A space is an area in your property that your members, leads, and prospects can book in Bookings Calendars and that you can include in contracts, depending on how you configure different aspects of the space.
When you add your space, you can configure options for both short-term and long-term bookings/contracts. A short-term booking is an hourly or daily booking. A long-term booking is a monthly booking. When you make a long-term booking through the Bookings Calendar, Kube creates a contract for the booking. For more information about the Bookings Calendar, see Bookings menu screen overview.
By default, Kube uses the charge codes set on the Account Settings screen in the System Settings section. You can change these charge codes when you add your space. For more information, see Setting default system GL accounts and charge codes.
This article is part of the Kube space setup flow. For more information, see Kube setup checklist.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
To add a space
Select Spaces in the top menu and then List from the drop down.
Click the Add Space button. The New Space screen appears.
Complete the New Space, Additional Information, Hourly & Daily Booking Accounting Options, and Contract & Monthly Booking Accounting Options sections. See the end of the article for screen references.
Click Save.
TIP: The next step in the Kube space setup process is to add space images. For more information, see Adding and editing space images.
New Space Information Screen Reference
Property | Property where the space is located. |
Type | Space type assigned to the space and that shows on the Prospect Portal Bookings Calendar screen. For more information, see Prospect Portal overview.
NOTE: A space type helps classify spaces and allows you to add spaces to space groups. Space groups let you control the properties at which your members can make bookings using their booking units, in addition to the space types they can book. For more information, see Adding a space group. |
Floor | Select the floor where the space is located. For information about adding a Floor, see Adding a floor.
NOTE: This field defaults to the property's default floor. If you plan on using Floor Plans, you must choose the corresponding floor that the space will be mapped to in order to see the space in the space selection list. |
Opening Date | Set when the space can start taking bookings or contracts made for the space. The space cannot be reserved in a contract or booking before this date. The date can be in the past or the future. |
Name | Name of the space that your customers see. |
Number | Space number for internal use, and is listed in contracts.
NOTE: Enter a maximum of eight digits. |
Closing Date | Set when the space will no longer take bookings or contracts. The space cannot be reserved in a contract or booking after this date. The date can be in the past or the future. |
Short Description | Room characteristics and notes. The short description shows on the Prospect and Member portal's space inventory screens and Yardi Internet Listing Services (ILS) if subscribed. |
Description | Room features and notes. The description shows on the Prospect and Member portal's space inventory screens under Features and Yardi Internet Listing Services (ILS) if subscribed. |
Additional Information Screen Reference
Area | Used to calculate occupancy statistics. |
Configuration | How the space is laid out within the property. This field is for internal use. |
Remove from Occupancy Report and Stats | Whether Kube includes the space in the Occupancy Report and occupancy statistics. For more information, see Occupancy Report overview.
NOTE: If you remove a space from statistics, Kube does not include it in any dashboard occupancy statistics or in the Occupancy Report. For more information, see Removing a space from reports and statistics. |
Tax | Tax that Kube includes in space bookings through the Bookings Calendar, Member Portal Bookings Calendar, or Prospect Portal Bookings Calendar screens or when the space is included in contracts.
NOTE: You can select an existing tax code from the drop-down menu, and you can add additional taxes by clicking the Add button. You can assign a maximum of five tax codes to a single space. For more information, see Adding a domestic tax code to a property. This field does not appear if you use International Tax. For more information, see Adding an international tax rate. |
Capacity | How many people can use the space at one time. The Capacity must be 1 or greater and includes the person booking the space.
NOTE: Kube lists the space capacity on the Bookings Calendar screens and Yardi Internet Listing Services (ILS) if subscribed. For more information, see Bookings menu screen overview. |
Maximum # of Seats | How many simultaneous bookings are allowed for the space. If you want to enable simultaneous bookings, enter a number greater than 1.
NOTE: The Capacity determines the number of members allowed per booking. For example, if you enter 3 in the Maximum Number of Seats field and 2 in the Capacity field, you can have 3 bookings in the space with 2 members per booking, for a total of 6 members using the space. |
Seat Count | Tracks how many desks are available in a space, separate from capacity, which is used to track the maximum number of people allowed in a space. This field only appears if the space option has been enabled for the space type selected. For more information, see Activating space options. |
Work Units | Tracks how much of the space is usable for profitability purposes. This field only appears if the space option has been enabled for the space type selected. For more information, see Activating space options. |
Hourly & Daily Booking Accounting Options Screen Reference
Charge Code | Charge code that booking charges for short-term bookings charge to.
NOTE: Kube uses the default short-term booking charge code set in the System Settings section. For more information, see Setting default system GL accounts and charge codes. |
Cancellation Fee Charge Code | Charge code that cancellation fees for short-term bookings charge to.
NOTE: Kube uses the default cancellation fee charge code set in the System Settings section. For more information, see Setting default system GL accounts and charge codes. Cancellation fees are set on the space's Cancellation Policy screen. For more information, see Adding a space cancellation policy and fees. |
Booking Discount Charge Code | Charge code that discount charges for short-term bookings charge to.
NOTE: This option only appears if your organization subscribes to the Discount Charge Code service. Options only appear in this field once discount charge codes have been added. Kube does not provide defaults. For more information, see Setting discount charge codes. |
Setup Fee | Setup fee amount for short-term bookings. |
Setup Fee Charge Code | Charge code that setup fees for short-term bookings charge to.
NOTE: Kube uses the default setup fee charge code set in the System Settings section. For more information, see Setting default system GL accounts and charge codes. |
Booking Discount Charge Description | Description for discount charges that appear on a customer's invoice. |
Contract & Monthly Booking Accounting Options Screen Reference
Charge Code | Charge code that space costs from contracts and long-term bookings charge to.
NOTE: Kube uses the default monthly booking charge code set in the System Settings section. For more information, see Setting default system GL accounts and charge codes. |
Security Deposit | Security deposit amount for spaces included in contracts and in long-term bookings. |
Security Deposit Charge Code | Charge code that security deposits for spaces included in contracts and in long-term bookings charge to.
NOTE: Kube uses the default security deposit charge code set in the System Settings section. You can only enter a security deposit charge code in this field. For more information, see Setting default system GL accounts and charge codes. |
Contract Discount Charge Code | Charge code that discounts applied to spaces in contracts charge to.
NOTE: This option only appears if your organization subscribes to the Discount Charge Code service. Options only appear in this field once discount charge codes have been added. Kube does not provide defaults. For more information, see Setting discount charge codes. |
Setup Fee | Setup fee amount for spaces included in contracts and in long-term bookings. |
Setup Fee Charge Code | Charge code that setup fees for spaces included in contracts and in long-term bookings charge to.
NOTE: Kube uses the default setup fee charge code set in the System Settings section. For more information, see Setting default system GL accounts and charge codes. |
Contract Discount Charge Description | Description for discount charges that appear on a customer's invoice. |