Zones in RICOH Spaces are areas of your Floorplan that you can dedicate to certain purposes. It can be for a quiet zone, dedicated space for a team, desks on arrival... It's all up to you. This article will show you how to create and manage zones.
Requirement: You must be a global admin or a location admin to access this function.
How to create zones
1. Navigate to the Organisation Settings tab.
2. Select and click on the location where you want to create zones.
3. In the location, head to Zones, which displays all your current zones for the location.
4. Click on Create Zone at the bottom right of your screen.
5. In the new window that opens, give the zone a name and hit Create Zone.
6. In the list of zones displayed on your screen, find the one you just created and click on Edit on the right side of the page. You can also delete a zone by hitting the Bin icon.
7. By clicking on edit, you will be taken to the zone. There you can fully set up your zone.
Details: This is where you fill in the details about the zone. Its name, location, upload an image and set limitations for the bookings within the zone.
Use the max bookings field to set a capacity limit and enable the Limit Booking toggle to actively restrict additional bookings.
Use the Booking Type dropdown menu to choose the booking available for the zone:
Desk Booking: When a user books the zone, it will assign them to any available space in the zone.
Desk on Arrival: When a user arrives at an available desk in the zone, they scan the QR code of it. This will book the space for them.
Desk booking and on arrival: Both options above.
In This Zone: All the spaces that are within the zone. You can add and delete space, making them enabled and bookable and add specific booking slots.
Calendar: Not available for zones.
Amenities: Not available for zones.
Assigned To: Assign users or groups to the zone.
Booking Slots: Set the booking slots for the spaces within the zone.
Layouts: Not available for zones.
Approval List: Not available for zones.
IoT: Manage the IoT devices.
Note: Zones settings and desk settings need to be aligned. If you are assigning people to a desk and the desk is part of a zone, ensure that both are aligned.
FAQ
I have assigned groups to a zone for certain days, how do I make it available on the other days for everyone to book?
You will have to create a new group with everyone. Once that's done, assign the group to the zone and select the relevant days.
I have assigned a group to a desk. The desk is part of a zone. The group cannot book the desk. Why?
In order for the group to book the desk, both the zones and desk policies should be aligned.