How to Add Desks

This article will explain how to add desks

Step 1: Log into the Admin Portal

Log into the Space Connect Admin Portal at https://app.spaceconnect.co/admin

Step 2: Select Location


The landing page will show your location(s), click 'View' on the location you would like to add Desks.

Step 3: Add Desk 

When viewing a location, all levels will be listed. Click 'Manage Desks' on the level you would like to create your desks.
Click 'Add Desk' at the top right-hand corner. You'll then be prompted to add information about your desk.

Tab 1: Desk Details

  • Desk Type:

Active / Inactive
Whether the desk is active and available for use. If inactive, then desks will not appear in search results for users. 

Type

Desks can one of three types:

  • Bookable
    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.
  • Agile
    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" checking using presence sensors that mark which spaces are occupied or not.
  • Fixed
    These are desks which have a fixed assignment to a named person, 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 a domain recognised by Space Connect.

    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 details:

    Desk Name

    The unique name or number given to the desk.  Space Connect allows any text we would recommend a naming convention of <floor number>-<desk number> or something similar, as it works quite well!

    E.g. Desk number 7 on the third floor would be listed as "3-07".

    Capacity

    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. 

    Embrava Device Serial No.

    If using Embrava docking stations, they can be used to link a desk to a station.  When a user then connects with that Embrava dock, Space Connect will know and mark the desk as occupied.

    Docking Station MAC Address

    Space Connect offers a "Desk presence monitor" that can be installed onto local machines to further support "passive" check in for Agile desks.  When a device is connected to a docking station Space Connect 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 five options currently available that can be used to show resources of a desk:

  • Adjustable Desk
  • Quiet Zone
  • Monitor
  • Standing Desk
  • Locker

Tab 3: Sensors 

Space Connect supports the use of sensors for "passive" check in.  This is where users can sit at a desk, and it is automatically marked as "occupied".  This tab is used to link 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 desk.

If an organisation is not using sensors, then this tab can be safely skipped.


Tab 4: Floor Plans

This feature will be improved by our development team. But, at this time, name of this tab is 'Floor Plans' this, more often than not, is an upload of the desk itself. When a desk is booked in the web portal or the mobile app, the user will be able to see an image of the desk they're looking to book.

The information relating to Interactive maps is now obsolete -  Please follow this link to find out more on our interactive mapping editor tool! 👍


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.