Before your employees start using RICOH Spaces, it's important to ensure your buildings are configured correctly so that users will gain the best experience. There are only a few things to check to ensure things are working as you expect and the rest we would consider to be advanced topics. Let's get you started!
Select the building
1. Navigate to the Organisation Settings tab.
2. In the Location section, find and click on the building you want to configure.
Within the location, you can start setting up the parameters described below.
Office Hours
Setting your office hours is key to ensuring that employees can only book within permitted times.
You can set it in them in the Location's details section.
Location & Time Zone
This will most likely already be configured for you, however, to check or change this, scroll down to the Address Area.
Location is used for location-based features and within reporting.
Policies
Policies allow you to configure how you'd like your building to behave, there are a few key policies to ensure you configure so that your employees can get started with spaces.
Key Policies for spaces:
Allow future desk bookings to be made (X days in advance)
Booking Slots Single/AM/PM/ Custom
Allow web app check-in/out
Enable Phone Check In/out
Enable QR Code
Restrict Bookings
Require Valid Access Form
Disable nearby desks on booking
You can find out more about Policies here.
Below are specific guides:
Intelligent Cancellations
If you'd like to cancel bookings if employees don't show up and check in within set parameters, head up to the intelligent cancellation tab.
You will need to enable the auto-cancel meetings option and set how long after the check-in time the cancellation will happen.
We will notify employees before we cancel their desk booking along with sending them a reminder on the day of their booking.
Note: If you have room sensors installed, you can go a step further and enable cancelling of unoccupied desks which are desks that are checked in however no one is sitting there.
Non-flexible desks
By default RICOH Spaces allows employees to book any desk. If you'd like to ensure they can only book a desk assigned to them, you need to enable the Require assigned desks option.
Restricted Location
Some buildings just can't be booked by anyone. If you need to ensure employees meet the requirement before accessing a location, enable the Daily Pass and configure it.