In this article, we’ll walk you through how to create your inventory, whether you’re working with desks or rooms. You’ll find the steps for setting up each type, ensuring that everything you want to make available for your employees is properly configured. For a complete overview, you can read the full article or watch the video. Let’s get started!
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.
Add a cover picture by clicking on the white box below the cover section.
Click the "Save & Close" 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, click "Save and Continue."
You can refer to the Annex section at the bottom of this article for more information about the fields.
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
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, click "Save and Continue."
You can refer to the Annex section at the bottom of this article for more information about the fields.
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
Name: Choose the name for your Desk group. Take in mind that we will be creating the individual desks later which can have their own name.
For example, the desk group can be named "First floor West side desks" while the individual desks can be named "1.1, 1.2, 1.3...."
Select Type: Specify if this desk group will be for Hot desks or Dedicated desks
Chair assignation at booking: Select whether you want to allow users to choose a desk (typically used with Dedicated desks) or if you prefer not to allow users to choose a desk (typically used with Hot desks).
Color: The color assigned to the Desk group in the calendar view.
Once ready, scroll down to the desks section, and click "Add desks."
Enter the number of desks for this group and click Confirm
You will be directed to the "desk creation" section, this is bulk edit mode, changes will be applied to all desks.
Enter the details of your Desk group.
Once ready, click "Save and Close."
You can refer to the Annex section at the bottom of this article for more information about the fields.
You will be directed to the "Individual Desk" settings
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 "Finish" to save your settings.
Archie tip: When naming your desks, consider a straightforward approach that allows users to quickly identify them. For instance, use a format like Workstations 101, where the number 1 represents the floor, and 01 signifies the first desk group on that floor. Subsequently, name each desk individually within the group, such as Desk 101.1, Desk 101.2, and so forth. This systematic naming convention ensures clarity and ease of reference
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 Image Width and height
Archie tip: Take note of the dimensions entered here, if you need to adjust your image later, you will need to upload it again with the same dimensions so the shapes that you configure in the steps below maintain the same dimensions.
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
Archie tip 2: When adjusting a desk from a desk group, double click on it to select a specific desk
Annex: Supplementary Information
This section contains a brief description of the sections with the details mentioned in the steps above that you need to enter when configuring your elements.
Name: Choose the name for your element.
Category: Selected by default based on your choice when creating the element, but can be adjusted if necessary.
Number of Seats: The seating capacity of your element This will be visible to end users but won’t affect the booking process. (Doesn't apply to Desk creation)
Surface: The room's surface area (optional). (Doesn't apply to Desk creation)
Description: A description of your element that will be shown to end users. This is optional, but adding a catchy description is common practice.
Color: The color assigned to the room in the calendar view.
Amenities: List the amenities available in the room (e.g., projector, speakers, WiFi, TV, etc.). (They need to be set individually for each desk)
Booking Section: Define the minimum and maximum booking periods and the booking interval (e.g., 30 minutes). This controls the time blocks available for end users to book. Click here for more information about setting up your minimum interval.
Preparation Time: Add buffer time after bookings for cleaning or setup (e.g., 15 minutes). The buffer time will be automatically added to each booking. Click here for more information about setting up your minimum interval.
Cancellation: Allow or deny cancellations and set a cancellation delay (users can cancel or reschedule a set number of hours before the booking).
About: Add additional details or notes about the room.
Booking Dependencies: Set dependencies between rooms
Maximum Advance Notice: Limit how far in advance users can book. For example, setting 14 days will prevent bookings beyond that timeframe.
Redirect After Public Booking: Add a link to redirect users after booking.
Form Fields: Add custom fields to the booking process. These fields will appear during the booking process and can be reviewed later in the Calendar view.
Our next article will take you to Setting up your booking policies.