This article discusses how to create and manage desks in Workspace. The sections below include:
Adding Desks To Locations
Important: Desks should always be added to the lowest levels for best searchability in the user interface.
Select a location or area in the Office chart.
Select “Desks”.
Write the name of the desk in the field “Name”.
In “Name on floor map”, add the name that must be shown on the floor map. (Note: This name cannot be longer than 4 characters.)
Select the right attributes for the desk and select “Save”.
Managing desks
Your first desk has been created – you can now proceed and add all desks in the different areas. Should you need to edit a desk, simply select it in the list below. When editing a desk, you have several options:
Change the name of the desk
Change the name on the floor map (when mapped)
Change which office unit it is placed in
Edit the attributes
If the desk has been mapped to a floor map, you can see which floor maps
Generate QR codes for desks
Floor Maps
Adding floor maps
By having floor maps in the solution, it’s usually much easier for the users to locate desks and find their way around.
Recommendation
Based on our experience, we have the following recommendations for different setups:
Creating and mapping floor plans
1 large floor: Create 1 floor map covering the entire floor. Then create smaller floor maps for specific areas.
Several floors: Create a floor map for each floor. Additionally, create smaller section maps for users who prefer them.
Several locations: Depending on the structure, follow the recommendations for 1 or several floors.
To obtain floor maps, refer to this guide for file preparation and icon options.
The Sign In Workspace Support team will create and send the floor maps in the correct format.
!! Important tip! If you have 1 floor map covering an entire floor and other floor maps covering smaller sections of that same floor, map the floor map for the entire floor. This mapping will be reflected in the smaller floor maps as well.
After receiving the floor maps, follow these steps to map them:
In Workspace Administration, select Floor maps
Select “Add a new floor map”
Find the floor map and add it
Select the floor map in the list above
Select a desk on the floor map
Select the drop-down on the right called “Not mapped”
Select the matching desk
!! Tip! After marking a desk and choosing the proper desk in the drop-down, you can simply mark the next desk and enter the first letter of the desk on your keyboard. It will appear in the drop-down, allowing you to select it by pressing Enter.
Mapping desks and floor plans
Continue until you have mapped all desks and then select “Save”.
To upload additional floor maps and map them:
Complete the mapping process
Connect the floor maps to the different units in the Office chart:
Go to Office chart
Select a unit or subunit that has a floor map
In the drop-down “Floor map” select the right floor map for this unit. Then select “Save”
QR Codes For Desks
Once you have created the desks for your different office units, you can generate QR codes for one, several, or all office units. Once generated, you can download a PDF with the QR codes or a .csv file with the URL for each QR code. The PDF can be printed as stickers and put on each desk. If you want to create branded stickers or a different solution, we recommend downloading the .csv file instead. The URLs can be converted to QR codes by using online tools and then embedded in the design you want.
Users can scan the QR codes to book an available desk or confirm an existing booking of the desk.
To generate the QR codes, follow these steps:
Select the right office unit
Select “Desks”
Select “Generate and print QR codes” [Screen dump generate and print 1]
Select “Generate and add QR codes to X desks” [Screen dump generate and print 2]
Now select “Download PDF with X QR codes” [Screen dump generate and print 3]
Open the file and you will now see the desk name in the top and the QR code for that specific desk
Once you have generated the QR codes, mounted them at the desks, etc., and you’re ready to launch it in your organization, you can enable a QR scanner in the Workspace solution:
In Workspace Admin, go to Settings
Select QR scanner
Select Yes in Enable QR scanner for the users [Screen dump activate qr 1]
Users will now have a QR scanner icon at the bottom navigation bar of Workspace.
Changing or updating QR codes
The QR Assigner app is used to establish connections between desks and QR codes
Use it to assign new QR codes to desks that have been added or have had their QR codes replaced due to damage
Use it to move QR codes from one desk to another when desks have been switched around
Additionally, use it to verify if a QR code is assigned to the correct desk
Please note that the floor maps need to be updated separately
You can find a link to the QR Assigner app at the bottom of your Workspace profile page. To access the profile page, click on your profile icon located in the top right corner of the Workspace. The link is visible only to administrators and can be accessed on mobile devices only.
Confirmation Settings
By activating the Confirmation settings, users will be required to confirm their desk bookings in Workspace. If they don’t confirm the booking within a set time slot, the booking will be cancelled and the desk available for other users.
You can set the Confirmation settings per unit and have different settings on different units – or have confirmation on some units, and no confirmation on other units.
Follow these steps to activate the Confirmation settings:
In Workspace Administration, go to Office chart
Select the relevant office unit
Select Confirmation settings below the name of the unit.
In the drop-down next to “Require desk booking confirmation” change no “Yes”
In “Start of confirmation window” set the relevant time before the booking starts
In “End of confirmation window” set the relevant time after the booking starts Select Save
If you e.g. set the confirmation window to 15 minutes before the booking starts and 15 minutes after the booking starts, the user will have a total of 30 minutes to confirm the booking.
TIP: If you want to have the same settings on all units, follow these steps:
Select the top office unit
Set the required confirmation settings
Select the next unit below
Go to Confirmation settings
In “Inherit booking confirmation settings” set the drop-down to “Yes". Repeat on all relevant units
Now, all the chosen units will have the same confirmation settings. If you need to change the settings, just change them at the top unit and the settings will automatically be updated on the other units.
Please note that a unit can only inherit settings from a unit in a straight line.
Booking Permissions and Groups
Default: All users can book all desks in Workspace.
Customization: Activate Booking permissions to control which users can book in specific office units:
Visibility: All desks remain visible for all users.
Restriction: Desks that a user can't book will be shown as grey.
Group Bookings: Group members can only book in office units where all members are allowed to book.
Activation Steps:
Select Users in Workspace administration
Select Booking permission groups
Create group and add members
Repeat for all necessary groups
Activation based on AD Groups:
Select Users in Workspace administration
Select Booking permission groups
Search for AD groups to map to booking permission groups
Add relevant AD groups and map to permission groups
Continue adding necessary groups
Assigning Groups to Office Units:
Go to Office chart in Workspace administration
Select an office unit
Select Booking permissions
Set booking restrictions and save
Important Note: Existing future bookings in the office unit will not be affected by these changes.
Favorite Desks: If a user's favorite desk becomes unbookable, it will remain on the list until the user removes it.
Data Export
Exporting Data: After using the solution, data can be exported from Workspace:
Go to the Data tab in the green bar at the top
Choose data to export: Bookings or Activities
Export Details:
Bookings: Includes all desk bookings; unbooked desks are excluded.
Activities: Contains users' different status information.
Using the Workspace
Choose the data you wish to see
Select the desired dates in From and To
Select Download CSV file
Work with the data as you please
For test inspiration, check the User guide and perform different bookings to validate the solution