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Locations - Manage your location

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In Office Spaces office structure, a Location is the structure element that is used to represent your Office. Whether your office space takes up an entire building or just one floor, anything that has its own address can be considered a Location.  
 

Locations can be added or removed by the Organization Manager and configured by either Organization or Location manager with Control Center access permission. The end users can see all active locations and switch between them at any time in the Office Spaces End User App. 

 

Edit general information and settings of your location 

 

In this section you can edit your location data and deactivate the location. 

 

  1. To edit the data of your location, navigate to the “Location” tab. 

  1. Click on the “arrow” behind the location to open the settings for the selected location. 

  1. Click on “location details” in the menu on the left. 

  1. Click on the “action” button and choose the area you want to edit. 

  1. Edit the selected data and click on the “save” button. 

 

Set booking rules for your organization 

 

In this section you can set rules for booking workspaces and rooms 

There are 4 settings you can modify for your location: 

  • Advanced booking of workspaces: Number of business days (Monday to Friday) that a workspace can be reserved in advance. Users with additional permissions may be able to book further ahead in certain cases. 

 

 

 

  • Advanced booking of rooms: Number of business days (Monday to Friday) that a room can be reserved in advance. Users with additional permissions may be able to book further ahead in certain cases. 

 

 

 

  • Team zones: Enable team zones when you want to assign office zones of this location to specific teams. Members of the team zone will then have priority when booking workspaces within designated zones. 

 

 

 

  • Team zones release time: From the selected time onwards, the team zones that are not restricted will be released. The team zones that are restricted will remain assigned to the respective team for the entire day. After the team zones are released, the user will no longer receive a warning when making a reservation for an office zone assigned to an unrestricted team zone. 

 

 

 

 

  1. To edit the booking rules of your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Booking rules” in the menu on the left. 

  1. Click on the “action” button and choose the booking rule you want to edit. 

  1. Edit the selected data and click on the “Save” button. 

 

Manage floors of your location 

 

In the iotspot structure, Floors represent actual floors in your office building. Every floor can be further divided into smaller zones that contain groups of workspaces. 

Floors are also visible in the Maps and should always reflect the true layout of the building. New floors can be configured directly in Maps. 

For a floor, there are 3 settings: 

  • Change name of floor 

 

  • Change order of floor by drag and drop 

 

  • Add zone to floor 

 

 

  1. To edit the floors of your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Buildings” in the menu on the left. 

  1. Click on the three dots behind the floor you want edit.  

  1. Edit the selected data and click on the “Save” button. 

 

Manage zones of your location 

 

In the Office Spaces office structure, a Zone represents a group of  Workspace clusters on a floor. It is up to you to determine what criteria you want to use for drawing up the zones, but it is important to define them. 

Ein Bild, das Screenshot, Quadrat, Rechteck enthält. Automatisch generierte Beschreibung 

In the end-user app, individual Workspaces are displayed in their corresponding zones and allow for easier navigation and workspace selection. 

To configure Zones, you will need to be either an Organization Manager or a Location Manager with Control Center access permission. 

 

Add a new zone to your location 

 

 

  1. To add a new zone to your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Buildings” in the menu on the left. 

  1. Click on the “Add zone” button.  

  1. Select a floor to which the zone will be assigned, a name for the zone and click on the “Save” button. 

 

Edit a zone of your location 

 

For a floor, there are 4 settings: 

  • Change name of zone 

 

  • Change color of zone 

 

  • Change order of zone by drag and drop 

 

  • Delete zone 

 

 

  1. To edit the zones of your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Buildings” in the menu on the left. 

  1. Click on the three dots behind the zone you want edit.  

  1. Edit the selected data and click on the “Save” button. 

 

Manage all workplace types of your location 

 

In Office Spaces, you can configure different workspace types that are available in your office. These types will be visible during booking and the users can search for workspaces using their types. 

To configure Workplace Types, you will need to be either an Organization Manager or a Location Manager with Control Center access permission. 

 

Add a new workplace type 

 

 

  1. To add a new workplace type to your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Workplace types” in the menu on the left. 

  1. Click on the “Add workplace type” button.  

  1. Select a category, add a description and info for the new workplace type and click on the “Save” button. 

  2.  

Edit a workplace type 

 

Change description 

 

 

Change information text 

 

Change room capacity

 

Change image 

 

 

Delete workplace type 

 

 

  1. To edit the workplace types of your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Workplace types” in the menu on the left. 

  1. Click on the three dots behind the workplace type you want edit.  

  1. Edit the selected data and click on the “Save” button. 

 

Manage the workplaces of your organization 

 

In the Workplaces tab you can see an overview of all Workspaces in your office, as well as access their configuration and extra functionality. You can also use the search engine that's located at the top of the table to locate any particular Workspace. 

To configure Workplaces, you will need to be either an Organization Manager or a Location Manager with Control Center access permission. 

You can edit the following settings: 

  • Edit name: Optional name of the workplace that is displayed behind the description of the workplace type in the workplace information. 

 

  • Edit infotext: Information displayed in the detailed workplace information. If this is not filled in, the information text of the workplace type will be used. 

 

  • Edit workplace type 

 

  • Move to another zone: Select which zone the Workplace belongs to. 

 

  • Change the order in the zone 

 

  • Move to another location: Select which location the Workplace belongs to. You will have a selection of all locations where you are either Organization Manager or Location Manager 

 

  • Deactivate workplaces: A deactivated workplace is not visible for user. 

 

  • Convert workplace to “non bookable”: Select whether the Workplace can be booked by users. When "No" is selected, the Workplace will appear to users as Available (green), but it will not be possible to reserve it. 
    If you would like to have a Workplace appear as Unavailable (red), you can do that as an property booking agent.  

 

 

  1. To edit the workplaces of your location, navigate to the “Location” tab. 

  1. Click on the arrow behind the location to open the settings for the selected location. 

  1. Click on “Workplaces” in the menu on the left. 

  1. Click on the three dots behind the workplace type you want edit.  

  1. Edit the selected data and click on the “Save” button.