Written by Kiren Dosanjh-Dixon
Updated over a week ago

Get quick answers to all your questions.

If you don't find your question here or need a more detailed answer, there might be an article dedicated to the subject that you can easily search via the above Search bar. You can also contact us via the Support button at the bottom right of this screen.

To help you find information more easily, you can browse by categories:


Q: How do I check in/ check out?

From your Homepage, open your feed. Find your desk booking and click Check-in/ Check-out.

Q: Why is my booking start time not corresponding to the slot I booked?

When you make an immediate booking for a desk or a room, the booking time is from the time you have booked and not the slot time.

Example: The slot for desks is 8 am-5 pm, but you arrive at work at 8:30 am and book a desk at that time, even though you have selected the slot 8 am-5 pm, your booking will say 8:30 am - 5 pm.

Q: What do the colours on the Floorplan mean?

  • Green: Available

  • Red: Booked

  • Blue: That's your booking

  • Orange: Occupied (captured by the sensors)

  • Custom colour: Booked only for half day

  • Grey: Unavailable for you to book

  • Dark Grey: Unavailable to anyone



if your company has sensors installed and policies related to them active:

  • When the option has been enabled, all non-bookable spaces will show as Green (not currently occupied) or Red (currently occupied).

  • If a space is bookable and does not use IOT sensors, then it will show as orange if not booked by a user at the time.

  • When a non-bookable workspace is occupied via IoT sensors rather than displayed as orange on the floorplan it will show as red.

  • If a space is Enabled, Bookable and set up to use occupancy as availability, booked workspaces will still show as Red on the floorplan even if the space is unoccupied.

Q: Do I need to add my email or register somewhere to access RICOH Spaces?

No. You should be able to log in to RICOH Spaces by simply using your work email.

Q: What web browsers can I use?

  • Google Chrome

  • Microsoft Edge (Chromium)

We do not recommend Firefox and Safari as they have some compatibility issues. We do not support Microsoft Internet Explorer.

Q: How can I see who is in the office?

Head to your Homepage and click on the People’s filter on top of it. You can see people in your loop in first then a list of all the people. To find out who is in the office, use the Only Active Booking filter.

Q: How can I see my colleagues’ bookings?

One of the RICOH Spaces features is the Status. This new tool allows you to easily set your own status but also see other’s people status: a booking, out of office, work from home or work from somewhere else. An easy way to always be up-to-date with people’s statuses for the week is to add them to your loop.

Q: How do I add a space to my list of favourites?

Use the filters at the top of your Floorplan. This will open a list of all the location’s spaces matching your requirements. Use the star icon to add them as favourites.

Q: Can I add anyone to my loop even if they are not in my location?

Yes, you can add anyone from your organisation to your loop.

Q: How can I change the language on RICOH Spaces Help?

Scroll down completely any RICOH Spaces Support page and at the bottom right of your screen, you should see a drop-down menu with all the languages available at the moment. Select the one desired.

Q: How do the apps provide Live updates if someone is in a space?

IoT sensors capture real-life data which are synchronized with the apps to provide you with the most advanced features.

Q: How can I register a guest?

Only administrators have access to this feature.

To register a guest, head to your web app, then to the Visitors tab. Click on add a visitor and follow the steps.

Q: How can I change my location?

Some organisations have multiple locations that you may have access to. To change your location simply head to your Homepage. Find the Location dropdown menu, it should display your current selected location’s name. Click on it and select a new location from the list.

Note: The newly chosen location will become your default location.


Q: How can I see someone's booking?

There are multiple ways to do this. One of them is simply heading to the Floorplan and hovering on the red (booked) desks to see the names appearing.

Another way is to open your RICOH Spaces mobile app, select the Office tab and browse to see the desks booked and by whom.

Q: Can a colleague book or cancel a booking for me?

At the moment it is only possible to book on behalf of someone. In order to do that the person had to set you up in their settings. Check our article here to learn how to do that.

Q: I want to change my desk, how can I do that?

Cancel the booking by clicking on your booking on the Floorplan (in blue) and then on ‘Release’. Then select a new desk and book it.

Q: Do I need to check out at the end of the day?

We suggest you do so. Simply checkout via the Homepage.

