This guide will take you through the configuration of your Workspace solution.
Table of contents
- Before we begin - the general settings
- How to create desks - first you need your organization
- How to add desks to an existing organization
- How to add attributes to your desk - and how to create attributes
- How to print the QR code for the desks
- What is a floor map?
- How to add the floor map
- Create users
- Printing QR Codes for desks
- Exporting data
Before we begin - the general settings
Set your time zone first.
- Go to Admin Settings->Settings
- Set the time zone e.g. UTC+01:00
- Set the start and end time for a typical workday
- Click Save
If you want users to confirm their booking when they arrive at the office, you have the option to set "Default confirmation time" for desks under "Settings".
Furthermore, under Settings you can determine if you 1) allow anonymous bookings, 2) users booking on behalf of colleagues 3) and users booking on behalf of guests in your solution.
How to create desks - first you need your organization
The organization gives the users an overview of where the desks are located.
At the top, you have the region(s). Under the region, you have sections. Regions can only contain sections while sections can contain both more sections and desks. This allows you to build your organization as deep or as shallow as you want.
Defining your organization will require you to describe the building/office layout.
The structure should be easy for the employees to recognize, making it simple for them to navigate when searching for a desk.
- The organization consists of 2 layers that are structured using regions and sections.
- A region can contain sections.
- A section can contain more sections and one or more desks.
- A section and region, can show a max capacity seat - number of seatings available in that section/region
Go to admin settings->Organization Rename the region (typical site name) to e.g. “JCBK INC.” Click the “+” on creating region “JCBK INC.” Name the section “1st floor” Create another region for “JCBK INC.” and name it “2nd floor”
E.g. A hierarchy with one building and multiple floors
E.g. A hierarchy with one building with different areas
E.g. A hierarchy with multiple buildings in multiple locations
Limitations:
- The top region will always be the company name, and only one top region can be defined
- Below the top region, one or more regions can be defined
- Within a region, one or more sections can be defined
- One section can contain multiple desks
How to add desks to an existing organization
Desks can be created one by one or in bulk. A desk can be defined as flexible/hot/fixed. In Workspace, you can create three different types of desks:
- Hot desks
- For instant bookings, not available for future bookings
- Flexible desks
- Available for an instant as well as future bookings
- Fixed desks
- Not available for bookings as they are reserved for specific users
- Go to Admin Settings->Organization
- Click the “+” on the section
- Choose your Desk type
- Set the number of desks you want to create
- Optional, choose the desk attributes to be used for the desks. It is good to do so now since later you will have to add them individually. See the chapter on how to create attributes.
- Click "Create"
How to add attributes to your desk - and how to create attributes
A desk can be linked to one or more attributes, making it easier to find a desk matching the users' needs. Maybe they have a Mac and need a desk with a Mac connection? Perhaps it's relevant that the desk is in the Marketing department? Or maybe you have a Quiet zone for those wanting quiet time to focus on a task? The relevant attributes depend on your company.
Before you can add an attribute to a desk, you need to create it.
- Go to admin settings-> Desk attributes
- Click the green +
- Name the attribute and press Create
The attribute has been created and is ready to be added to your desks. I recommend that you add attributes at the same time as you set the external ID on your desks. How to update the External id
How to add attributes to your desk
- Go to Admin Settings-> Organization
- Pick a section with desks
- Click on the desk you want to add attributes to
- Click Desk attributes
- Click the attributes you want in the drop-down
- Click save
How to change the Desk type
- Go to Admin Settings-> Organization
- Pick a section with desks
- Click on the desk you want to edit
- Click Desk type
- Click the desk type you want to change it to
- Click Save
How to print the QR code for the desks
QR codes for quick booking of desks can be printed and placed at each desk. This lets your users scan the code for quick booking.
To print the QR codes, go to Organization and find the right section. Click on the 3 dots on the top right side and choose print desks. Printing works best with 4 QR codes pr paper. Repeat for all necessary sections.
If you want to edit the color code, it is in HEX and not in RGB or CMYK
What is a floor map?
There are both Dynamic floor maps and Static floor maps.
Dynamic floor maps
It's possible to have several floor maps in the solution, one covering the entire office and others covering specific areas or departments. We recommend having one floor map for each section. If you want a Dynamic floor map this must be ordered. Check the chapter How to add the floor map for details.
The floor maps will show which desks are booked and by who. The users will be shown with an avatar or initials, depending on your setup. Avatars will be imported from Office 365, if this is set up for single-sign-on. If no avatar is available, the users' initials will be shown.
