To get started with Spaces you will need to set up your available Spaces, and resources within these for staff to book. In this guide, we will walk you through a basic example to show you how the Spaces > Manage area works and the features you can make use of.
Add a Space
Firstly, you'll need to enable Spaces for your Site - in order to do this, your Site must have an address against it - ensure this is entered in the Sites > Details tab.
You can then navigate to the Manage > Spaces tab in the portal and enable Spaces for each site you would like to use spaces on:
Click into a site name to be taken to the available spaces for that site. You can add a new space for a site by clicking Add a space where you can give the space a name, and add any additional details about the space. You can add as many Spaces as you would like within your Site.
Resources vs Spaces
When using Spaces it’s important to understand the difference between resources and spaces. Spaces are used to define buildings, floors and rooms (or departments).
You can’t book a Space, but it’s used to define the area that contains your bookable resources. Resources exist within Spaces and are bookable. These can represent desks, equipment, meeting rooms, or breakout areas.
Upload or Draw a map
Once your space has been created, you can click Add Map on the space which will present you with two options where you can either upload an existing file (eg - floor plan) or you can create your own using the drawing tools.
Option 1: Upload File
Click Upload file and then select the file you would like to upload. Once uploaded you can then begin to add bookable resources either by dragging and dropping your existing resources onto the map, or you can click Add new resource to create new ones and place directly on the map:
Option 2: Draw Map
If you don't currently have a floor plan you can select Draw Map as an option. This will provide you with a space within which you can either drag and drop already created resources, or click Add new resource and then click on the map to place it. A modal will then open for you enter all the details of each resource. Once saved, this resource will now appear on the map. The size can be edited and the name of each resource will display on mouse hover.
If at any time you decide you want to remove all the resources from the map you can do so by selecting Clear all pins at the bottom right of the screen. A modal will ask you to confirm you want to do this and then all Resources will now be listed down the left hand side of the map view, ready to be dragged and dropped back on to the map if required, as per view below.
Clicking Replace map allows you to change your mind and upload a file to use instead as your map. Delete map removes the current map and now you can start again by either selecting Draw map or Upload map.
Create a zone
Create zones within your SIA Spaces map to allocate resources to particular employees or departments.
Navigate to Manage > Spaces Settings > Resources. Toggle to the Map view and click Add Zone.
An editable box shape will appear when you move your cursor onto the map, which can be dragged and resized to wherever you would like to create the zone. When happy with the size, shape, and placement, click Done.
A modal will pop open where you can:
Give the zone a name - make sure this is something members will understand when making a booking
Adjust the colour the zone displays as on the map
Set who the zone is available to - you can restrict bookings within this zone to certain members, profile field value - like role or department, or both.
Click Add to save the zone.
The zone will now be visible on the map in the portal for admins when making bookings or placing resources, and to members in the Companion app when booking resources within that zone.
Continue on to read how to add and edit resources!