Add and Manage Resources (Workspaces)

This document applies to: Workplace

Resources are what your users can reserve in your space. This might be a desk, group table, office, suite, or even a reservable space like a conference room or phone booth. From here, you'll be able to add amenities that can be included with the cost of the reservation or for an additional cost. You will be able to set the availability and price by the hour, day, or month.

Add a Resource

Navigate to Manage Resources > Resources > Add Resource.

Description & Location

  1. Name
  2. Resource Category: What will this space be used for?
  3. Description: This text will show under the resource on your Reserve Resource page where users can reserve the resource.
  4. Display As: Do you want the resource to display as a room or a desk/table?
  5. How many people can this resource seat?
    • Choose the amount of people
    • Grouped: The resource will be reserved as one unit under the user who makes the reservation.
    • Individual: The amount of seats you choose will be the amount of individuals that are able to reserve their own seat at this resource.
  6. Building: If you have multiple buildings, select the building in which the resource resides.
  7. Resrouce Area: Enter how big the resource is and the unit of measurement.

Photos

  • Ideal image size: 1000px x 500px.
  • If you select multiple photos, users will see these photos as a photo gallery when they reserve the resource.

Amenities

  • Select amenities included with the resource.
  • If you're missing an amenity, select "Let us know" to request a new amenity.

Availability (Pricing)

  1. Select a user group from the drop-down menu to set the availability and price for that user group. 
  2. Set the price for that user group by the hour, day, and month (whatever is applicable to that resoruce.)
  3. Repeat these steps for every user group for which this resource is available.

Free-time

Free time allows you to give your users access to additional resources for free when they have an assignment on a workspace. For example, if a user has a full-time assignment in a private office, you can add a set amount of free time to another workspace like a huddle room, phone booth, or maker space. To enable free time: 

  1. Click on Add Resource, or edit an existing resource.
  2. Select the Availability tab.
  3. Under each user group that has full-time access, toggle Allow full-time to ON. When at least one user group has full-time access, you will see the Free Time tab appear.
  4. Select the Free Time tab.
  5. Click on Add Group.
  6. Enter the minutes of free time and the resources that can be used with that free time. Resources can be any resouce that you have set up on the Resources page. The free time is then pooled and can be shared amongst those resources.
  7. When a user has a full-time assignment on that resource, they will have access to the allotted free time.
    1. For example, if a user has an assignment on Dedicated Desk, and that resrouce has 720 minutes of free time to be shared with a 3D Printer and a Meeting Space, the user will get 720 minutes per month of free time to split amongst those resources. 
  8. You can create multiple groups of free time allotments by clicking on Add Group. Groups of free time can be removed by clicking on Remove Allotment. Please note that a "group" in this context refers to a pool of resources that share an allotment of free time, not user groups. Learn more about setting up user groups here. 

Keys

  • Add any keys that users of this resoruce need access to.
  • Users will get access to the keys 15 mins before their reservation, through their reservation, and 15 minutes after. If a user has full-time access through an assignment, they will have 24/7 key access.
  • Keys can also be directly assigned to a user by going to Manage Users > User List > select user > Keys tab

Settings

Visibility 

  1. Show for reservations on this site: Turn this on if you want this resource to be visible for reservations.

Taxes

  • Choose any applicable taxes.
  • You can create these under Settings > Taxes.

Options

  1. Abandoned Reservation Protection: Turn this on ONLY if you use Panorama and want reservations to be cancelled after 15 minutes if nobody has checked in.
    • This does not count for full-time assignments.
  2. Require Approval: If this is turned on, reservations will require manager approval before the user can access the resource.
  3. Earliest Reservation Start: What is the earliest time users can reserve this resource?
  4. Latest Reservation Start: What is the latest users can reserve this resoruce?
  5. Minimum Reservation Length: What is the minimum duration of time in which users can reserve this resource?
  6. Maximum Reservation Length: What is the maximum duration of time in which users can reserve this resource?
  7. Maximum Days Out: How far in advance can users reserve this resource?
  8. Reservation Time Increments: In what increments can users reserve this resource? (i.e. 30 minutes for every half hour.)

Cisco Meraki

  • If you use the Meraki Integration, you can choose a SSID to assign to this resrouce.
    • This will spin up a new network/password with every reservation so that users and their guests can use the Wifi.
    • The network/password will be emailed to the member(s) 15 minutes before the reservation starts.

Select Save once you've entered all of the information for the resource.

Edit a Resource

Hover over the three dots next to the resrouce and select Edit Resource.

Delete a Resource

Hover over the three dots next to the resource and select Delete.