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Summary

The Spaces screen in the RAY admin portal manages the spaces tenants can book. It has three tabs: Spaces (the bookable spaces), Space Categories and Amenities. Each space links a booking policy (how long and when it can be booked) with one or more pricing schemes (how much it costs), and an operating hours scheme (when it is open). Those are set up in Booking Setup. Categories and amenities are described in Space categories and amenities.

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Where to find the Spaces screen

  • Menu: Bookings → Spaces (Arabic: الحجوزات ← المساحات)
  • Tabs: Spaces, Space Categories (فئات المساحات) and Amenities (الميزات)
  • Clicking a space in the Spaces tab opens the space’s page.

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Who can access the Spaces screen

The Spaces screen is shown only to users with an Admin role that includes the bookings feature.

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Spaces list columns

Filter by Locations and Category. Export downloads the list of spaces.

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Space fields

If a booking policy has no pricing scheme, the portal shows “Each booking policy should have at least one pricing scheme”; with no policy at all, “Please add at least one booking policy with one pricing scheme”.

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How to create a space

  1. Open Bookings → Spaces, Spaces tab.
  2. Click Add.
  3. Enter the Name and choose a category.
  4. Choose the Space Type and, for a Shared Space, the Spot Booking Method. Enter the Capacity.
  5. Under Booking Configuration, add at least one Booking Policy and at least one pricing scheme for each policy.
  6. Choose the Operating Hours Schemes.
  7. Set the Visibility.
  8. Click Save.
A Shared Space with Designated Spots is booked through its sub-spaces (the spots). Add them in the space’s Sub-spaces tab; until then the space shows “This space is not bookable because it is configured to be booked using sub-spaces and no sub-spaces are added.”

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Space page

The space’s page shows its image and details (External ID, Category, Space Type, Spot Booking Method, Capacity, Booking Policies, Operating hours, Audience), with Edit and Delete at the top, and these tabs:

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Space booking controls

The Booking Controls tab has two sections:
  • Booking Invitations: Allow Invitations, then Enable Internal Invitations (users) and/or Enable External Invitations (email addresses), and Enforce Invitations (invitees required). At least one invitation type must be enabled. Allow Invitations is disabled for spaces with a capacity of 1.
  • Booking Threads (shown when the organization uses threads): Allow admins to start threads and Allow tenants to start threads.
Click Save after changing them.

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Sub-spaces

The Sub-spaces tab lists the spots of a shared space with designated spots, with their Name and Attributes. To add sub-spaces, click Add and either enter a Name, or tick Batch create multiple sub-spaces and enter the Number of sub-spaces and optionally Start With (“This number will be auto-incremented”). Tags (comma-separated) describe a sub-space. A sub-space can have its own Billing Configuration, which overrides the space’s; sub-spaces with a billing configuration cannot be batch-created.

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Space plan

The Space Plan Configuration tab holds the space plan image. For shared spaces with designated spots, Use Dynamic Floor Plan turns on the interactive floor plan, with Text Color of Booked Desks and Background Color of Booked Desks; View User Guide and Download Sample Floor Plan help prepare the plan. For other spaces the portal shows “Color customization is only available for shared designated spaces”.

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Space booking form

The Booking Forms tab attaches one booking form to the space: choose the Category, then the Form, and click Save. Tenants then fill in that form when booking the space, and the answers appear in the booking’s Form tab. Booking forms are created in Booking Forms Setup.

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Common questions about spaces

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How do I create hot desks that people book individually?

Create a space with Space Type Shared Space and Spot Booking Method Designated Spots, then add each desk in the Sub-spaces tab. Batch create multiple sub-spaces adds many desks at once.

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Why does my space say it is not bookable?

It is a shared space with Designated Spots and has no sub-spaces yet. Add sub-spaces in the Sub-spaces tab.

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How do I let people invite guests to a booking?

In the space’s Booking Controls tab, tick Allow Invitations and Enable Internal Invitations and/or Enable External Invitations, then Save. The space’s Capacity must be greater than 1.

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How do I get an email for every booking of a space?

Add the email address in the space’s Email Notifications tab. It receives a notification on every booking and a daily report.

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How do I hide a space from most tenants?

Edit the space and set Visibility to Specific Users and Groups, then choose who can see it.