildings or floors, you may choose to periodically sync the calendar provider resources with the Appspace Reservations system. 

Account Owners or Location Admins will have two options to update resources for a calendar provider:

  • Manage provider – set or update import rules and configure how resources from your calendar service are imported to a location or building. This option will re-run the rules engine.
  • Trigger resync – trigger an automatic resync of resources from your calendar provider. This option checks for changes in the calendar service, and only updates the changes (resources added or removed).

When you update or sync the calendar provider service, only new resources are updated, ensuring existing resource configuration and mappings remain intact, with the following rules: 

  • If there is an existing resource, the building and floor ID will not be updated.
  • If the resource does not exist, the building and floor ID is set based on the sync rule.
Important
Below are the expected behaviors in the event a calendar provider passport is removed:

  • If the calendar provider passport gets unauthenticated from the Integrations >Passport module, all related resources will be intact but require re-authentication by the administrator.
  • If the calendar provider passport is deleted from the Integrations >Passport module, all related resources will be disconnected, but not deleted.
  • If the calendar provider passport is deleted directly from the Reservations module, all related resources will be deleted.

Follow the instructions below to update or resync your desired calendar provider data:

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Click the ellipsis of the desired calendar provider, and select one of the following options:
    • Manage provider
      1. In the Configure Locations screen, select one of the following options for the resources you wish to update:

        • Do not Import
        • Import as a new building – If this option is selected, proceed to select the location the building will be created in.
        • Import to an existing location – if this option is selected, proceed to select the building the resources will be imported to.
          Note
          Each building displays the number of floors and resources it has been configured with. When importing the resources, you have the option to import the resources from a particular floor, and to either have these resources newly created or added to an existing floor in your building in Locations.
      2. Once done, click Next.
      3. The Configure Resources section displays all resources that will be added. Optionally you may use the filter to further narrow the resources to be imported.
      4. Once all resources have been confirmed, click the Import button. The imported resources will be displayed in the Resources tab.
    • Trigger resync
      • The Appspace console will initiate a resync with your desired calendar provider, which may take up to 15 mins to be completed.

Resources

Create Resource

Follow the instructions below to create a resource:

  1. Select the Resources tab on the Reservations dashboard, click the + CREATE button, and select Create Resource.
  2. In the Create Resource window, enter the following details:
    • Name – Enter a name for the resource.
    • Type – Select Room or Space type.
    • Subtype – Select a sub-type for the resource. The options listed differ based on the Type (Room/Space) selected above.
    • Location – Select the building, campus, or floor, where the resource is located from the location tree.
    • Status – Select the status of the resource i.e. Active, Inactive, Inherit.
    • Reservable – If you want this resource to be reservable in the Employee App, slide the slider to YES to enable it. If the resource is disabled (default), users may still view the resource displayed on the map, but will be unable to reserve it. If an external provider is used, this option is disabled by default and follows the external provider’s default configuration settings.
    • Capacity – Enter the maximum number of attendees that are able to attend or fit in the resource room or space. If left unconfigured or blank, it would default to zero (0). When making reservations, the Add attendees field will be disabled if the resource capacity has been configured to be equal or less than two (2).
    • Facilities – Type in any facilities that are available in this resource, such as wifi, whiteboards, projectors, etc. Press Enter on the keyboard after each keyword to add multiple words.
    • Floorplan Location – Click the Set Location link to identify and select this resource on a map. If there is no floorplan configured prior to this, skip this step now. You may come back and update this section after you Add Reservable Resources to Floorplan.
    • Photo – Upload an image of the resource.
    • Notes – Enter additional notes regarding the resource.
    • The QR Code Settings for the resource is set to Inherit (Enabled) by default, and can be disabled from the drop-down menu.
  3. Click the CREATE button.
  4. To edit or update this resource click the resource name in the Resources tab on the Reservations dashboard.
  5. Select the General tab to make any edits. See descriptions in Step 2 above for details.
  6. You may now PRINT or DOWNLOAD the resource QR Code for reservations.
     
