This article guides you through creating and configuring your workspace floors, rooms, and desks. You’ll learn how to add floors, create conference rooms and private offices, and set up desk groups. The article also covers how to configure your floor plan. For a complete overview, you can read the full article or watch the video.
Step 1. Creating your floors
Open the settings menu.
Once in settings, click Inventory.
You will be taken to the workspaces section.
On the right side, locate and click the "Add a Floor" button.
Enter the name for your floor.
Input the surface area in square meters (m²).
Add a cover picture by clicking on the white box below the cover section.
Click the "Save & Continue" button.
Step 2. Creating your rooms
Go to the workspaces section described in the steps above and locate the Inventory section.
Click on the "Add an Item" button.
In the "Type" dropdown list, select "Conference Room."
In the "Floor" dropdown list, select the floor to which you want to assign this room.
Click "Confirm."
In the next window, enter the details of your conference room.
Once ready, scroll down to the "Pricing section."
Click the "add pricing and opening hours" button
Select the Group that you would like to make available to use this room (e.g. member, user)
Set your hourly, half day, and daily prices by clicking the "Add Set of Prices" button.
In this section, you can specify:
The availability of the room on different days
The hourly prices, you can use the dropdown list to select:
"Not Available" if you don't want this room to be booked hourly.
"Fixed Rate" for a specific price.
"Request for Quotation" if a quote is needed before booking.
The half day and daily prices, follow the same options mentioned above
Once you have set your options, click "Confirm"
You will be redirected back to the "Pricing" section.
Click "Add set of hours" to set the hours that this room will be available.
Note: If no set of hours is added in this step, the system will use the business hours set in the general settings.
Click "Confirm" to save your settings.
Archie tip: You have to add a price for each group that you would like to have access to this room. For example, if you are planning to have this room available to members and users, 2 different prices must be added even if they have the same price. If a group doesn't have a price set, they won't be able to see the room.
Archie tip 2: To set up your half day break, you can refer to this article.
To add another price, locate the room that you just created, click the 3 dots, click Edit, and repeat the process mentioned above.
Archie tip: Confirm the groups set in your room by referring to the "Bookable by" column. Always take in mind that a price must be set for each group.
Archie tip: You have the option to duplicate a room already created by clicking the 3 dots button next to the status, clicking duplicate, setting the number of copies, and clicking confirm.
Step 3. Creating your Offices
Note: In this step, you'll be creating your offices and configuring their pricing structures on an hourly, half day, and/or daily basis. However, if you intend to offer weekly, monthly, or yearly subscription options, you'll still need to create the office using this step. Afterward, you can refer to this article, which provides guidance on associating the office with a subscription plan.
Go to the workspaces section described in the steps above and locate the Inventory section.
Click on the "Add an Item" button.
In the "Type" dropdown list, select "Private Office."
In the "Floor" dropdown list, select the floor to which you want to assign this room.
Click "Confirm."
In the next window, enter the details of your Office.
Once ready, scroll down to the "Pricing section."
If you don't want to have this office available to be booked by the day, half day, and/or the hour, you can click Finish and skip the steps below.
Just like we did when creating a room, you will have to follow the same steps for the prices.
Click the "add pricing and opening hours" button
Select the Group that you would like to make available to use this office (e.g. member, user)
Set your hourly, half day, and daily prices by clicking the "Add Set of Prices" button.
In this section, you can specify:
The availability of the office on different days
The hourly prices, you can use the dropdown list to select:
"Not Available" if you don't want this room to be booked hourly.
"Fixed Rate" for a specific price.
"Request for Quotation" if a quote is needed before booking.
The half day and daily prices, follow the same options mentioned above
Once you have set your options, click "Confirm"
You will be redirected back to the "Pricing" section.
Click "Add set of hours" to set the hours that this room will be available.
Note: If no set of hours is added in this step, the system will use the business hours set in the general settings.
Click "Confirm" to save your settings.
Archie tip: You have to add a price for each group that you would like to have access to this office. For example, if you are planning to have this office available to members and users, 2 different prices must be added even if they have the same price. If a group doesn't have a price set, they won't be able to see the office.
To add another price, locate the room that you just created, click the 3 dots, click Edit, and repeat the process mentioned above.
Archie tip: Confirm the groups set in your office by referring to the "Bookable by" column. Always take in mind that a price must be set for each group.
Step 4. Creating your Desks
Go to the workspaces section described in the steps above and locate the Inventory section.
Click on the "Add an Item" button.
In the "Type" dropdown list, select "Desk Group."
In the "Floor" dropdown list, select the floor to which you want to assign this room.
Click "Confirm."
In the next window, enter the details of your Desk group
Archie Tip: When setting the "Chair Assignation at Booking" field, 95% of our users pick "Let users choose a desk" if they are setting a Dedicated Desk and "Do not let users choose a desk" if they are setting a Hot Desk.
Once ready, scroll down to the "Add desks" section
Click "Add desks"
Add the number of desks for this group
You will be directed to the "desk update" section, this is bulk edit mode, changes will be applied to all desks.
Enter the details of your Desk group.
Once ready, scroll down to the "Pricing section."
Just like we did when creating a room, you will have to follow the same steps for the prices.
Click the "add pricing and opening hours" button
Select the Group that you would like to make available to use this desk group (e.g. member, user)
Set your hourly, half day, and daily prices by clicking the "Add Set of Prices" button.
In this section, you can specify:
The availability of the desk group on different days
The hourly prices, you can use the dropdown list to select:
"Not Available" if you don't want this desk group to be booked hourly.
"Fixed Rate" for a specific price.
"Request for Quotation" if a quote is needed before booking.
The half day and daily prices, follow the same options mentioned above
Once you have set your options, click "Confirm"
You will be directed to the "Desk update" settings, click confirm.
You will be directed to the "Desk group update"
To configure a single desk:
Click the "3 dots button" next to the desk
Click "Edit"
Add the information desired for this specific desk
Click "Save & Close"
Click "Close" to save your settings.
Archie tip: You have to create a customization for each group that you would like to have access to this desk group. For example, if you are planning to have this desk group available to members and users, 2 different customizations must be added even if they have the same price.
To add another price, locate the Desk group that you just created, click the 3 dots, click Edit, and repeat the process mentioned above.
Archie tip: Confirm the groups set in your desk group by referring to the "Bookable by" column. Always take in mind that a price must be set for each group.
Step 5. Configuring your floor plan
Go to the workspaces section described in the steps above and click the Edit floor plan button located at the top right part.
Click the Upload map button
Select your floor map layout from your computer
Enter the real width of your workspace (not of your image as the plan needs to be at scale) Archie will give you the height at scale automatically to be in line with your uploaded image ratio.
Click Confirm
You can now start adding your previously created elements to the map by dragging and dropping your elements from the right
To adjust the element, click and hold one of the corners to match your layout
Follow our next article to configure your plans, products, and passes.