This guide will show you how to create and edit rooms in a few steps.
How to create and edit a room
1. Head to the Organisation Settings tab.
2. Find and click on the location where you want to create a room.
3. Within the location, navigate to the Spaces section. This section displays all the spaces of the location; Desks, Linked Spaces, Lockers, Parking and Spaces.
4. Hit the Create Space button at the bottom right of your screen to create a new space.
5. Using the newly opened window, select Space, and give the space a name.
6. Hit Create Space.
7. Your space has now been created and you can see it displayed amongst the others.
8. To finish setting up your room or edit it, find it in the list and click on it.
9. Manage the space using the different tabs.
Details: For all general information about the new desk. Its location, name,... you can even add a picture and description.
Use Occupancy as availability works with sensors. By activating 'Require Booking Approval', the room booking will be submitted and an admin will either reject or approve it.
By enabling "Use occupancy as availability", you will be prompted to fill in two fields; "minutes occupied before showing as booked" which is the amount of time the space has to be occupied before it is classified as occupied and "Minutes unoccupied before showing as available" which is the amount of time the space has to be empty before it is considered available.
Calendar: Add your M365 for Google Workspace calendar resource email and select the correct tenant for that resource.
Watcher: This setting is only for M365. Click on Create Watcher. This will generate a link. Once generated, no further action is required.
Note: When creating a room integrating with M365, a watcher needs to be created. This allows your MS Calendar and RICOH Spaces to synchronise once a meeting room booking has been processed (room accepts the booking). It will then display the booking on your personal calendar and on the Room schedule.
Note: If you are editing a room, please note you don't need to update the watcher.
Amenities: Let users know about all the amenities available.
Assigned To: Select the users that have access to this meeting room.
Booking Slots: This is not available for rooms.
Layouts: Can the room have different layouts? Add them and give Set up and Reset times for each layout.
IoT: You can add sensors, which will then provide information about the status of the room.
Note: Room enabled means that the room is active and bookable means that you make it available to book. If it's not enabled, it can't be booked.
10. Don't forget to hit Save.