How to configure a Workspace site

This guide will take you through the configuration of your Workspace solution.

Requirements

• You have received link and login to your Workspace site
• Your user has Admin rights to the site
• Access the site from your PC's browser

Steps

This scenario will cover a setup for our fictional company “JCBK INC.”. It is a building with 2 floors and a total of 40 desks. The 1st floor has 20 hot desks, and the 2nd floor has 20 flexible desks.

Desks

In Workspace, you can create three different types of desks:

• Hot desks
  • For instant bookings, not available for future bookings
• Flexible desks
  • Available for instant as well as future bookings
• Fixed desks
  • Not available for bookings as they are reserved for specific users. 

Settings

• 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

Creating the Organization (building and sections)

Defining your organizations 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 hold additional regions or sections, or both.
• A section can hold 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 create region “JCBK INC.” Name section “1st floor” Create another region for “JCBK INC.” and name it “2nd floor”

E.g. A hierarchy with one building with 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

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. 

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.

To have the dynamic floor maps created, you must provide Pronestor Helpdesk with illustrations of the different floor maps needed and describe which regions/sections each covers. We will then create the floor maps and upload them to your solution. Please note this will be inviced according to your agreement.

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. In the top of the list, you can switch from List to Map and the 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 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 if 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.

• Admin->Organization
• Choose a section
• Open the menu with the 3-dots and choose 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

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 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 en grey. It will still be possible to book a desk, but the user will see a warning.

Create desk attributes

A desk can be linked to one or more attributes, making it easier to find a desk matching different criteria. Attributes could be something describing hardware and accessories at the desk e.g. “dual monitors”, “Mac connection”. It could also be something describing the area of the desk e.g. “Quiet zone”, “Marketing department”.

• Go to admin settings->Attributes
• Create the attributes that should be linked to desks to ease searching for the right desk

Linking attributes to a desk can be done upon creating desks or associating it after a desk has been created.

Create desks

Desks can be created one by one or in bulk. A desk can be defined as flexible/hot/fixed.

• Go to admin settings->Organization
• Click the “+” on the “1st floor”
• Choose “Flexible” as the desk type
• Set number of desks to 20
• Optional, choose the desk attributes to be used for the desks
• Click create
• Click the “+” on the “2nd floor”
• Choose “Flexible” as the desk type
• Optional, choose the desk attributes to be used for the desks
• Set the number of desks to 20
• Click create

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 Create user
• A user is represented with the following attributes:
• First name
• Last name
• E-mail
• Password
• Administrator role – allowing the user to manage solution
• Confirmation mail – require user to confirm 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” and “Is administrator” can be added to the import if defined in the import set for each user.

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 trusted domain for users (e.g. jcbk.com – if multiple separate with 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.

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 in the top right side and choose print desks. Repeat for all necessary sections.