  7. Click SAVE to make changes.
  8. Proceed to the Configure Resource Rules section below.

Import Resources

Follow the instructions below to import resources from a .xlsx file:

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Select the Location you wish to import the resources to.
  4. Click + CREATE, and select Import Resources.
  5. In the Import Resources screen, you may drop the resource file containing the resources, or click the Browse link to select the resource file.
  6. Once the resource .xlsx file has been added, the Import Resources screen will display the summary of resources that will be imported to Reservations. Here, you may identify if the imported resource is a new resource, an update to an existing resource, or if the resource is invalid due to an incorrect value.
  7. Proceed to also select the default building or floor from the drop-down menu, to import the resources to, if the Location for the resource was provided in the resource .xlsx file.
  8. Once done, click Import to confirm importing the resources.

Export Resources

Follow the instructions below to export resources from a .xlsx file:

  1. Log in to the Appspace console.
  2. Click Reservations from the ☰ Appspace menu, and click the Resources tab.
  3. Select the Location you wish to export the resources from.
  4. Click + CREATE, and select Export Resources.
  5. The resources file will be automatically downloaded to your default download folder with the .xlsx file extension.

Configure Resource Rules

Constraints and Checkpoints

A constraint is a rule that limits or controls how end-users can interact with a reservable resource.  It can define maximum reservation duration, capacity limits, or the requirement to impose check-in.

A checkpoint is a rule designed to provoke interaction with the end-user. Information can be displayed or an acknowledgment may be required before a team member can reserve the resource.

How the Checkpoint and Constraint rules work:

  • A rule targets specific users or user groups. If no target is selected, the rule applies to all.
  • A rule can be applied more than once e.g. the “Restricted Days/Times” constraint applied twice but with different targets. If same targets, the target’s existing rule is overwritten.
  • If a user is targeted by multiple rules of the same type, the following logic is applied.
    • Priority
      • The inherited rule is lower in priority than the direct rule.
      • The target user is higher than the target user group that the user belongs to.
      • If priority is the same, then the last rule created (sort based on date) is used.
    • These rule types are replaced based on priority:
      • Min durationmax durationmin book timemax advance book timecapacity.
    • These rule types are replaced based on the OR rule:
      • Restricted Days/Times
Create Constraint Rule

Follow the instructions below to configure constraint rules:

  1. Click a resource name in the Resources tab on the Reservations dashboard.
  2. In the Edit resource window, select the Rules tab to configure the resource rules, or to view inherited rules.
  3. Click the ADD button or the + icon to create a rule for the resource.
  4. In the Create Rule window, select Constraint as the Category type. Constraints will be processed when employees search for and attempt to reserve an available resource.
  5. Select the constraint Type from the drop-down menu, and proceed to configure the constraint fields based on the type selected: 
    • Duration – Enter the Duration of how long the constraint is.
    • Capacity – Enter the Capacity value, and select if the value is based on per person or percentage from the drop-down menu. This field is only available when Max Capacity is selected.
    • Restrictions – Click Setup Restrictions to configure the time slots the resource will be restricted. This field is only available when Restricted days / times is selected.
    • Allow Before – Enter the number of minutes the Check-in option will be displayed before the reservation starts.
    • Timeout After – Enter the number of minutes the Check-in option will timeout after the reservation starts.
    • Timeout Action – Select the Timeout Action from the dropdown menu.
  6. In the Target Users field, enter the user or user groups the constraint rule applies to. This field is hidden if Max Capacity is selected. 
  7. Enter a Description for the constraint rule.
  8. Click the ADD button.
  9. Once a constraint rule has been added, click SAVE in the Edit resource window.
Create Checkpoint Rule

Checkpoints configured here will be displayed to the employee during a reservation or check-in.