The initials cannot be edited and will be the first letter of the user's first name and the first letter of the user's surname.
Once uploaded to your solution, the floor maps will be visible for users when choosing "Desk overview". Choose the section you wish to see and you will see the list of desks. At the top of the list, you can switch from List to Map view and see the relevant map.
If you want to show a floor map on a screen, please go to Workspace Administration. Choose Floor maps in the menu on the left.
You will now see the different floor maps and their URLs. Copy the relevant URL and paste it into a browser. The floor map will now be shown.
In the top right corner, you can choose if you want to see desks that are currently booked or desks that are booked this day.
Please note that the floor maps will only show the outline of the office/department/section. It will not show other types of decoration or furniture. The colors of the floor map will be as in this example, taken from the Pronestor office:
Static floor maps
An image can be uploaded per section, helping the users to get an overview of the desks in a given section. This is something you create yourself.
- Admin->Organization
- Choose a section
- Open the menu with the 3-dots and choose the Edit section
- In the Floor map section, locate the file for the section
Recommendations:
Size: 440 px wide and 650 px in height – so it renders nicely on a mobile phone
- Format: SVG or PNG (if SVG – please ensure as few objects as possible)
- Keep it simple
- Upload an image that only represents the desks for that section
- Avoid too many graphical details
How to add a floor map
You can buy a Dynamic floor map from Pronestor. The process is described in another guide that you can find here link.
Before you order, please update the External id. Note that we recommend doing it at the same time as adding attributes.
How to update the External id
- Go to admin settings-> Desk attributes
- Click the green +
- Update the External ID field
- Click Save
Create users
User accounts can be created one by one, imported from a CSV list, or by having the users create their own accounts when needed.
Create the accounts manually
- Click Admin->Users
- Within Users, click the 3-dots in the upper right-hand corner and choose to Create user
- A user is represented with the following attributes:
- First name
- Last name
- Password
- Administrator role – allowing the user to manage the solution
- Confirmation mail – require the user to confirm the account before the first login
Import from a CSV list
- Click admin ->Users
- Within Users, click the 3-dots in the upper right-hand corner and choose Import CSV
By default, “First name”, “Last name”, “Email”, and “Password” must be defined for each user.
Additional columns with the setting of “Email confirmation”, “Is administrator” and "Book Anonymously" can be added to the import if defined in the import settings for each user.
When adding the last 3 mentioned columns (“Email confirmation”, “Is administrator” and "Book Anonymously") you can add them but when writing in the "CSV" part you have to use the values of True, False, or nothing (nothing [;;] is the same as false)
We recommend enabling “Email confirmation” for each user for an additional level of security – such that each user must confirm their account before they can log in for the first time.
Have the users create their own account
- Click Admin->Settings
- Add a trusted domain for users (e.g. jcbk.com – if multiple separate with a comma)
Add login – users must click “Create an account” – once created, an email is sent to the user with a link for confirmation. The link must be clicked before the user can log in using their new credentials.
Note – if users are NOT going to create their own account – please ensure that the field “trusted domain” is left empty/blank.
Max seating capacity
A section and region can be configured with a max seating capacity, to enable bookers to see when a section/region is fully booked in regard to the max number of people.
- Max capacity can't be higher than the number of desks in a section/region.
- Disabling max capacity for a section/region is done by setting the max capacity to "" (nothing).
- When max capacity has been reached, unbooked desks will render in grey. It will still be possible to book a desk, but the user will see a warning.
Printing QR Codes for desks
QR codes for quick booking of desks can be printed and placed at each desk.
Go to the Administration and choose Customization - here you can upload a logo and define colors.
To print the QR codes, go to Organization and find the right section. Click on the 3 dots on the top right side and choose print desks. Repeat for all necessary sections.
Exporting data
Your workspace site has 3 possible data exports. Bookings, desks, and users.
Bookings
This export lets your pick a time frame. Within that time frame, you can see all the bookings made. This can help you plan out your office so you have the optimal amount of desks available.
For example, you can choose a time frame in the future to get an idea of how many plan on being in the office. In Pronestor we use it to determine how much food to get for lunch and eliminate food waste.
You can also take a historical time frame to see trends about how booked your office is. Perhaps you need more desks? or perhaps you have more than you need? You can also estimate when the office will be empty and find the optimal time for necessary renovations.
Note that all dates and times are in UTC time format.
Desks
This export lets you make an export of all the desks in your solution so you can check if you have all your desks and the right desks in your solution.
Users
This export lets you make an export of all the users in your solution so you can check if the correct users are in there.
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