Manage Floors

Note

This feature is only available to users with an Admin role.

Once a building has been created, admins then configure its floors before desks can be added.

Adding a new floor to a building

From the left-hand navigation bar, click the Manage Buildings menu item.

Locate your building in the list and click its associated Floors button to display any floors currently configured for that building.

Clicking the Add Floor button will allow you to configure a new floor:

• enter a floor name
• enter a floor description
• if the floor has a floor plan, you can upload it using the Add File button. Note that it is up to the administrator to ensure that this plan is kept up to date
  • this plan will be available to the user to download from Step 2 of the booking flows.
  • You can remove the floor plan by clicking its associated Delete button and download a copy using its View button.
• floors (and zones) can be configured to restrict user access (refer to the Restricted Floor Access section below for more details).
  • if set to True, you will be able to restrict zone access to specified users
  • otherwise setting it to False will make it available to all users registered on the service.
• configure Floor Available to either:
  • True - floor is displayed in the Floor dropdown list and can be selected by bookers
  • False - floor is not displayed in the Floor dropdown list and therefore, is not available for bookers to select

Clicking Save will add the floor to your building.

Editing a floor

You will be able to edit your floor's details at any point by using its associated Edit button, making your changes and clicking the Update button to save.

Any changes will be immediately available.

Restricting access to a floor

As an admin, you will be able to restrict who is able to book desks on a specific floor.

From the left-hand navigation bar, click the Manage Buildings menu item.

Locate your building in the list and click its associated Floors button to display any floors currently configured for that building.

Locate your floor in the list

• IF it has not already been set to restricted
  • click its associated Edit button to display its details
  • and set its Restrict User Access setting to True
  • click the Update button to save the change.

You will now see that Floor 2 has been set to restricted in the list of floors.

Now that your floor is restricted, you can now configure the users it is restricted to.

Click its associated Users button to display all the users currently registered on the service.

Note

The users must first have been added to the service using the add user function in the User Manager.

The users are listed in a sortable/filterable table to help you easily find the users you want to permission.

• click the user's associated Grant button to allow this person access to the floor - this will change the button from Grant to Revoke.
• click the user's associated Revoke button to remove their access to the floor - this will change the button from Revoke to Grant.
• click the Grant All button to grant permission to all the users in the list
• click the Revoke All button to remove permission from all the users in the list

Once you have completed your user configuration, click the Back button to return to the previous page.

Only those users who have been granted access to this floor will be able to see the floor in Step 2 of the booking flows and book any available desks on it.

Enabling/Disabling a Floor

As an Admin, you have the abiltity to remove a floor from the booking options. Each floor is displayed with a corresponding Change Availability button, and Floor Available column showing it current setting.

Clicking the button will immediately reset the floor's availability. If it's current Floor Available setting is equal to true, it will be set to false, and vice versa.

When a floor is

• Enabled (true) - it is displayed in the Floor dropdown list and can be selected by bookers.
• Disabled (false) - it is not displayed in the Floor dropdown list and therefore, is not available for bookers to select. It will also be highlighted in the Manage Floors list as shown below.

Note that admins can also change the availability of a floor by editing its details page.

Scheduling the unavailability of a floor

You can schedule a period of unavailability to occur at a future date or date range. This can be applied to a building, floor or zone.

For full information on this feature, please refer to userguide - Holidays and Breaks.

Deleting a floor from a building

As the admin, you will be able to remove any floor which is no longer required or available.

From the left-hand navigation bar, click the Manage Buildings menu item.

Locate your building in the list and click its associated Floors button displaying its currently configured floors.

Locate your floor in the list and click its associated Delete button which will display a confirmation modal:

• Clicking Cancel will dismiss the modal
• Clicking Delete will dismiss the modal and delete the floor from its building.

However, if there are any current bookings against this floor, the following message will be displayed and you will not be able to complete your deletion until all the open bookings have been cancelled.

Click the Cancel button to dismiss the modal.