Below is a description of the types of checkpoints you can configure:

  • Consent –  Input the text for a consent form that will be displayed during a check-in/reservation. The employee/visitor must choose to either Accept or Decline the content of this form during a reservation. If the consent form is declined by the employee, they cannot proceed with the check-in/reservation.
  • Notice – Input the text for a notice that will be displayed during a check-in/reservation. The employee only needs to read the text and click Done to proceed with the reservation/check-in.
  • Form – Include a custom card or a URL (HTTPS recommended) pointing to a form, both with a checklist that returns data for validation. During a check-in/reservation, the checklist form is displayed, and the employee must select the options for each item, and click Submit. If the user does not meet any one of the items listed in the checklist, they cannot proceed with the check-in/reservation.
    Note
    Multiple checkpoints can be added to any check-in or reservation/booking. During a check-in/reservation, the checkpoints will be displayed in sequence. If the user declines or does not meet one or more of the checkpoints, the check-in/reservation will be declined.

Follow the instructions below to configure the checkpoint:

  1. Click a resource name in the Resources tab on the Reservations dashboard.
  2. In the Edit resource window, select the Rules tab to configure the resource rules, or to view inherited rules.
  3. Click the ADD button or the + icon to create a rule for the resource.
  4. In the Create Rule window, select Checkpoint as the Category type. Checkpoints will be processed and displayed to the employee during a reservation or check-in.
  5. Select when the Checkpoint should be displayed. Default is At reservation.
  6. Select a checkpoint type under Requirements. The employee will need to fulfill this requirement before being able to make a reservation or check-in via the Appspace Employee App (as described above):
    • Consent (Agree/Disagree) – The consent form must be declined or accepted by the user before proceeding with check-in/reservation.
    • Notice – A notice is displayed to the user. The check-in/reservation will proceed once Done is clicked.
    • Form – A validation form is displayed, and the employee must pass the validation to proceed with check-in/reservation.
  7. Select the desired Document format for entering the checkpoint requirement information:
    • Rich Text – Enter the desired text using the rich text editor.
    • Web URL – Enter the website URL link that would be displayed to the user.
    • Content – Select content from the Library that can return a validation such as a Custom Form Card.
      Note
      • It is recommended that Web URL links are in HTTPS.
      • If using the Form option, we recommend using only the Web URL or Content document format at this point. Ensure the Web URL website or Content using a custom card is able to return a Pass or Fail validation in order for the checkpoint to proceed.
  8. In the Target Users field, enter the user or user groups the checkpoint rule applies to.
  9. In the Applies To drop-down menu, select if the checkpoint rule is applied to the following:
    • All
    • Attendees Only
    • Organizers Only
  10. Select the Organizer Compliance: Optional or Required.
  11. Select the Attendee Compliance: Optional, Remove Attendance, or Required.
    Note
    When Remove Attendance is selected, if the attendee does not complete the checkpoint during a reservation, the attendee will be removed from the attendees list. If completed, a QR code is generated for reservations.
  12. In the Interval Frequency field, select days, hours, or minutes. This will determine at which interval or how often you are required to complete the checkpoint document when reserving a resource.
  13. In the Valid From field, select the duration in days, hours, or minutes, to determine when the checkpoint is in effect before the start of the event.
  14. In the Valid Until field, select the duration in days, hours, or minutes, to determine when the checkpoint is in effect after the start of the event, before the start of the event, or after a checkpoint is valid. Ideal for displaying a checklist a few days prior to a meeting.
    Note
    • Ensure the Valid Until value is less than the Valid From value date to be able to create a checkpoint.
    • If the Valid Until value is the same or greater than the Valid From value date, the Valid Until value will be automatically updated to be less than 10 mins from the Valid From value date.
  15. Enter a Description for the checkpoint rule.
  16. Click the ADD button.
  17. Once a constraint or checkpoint rule has been added, click SAVE in the Edit resource window.
  18. Proceed to the Configure Resource Permissions section below.

Configure Resource Permissions

You may configure the permissions to any resource to restrict this resource to certain users or user groups, only allowing them the access to reserve this resource in the Appspace Employee App.

