Desks are one of the key "Spaces" managed by Spaceconnect (Along with Meeting Rooms and huddle Spaces). Desks are recorded solely within the application and there is no need to link with a room calendar. This section details how to create a desk and describes the options available.
Step 1: Login and choose location
Login to the Space Connect Administrators Portal at http://admin.spaceconnect.co/
Your landing page will show all your locations. Click on "VIEW" for the location you would like to create a new desk.
Step 2: Manage desks for level
When viewing a location, all levels will be listed. Select "Manage Desks" for the level you would like to add a new desk.
This will then display the list of all desks for the selected level.
Items are listed in alphabetical order, so when using numbers for desks we recommend using leading zeros to ensure they are sorted in the expected sequence, e.g. 001, 002, 009, 010, 011, etc.
Step 3: Create a new desk
When viewing the list of desks, click on the "ADD NEW DESK" button in the top right hand corner. This then opens a page to enter the desk details:
Tab 1: Desk Details
Whether the desk is active and available for use.
If inactive, then desks will not appear in search results for users.
Desks can one of three types:
These are most common. A desk that users can search for and book. it is then reserved for the selected period before being bookable by another user.
This covers hot desks which are not bookable upfront. Instead, users find a vacant desk then start using it. It then becomes unavailable. This setup support "passive" checkin using presence sensors that mark which spaces are occupied or not.
These are desks which have a fixed assignment to a named person so they cannot be booked by other users. When selecting this option for a desk, you must then enter the email address of the occupant and this will only permit email addresses with domain recognised by Spaceconnect.
For example, if a client had the domain "contoso.com" then only these email addresses would work. An email address using gmail or outlook.com would not work.
- Desk Name
The unique name or number given to the desk. Spaceconnect allows any text but using a naming convention of <floor number>-<desk number> works well.
E.g. Desk number 7 on the third floor would be listed as "3-07".
How many people occupy the desk. Usually this is just one but some organisations have larger desks and users may want to search for these. For example, architects may require very large desks to spread out plans, etc.
- Zone or Neighbourhood
Desks can be grouped into Zone that can aid in searching. For example, desk may be in a "Quiet" zone. Zones must first be added before they can be used.
- Embrava Device Serial No.
If using Embrava docking stations, this is used to link a desk to a station. When a user then connects with that Embrava dock, Spaceconnect will know and mark the desk as occupied.
- Docking Station MAC Address
Spaceconnect offers a "Desk presence monitor" that can be installed onto local machines to further support "passive" checkin for Agile desks. When a device is connected to a docking station Spaceconnect identifies the MAC address and knows which desk is then occupied, and by whom.
The MAC address must be numbers only such as 1160B793FD62.
Tab 2: Resources
There are four options currently available that can be used to show resources of a desk. For example, desks can be marked as being adjustable, having a monitor present. When searching for desks, users can then filter results based on these options.
Tab 3: Sensors
Spaceconnect supports the use of sensors for "passive" checkin. This is where users can sit at a desk and it is automatically marked as "occupied". This tab is used to link a specific sensors to that named desk. Sensors usually have multiple IDs that identify a specific building and level (The GUID and Major ID). The minor ID is the part that links to a desks.
If an organisation is not using sensors, then this tab can be safely skipped.
Tab 4: Floor Plans
When searching for desks, user often want to view a map or floor plan showing the location. This section is used to link a specific desk to a floorplan. This is available in two options:
- Static Floorplan
The simplest option is to upload a static image (JPG/PNG). When users view details of a desk, they can click a button to then display this image.
Some organisations will use the same floor plan for all desks on a level, whilst some make a copy specific to each desk and will highlight the image somehow (e.g. Red circle around the desk).
- Interactive Floorplan
Spaceconnect is also able to offer Interactive mapping (this incurs additional costs) whereby the floor plan is interactive and can show live usage. Each desk in the system can be linked to the same dynamic map so that when a space is occupied the map is updated (desk colour changes to red).
When using interactive maps, connections need to be made for the location, the level and then at each specific desk.
Step 4: Save Details
Once all the relevant information has been entered, click the 'ADD' button to save and return to the list view of desks. All settings can easily be changed if necessary by editing a desk record.
Repeat this step for each desk you need to create. If you are creating a large amount of desks, contact support for bulk upload.