Space Configuration – Flowscape AB

Overview

The space configuration is used to enable different configurations for the spaces (desks, parking, dogs, etc.). You can edit existing configurations or create your own. The picture below shows you where to find the space configurations.

Info

Here you can change the name of the configuration and add a description.

Settings

Mode: Change the mode to make the desk Bookable, Non-Bookable or Blocked.

Bookable: A bookable space can be booked manually in the system
Non-bookable: A non-bookable desk cannot be booked. The status will change from available to occupied (green to red) when someone uses the space. Note, this option requires a sensor.
Blocked: This space is grey and cannot be booked.

Presence time out: Only applicable if you have a sensor. Presence time out is the time it will take for the space to become available again from last sensor activation.

Check-in

If you enable the check-in feature the users need to confirm that they will be using the space that they booked. If they do not confirm the booking, the booking will be removed and free for anyone to claim.

There are three ways the user can confirm their booking:

USB desk-sensor check-in: This option requires you to have a USB sensor (dongle) installed at the desk. The user will automatically confirm their booking when they sit down at the desk and dock their computer. It is only the user who booked the desk who can confirm it by docking their computer.
Email notification: An email will be sent to the user who booked the desk asking them to confirm / release their booking.
Push notification: A push notification is sent to the user's phone asking them to confirm their booking. Note that the user must have the Flowscape smart phone app for this to work

Enable space booking check-in: Check this box to enable the check-in feature. This enables the USB desk-sensor check-in if they are installed.

Before start (in minutes): The time before the booking starts that the user can start to confirm the booking (first notification will be sent at this time).

After start (in minutes): The time after the booking starts that the booking will expire if user has not confirmed.

Enable check-in notifications: Check this box to enable both email and push notifications as the check-in method. Note that if you do not have USB desk sensors (dongles), this option must be enabled for the check-in to work.

Check-in confirmation email: Chose the email template you want to use as email that is sent to remind users to check-in. The default email template that is recommended by Flowscape is "Default Confirm Email". Instructions for how to customize the email templates can be found here.

Expired check-in period email: Chose the email template you want to use as email that is sent out when the booking has expired. The default email template that is recommended by Flowscape is "Default Confirm Expiry Email". Instructions for how to customize the email templates can be found here.

Booking Accept

If you enable the booking accept feature the users will get an email confirming their booking directly after they make the booking.

Enable booking accept: Check this box to enable the booking accept feature.

Choose booking accept email template: Chose the email template you want to use as email that is sent to the user directly after they have made a booking. The default email template that is recommended by Flowscape is "Default Accept-Confirmation Email". Instructions for how to customize the email templates can be found here.

Information Email

If you enable the Information email feature the users will get an email before the booking starts.

Enable info email: Check this box to enable the info email feature.

Before start (in minutes): The time before the booking starts that the user will receive the email.

Choose info email template: Chose the email template you want to use as email that is sent to the user before their booking starts. The default email template that is recommended by Flowscape is "Default Info-Email". Instructions for how to customize the email templates can be found here.