Follow the instructions below to configure permissions for your resource:

  1. Click a resource name in the Resources tab on the Reservations dashboard.
  2. In the Edit resource window, click the Permissions tab, to configure the resource permissions, or to view inherited permissions.
  3. For a new resource, click the ADD button, and select the desired users or user groups, to provide them with access to reserve this resource.  
  4. If you have already added permissions, or if there are inherited users, click the + icon to add other users or user groups. 
  5. Click APPLY
  6. You may disable inherited permissions by sliding the Inherited Access Control Permissions slider to NO.
     
  7. Click SAVE.
  8. Your resources will now be available for reservations in the Appspace Employee App.
  9. Once you have made any reservation, you may proceed to the View Resource Reservations section below.
  10. You may also proceed to configure the global settings for your reservations. Proceed to the Configure Reservation Public/Private View (Sensitivity) section below.

View Resource Reservations

To view all the reservations that have been made for this selected resource, do the following:

  1. Click a resource name in the Resources tab on the Reservations dashboard.
  2. In the Edit resource window, click the Reservations tab.
  3. You may view all reservations for the resource based on the default Period, which can be changed from the drop-down calendar.
  4. You may search for a specific reservation by entering a keyword in the Search field, or by clicking the Filter icon to filter reservations by the user.
  5. To directly edit any reservation, click the ellipsis next to the reservation, and click Edit.
  6. In the Edit Reservation window, you may adjust reservation dates, view the rules, or cancel the reservation.
  7. Once done, click SAVE.

Manage Multiple Resources

Resources can be managed by directly clicking the resource, or selecting multiple resources to edit in bulk.

  1. On the Resources dashboard, select multiple resources.
  2. The bulk edit toolbar is displayed at the bottom of the screen.
  3. Click any desired icon to perform one of the following actions:
    • Manage Permissions – Manage the permissions for the selected resources.

      1. In the Access Control Permissions field, enter the User or User Groups that would be given access to the selected resources.
      2. Click SAVE to make the changes to all the selected resources.
    • Print QR Code – Print the QR Codes for the selected resources. You may also perform the following customizations:

      • QR Code – Select the QR code foreground and background color, and select the size from the drop-down menu.
      • Call to Action Text – Select the text color and background color, and enter the desired call to action text.
      • Resource Name – Select the text color and background color for the resource name, or disable showing the resource name via the SHOW toggle option.
      • QR Codes Per Page – Select a number of QR codes to print per page. Defaults at 12 per page for A4 paper size.
    • Edit – Bulk manage the selected resources.

      1. Proceed to make the following changes to the selected resources:
        • Type – Select the type of the resources.
        • Subtype – Select the subtype of the resources.
        • Location – Select the location of the resources.
        • Status – Select the status of the resources.
        • Reservable – Select if the resources are reservable.
        • Capacity – Enter the capacity of the resource.
        • Facilities – Enter all facilities available in the resources.
      2. Click SAVE to make changes to all the selected resources.
    • Delete – Delete the selected resources.

Configure Global Reservation Settings

These settings, once configured by an administrator, are blanket rules that will apply to all end-users/employees who use the Employee App (portal and mobile) when reserving a resource.

Global settings are configured via the Settings > General tab, in the Reservations module.

Enable/Disable Workspace/Building Pass Reservation

To enable or disable the Workspace, Building Pass, or both reservation features for your organization, select one of the following Supported Reservation Types from the drop-down menu:

  • All – Enable employees to make reservations on both Workspaces and Building Passes.
  • Building Pass – Enable employees to only make reservations on Building Passes.
  • Workspace – Enable employees to only make reservations on Workspaces.

