> ## Documentation Index > Fetch the complete documentation index at: https://docs.getray.info/llms.txt > Use this file to discover all available pages before exploring further. # Spaces > The Spaces screen manages the bookable spaces of the RAY admin portal (meeting rooms, desks, courts, halls): each space's type, capacity, booking policies, pricing schemes, operating hours and visibility, plus its sub-spaces, invitations, threads, email notifications, space plan, directions, billing configuration and booking form. Found under Bookings → Spaces. ## 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](/bookings/booking-setup). Categories and amenities are described in [Space categories and amenities](/bookings/space-categories-and-amenities). ## 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. ## Who can access the Spaces screen The Spaces screen is shown only to users with an **Admin** role that includes the bookings feature. ## Spaces list columns | Column | Meaning | | ----------------- | --------------------------------------------------------------------------------- | | **ID** | Space number. | | **External ID** | Optional reference to the space in another system. | | **Space** | The space's image and name. | | **Category** | The space category. | | **Location** | The category's booking location. | | **Capacity** | How many people the space holds. | | **Space Display** | The space displays linked to the space. Click to open them in **Space Displays**. | | Actions | **Edit** and **Delete**. | Filter by **Locations** and **Category**. **Export** downloads the list of spaces. ## Space fields | Field | Required | Meaning and rules | | --------------------------- | ---------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | Yes | At most 35 characters ("Name must not exceed 35 characters"). | | Category | No | The space category. **Create New** adds a category from the dialog. | | **Space Type** | Yes | **Dedicated Space**: "Users will be able to book the entire space". **Shared Space**: "Users will be able to book a spot within the space". | | **Spot Booking Method** | Yes, for shared spaces | **Designated Spots**: "Users will be booking a single designated spot within this shared space". **Random Spots**: "Users will be booking a single random spot within this shared space". **Designated Spots** is selected by default. | | **Capacity** | Yes | 1 or more. At 1, the portal warns "Invitations can only be allowed for spaces with a capacity greater than 1". | | **Booking Policies** | Yes | One or more booking policies, each with at least one pricing scheme. **Create New** adds a policy or pricing scheme from the dialog. | | **Operating Hours Schemes** | Yes | When the space can be booked. **Create New** adds a scheme from the dialog. | | **Visibility** | Yes | **Public**, **All Users**, or **Specific Users and Groups** followed by the users and/or groups. | 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". ## 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." ## 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: | Tab | Arabic label | When it is shown | What it contains | | ---------------------------- | ------------------------- | --------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------- | | **Additional Information** | معلومات إضافية | Always | **Description**, **Address Title** and **Amenities** (**Add Amenity**, or **Create New**). | | **Booking Controls** | عناصر التحكم بالحجز | Always | Invitations and threads. See *Space booking controls*. | | **Sub-spaces** | المساحات الفرعية | Shared spaces with **Designated Spots** | The spots of the space. See *Sub-spaces*. | | **Email Notifications** | إشعارات البريد الإلكتروني | Always | Email addresses that "will receive a notification on every booking, as well as a daily report". **Add** an **Email** or **Delete** one. | | **Space Plan Configuration** | تكوين مخطط المساحة | Always | The space plan image, and the dynamic floor plan. See *Space plan*. | | **Directions** | الاتجاهات | Always | **How to get there** and **Where to park**, as steps you can drag to rearrange. | | **Billing Configuration** | تكوين الفواتير | Always | Name and value pairs for billing. | | **Booking Forms** | نماذج الحجز | Users with the booking forms feature | The form tenants fill in when booking. See *Space booking form*. | ## 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. ## 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. ## 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". ## 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](/bookings/booking-forms-setup). ## Common questions about spaces ### 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. ### 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. ### 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. ### 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. ### 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. ## Related pages * [Space categories and amenities](/bookings/space-categories-and-amenities): grouping spaces and listing their amenities. * [Booking Setup](/bookings/booking-setup): booking policies, pricing schemes and operating hours. * [Booking Records](/bookings/booking-records): the bookings of the spaces. * [Space Displays](/bookings/space-displays): screens outside a space.