How to configure a WorkSpace site

Table of contents

Requirements

Requirements

• Site created and an admin account has been created for the customer’s administrator
• Logged into the customer’s site with the create admin account

Recommendations

The easiest way to set up a new WorkSpace is by using a web browser on Windows/Mac.

Steps

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

Configure 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 layout 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.

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

Uploading a floor map per section 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

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 do 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

QR codes for quickly booking a desk can be printed.

• Go to Admin Settings ->Organization
• Find a floor and click print icon

Logo, colors, and layout can be set within Admin->Customization