Configure Reservation Privacy (Sensitivity)

To set the default privacy settings for all reservations across your organization, with the option to allow users to turn on/off their own visibility on a map when booking any resource,  select the Default Reservation Sensitivity from the drop-down menu:

  • Default to Public – All reservations default to public view (can be viewed by everyone). Employees will have the option to make it private during reservations later.
  • Default to Private – All reservations default to private view (cannot be viewed by anyone). Employees will have the option to make it public during reservations later.
  • Always Public – Reservations are always public. Employees will not have the option to change it during reservations later.
  • Always Private – Reservations are always private. Employees will not have the option to change it during reservations later.

Configure Default Workspace Reservation Name

To configure the default reservation name for workspaces, which will be automatically populated when the reservation name is left blank by an employee when reserving a resource in the Employee App, select one of the following options for Default Workspace Reservation Name

  • Organizer Name – The reservation name is automatically saved as: “Meeting with <Organizer’s Name>“. Example: Meeting with John Smith
  • Organizer Email – The reservation name is automatically saved as: “Meeting with <Organizer’s Email>“. Example: Meeting with johnsmith@appspace.com 
  • Custom – Displays the default reservation name as, “Building Pass“, “Workspace Reservation“, or any text that is entered in the field.

Configure Default Building Reservation Name

To configure the default reservation name for buildings, select one of the following options for Default Building Reservation Name:

  • Organizer Name
  • Organizer Email
  • Custom – Default as, “Building Pass“, or any text that is entered in the field.

Configure Default Reservation Duration

The system default for meeting duration is 30 minutes. To configure your own default duration, select one of the following options for Default Reservation Duration:

  • <x> mins – 15 mins, 30 mins 
  • <x> hours – 1 hr, 1.5 hrs, 2 hrs
  • All day 
  • Custom

Example: If 1 hr is selected, employees will be able to reserve a resource for a minimum of 1 hour, or in 1-hour increments only i.e. 1 pm-2 pm, 2 pm-3 pm, 4 pm-6 pm.

Important
If All day is selected, the following rules apply to the following constraint rules:

  • MinAdvancedBooking: Ignored if the <value set> is < 24 hours.
  • MaxAdvancedBooking: Ignored if the <value set> is < 24 hours.
  • MinReservationDuration: Ignored if the <value set> is < 24 hours.
  • MaxReservationDuration: All day bookings are blocked if the <value set> is < 24 hours. However, if the <value set> is > 24 hours, then use as a valid restriction (e.g. 48 hours means only 2 days of all day)
  • MinDurationBetweenReservations: Ignored if the <value set> is < 24 hours.

Configure Recurring Reservations

To allow employees in your organizations to make recurring reservations on all resources, switch the Enable Recurring Reservation toggle option to ON.

Important
This option only disables users from making recurring reservations through the Employee App. Users are still able to make recurring reservations directly from their calendar provider.

Enable/Disable QR Codes

To completely enable or disable QR codes from this Reservations system, for all resources or reservations, click the QR Code tab and select one of the following options:

  • Resource QR Code:
    • Default to Enabled 
    • Default to Disabled 
    • Always Enabled
    • Always Disabled
  • Reservation QR Code:
    • Enabled 
    • Disabled

Configure Notifications for Enterprise Messaging Apps

This option allows Reservation notifications to be sent to your preferred Enterprise Messaging app, similar to how users receive the reservation email notifications. The Appspace bot sends notifications to the respective reservation organizers or attendees, for the following events:

  • Create reservations
  • Cancel reservations
  • Change of reservation status
  • Attendee confirmation
  • Attendee decline notification
  • Checkpoint notification
  • Check-in notification

To configure notifications for Enterprise Messaging Apps, click the Notifications tab, and select your preferred Enterprise app passport from the drop-down menu.

Integration passports that are not supported will be disabled from selection in the drop-down menu.

Add Reservable Resources to a Floorplan

Prerequisites

The following objects should be created before you begin adding reservable spaces:

Add Reservable Resource

Follow the instructions below to add resources to a floor plan:

  1. Click Locations from the ☰ Appspace menu.
  2. Select and click the floor plan you wish to configure.
  3. Click the Edit icon, and select the “not mapped” resource.
  4. Click the Set Position button, and select one of the map tracing options:

    • AUTO TRACE – Automatically traces the borders of the room. This is the preferred method when the space on your floor plan has clearly defined borders on all sides.
    • PolygonManually trace the borders of the room using your mouse pointer. This is useful when the space on your floor plan does not have clearly defined borders or the border has large openings in it.
    • MarkerManually highlights a location with an icon. This is useful when identifying points of interest within your floor plan.
  5. Click on a room or space on the floor plan to complete the position on the floor plan.
  6. Once set, proceed to configure  the following attributes of the reservable resource:
    • Name – Enter the name of the room or point of interest, if not auto-filled by the calendar resource.
    • Identifier – Enter the room number or specific location of the area.
    • Type – Select the type of mapping.
      • Room – To define rooms in the floor plan, such as offices, conference rooms, auditoriums, etc.
      • Space – To define spaces in the floor plan, such as training areas, social areas, huddle spaces, etc.
    • Room / Space – Select the type of room, space. For a list of complete options that are available, refer to Floor Plan Rooms, Spaces, and Points Of Interest Options
    • Capacity – Enter the capacity of the room.
    • Coordinates – Enter the coordinates of the room to the floor plan.
    • Facilities – Add the facilities available in the room.
    • Photo – Add a photo of the room.
  7. Click SAVE.

Manage Floor Plan Resources

Follow the instructions below to bulk manage the rooms, spaces, or points of interest on a floor plan:

  1. Click Locations from the ☰ Appspace menu.
  2. Select the floor plan you wish to manage, and click the Edit icon.
  3. Check the rooms, spaces, or points of interest that you wish to manage.
  4. Click the ellipsis, and select one of the following actions:
    • Change Type/Facilities – Change the type, sub-type, or facilities of the rooms, spaces, and points of interest.
    • Link to Appspace Reservations – Links all the selected rooms, spaces, and points of interest to this Reservations module.
    • Delete – Delete the selected rooms, spaces, and points of interest.
  5. Click Save.

View Created Reservations

The Reservations tab on the Reservations dashboard, is where administrators with access to this module, are able to view all reservations made under this account.

Administrators are able to filter reservations based on:

For more information, refer to Browse and Navigate Reservations Module in Appspace 8.0.

Administrators can also directly create a reservation here for themselves or on behalf of someone else. For instructions, refer to Reserve Workspace & Building Pass in Console – Administrators.

Note
Employees looking for guidance on making a reservation, refer to Reserve a Workspace, Desk, or Room – Employees.

View Resource & Reservation Analytics

Overall Analytics

In the Reservations module, click the Analytics tab. You will be able to view statistical data of all the reservations that have been made using the Appspace Employee App either via the portal or your mobile app. Prior to the deployment of your space reservation application, this tab will be empty.

You may view all analytics for your reservable resources based on the Activity Period, which can be changed from the drop-down calendar. You can also filter your data by the location within your environment.

Administrators looking for information on the Analytics tab, refer to Browse and Navigate Reservations Module in Appspace 8.0.

Individual Building, Floor, or Workspace Resource Analytics

You may also view detailed analytics for an individual building, floor, or workspace resource by clicking the Analytics tab when editing the resource from the Resources tab.

  1. Click a resource name in the Resources tab on the Reservations dashboard.
  2. In the Edit Resource window, click the Analytics tab.
  3. You may view all analytics for the resources here based on the Activity Period, which can be changed from the drop-down calendar.

Depending on the resource type (building, floor, workspace) selected, different analytical widgets will be displayed. For more information, refer to Browse and Navigate Reservations Module in Appspace 8.0.

Enable Building Pass

The Building Pass feature allows organizations to monitor and limit the number of users who can access the building in a single day, week, or month. Building passes are automatically applied for users who make a reservation on a resource, however, the building pass can also be applied on its own and used only for visitor registration.

Note
For instructions to configuring a building pass, refer to Configure and Manage Building Passes.

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