Q: I made a booking and received a notification asking me to check-in. How do I do that?

There are usually three ways to check in:

  • On the web app: access your feed and click on the 'check-in' button on your Booking & Status section.

  • On the mobile app: via the Homepage, click on the 'check-in' button.

  • If your company has enabled this function, use your RICOH Spaces app, tab 'Scan QR' and scan the QR code sticker of the desk you have booked.

Q: Can I turn off the email notifications reminding me the booking will be cancelled?

Unfortunately, this is not possible at the moment.

Q: Why has my desk booking been cancelled?

There are 2 explanations for that:

  • You haven’t checked in at the space on time and thereby your booking was automatically cancelled

  • One of the administrators cancelled your booking

Q: I made a desk booking by mistake, how can I cancel it?

If you don’t need your booking anymore, be courteous and allow another of your colleagues to book it.

Find your booking in your Feed's Booking & Status section, click on it and release it. This will cancel the booking and make it available to book.

Q: How can I book a desk in another office?

Change your location by clicking on the location dropdown menu on the Floorplan page. The Floorplan will update and you can then select a desk and proceed with your booking.

Q: Why can’t I book any more desks this week?

It is most likely that an administrator has put in place a maximum of desk bookings per week and that you reached this number. Contact your administrator to understand more about it.

Q: How can make a half-day booking?

You will be able to make half-day bookings only if an administrator has enabled this function. If so, while making a booking, you will have the option to book for Morning, Afternoon or for the whole day.

Room Bookings

Q: The booking doesn't want to be processed. it says I haven't been assigned to the room. Why?

Some rooms have been assigned to specific users and require approval before booking. Should you not be on the list, you won't be able to proceed with your meeting room booking.

Q: Can I book multiple rooms at the same time?

At the moment, it is not possible.

Q: How can I book a meeting room using its panel?

Use your pin or if you have added it to your profile, your phone number.

Q: I forgot my pin code. What can I do?

Head to your Profile page and reset your pin from there.

Q: Why has my booking been cancelled?

There are 2 explanations for that:

  • You haven’t checked in on time and thereby your booking was automatically cancelled.

  • You have left the meeting room for too long and the intelligent policy in place has automatically cancelled your meeting.

  • One of the administrators cancelled your booking. If so, you would have then received a notification about this explaining what happened.

Q: My meeting finished earlier, how do I release the booking?

  • If an administrator has set it up in the settings, the IoT sensors will detect that the room is free and enable new bookings.

  • If you have room panels installed in the office, use the room panel and click on 'End Now'.

Q: Will others be notified if I include them in a room booking?

Yes, all the attendees that you added to the room booking will be notified and an event will appear in their calendar.

Q: Why can’t I book a meeting room?

  • The room is already booked. It should then appear red on the floorplan

  • The room isn’t available. It should then appear see-through on the floorplan

  • You don’t have permission to book this space. The room should appear grey on the floorplan

Q: What are meeting labels? Can I create my own?

Meeting labels are created by admins but anyone can use them. It enables you to add precision to your meeting. (e.g. sales meeting)

Q: What is marking a meeting as private?

You may want to keep the title and details of a meeting private. Should you wish so, you can mark a meeting as private when creating the event. No admins or other users will be able to see the meeting’s title or the details of it if they are not on the attendees’ list.

Parking & Vehicles

Q: Why can’t I book a car space?

  • Most likely there are no spaces available. (No parking spaces coloured in green)

  • Your administrators might not have enabled that function yet.

  • If you think there is a technical problem with the apps, contact RICOH Spaces support using the Support button you see at the bottom right of this screen.

Q: Web app: How to book parking via the Floorplan?

  1. Select the correct Floorplan via the dropdown menu above the floorplan

  2. Select an emplacement on the Floorplan by clicking on it (The parking spots available are in green)

  3. Choose the relevant day(s) you would like to book this exact spot

  4. Click on Next

  5. Verify that all the information is correct

  6. Confirm the booking

  7. You should have received a confirmation email and your booking should appear on your Homepage

Q: How to book parking via the mobile app?

  1. Access the RICOH Spaces app

  2. Head to the Office tab and select the Parking subsection.

  3. Navigate to the Parking spaces list and select a space of your liking. (The spaces available are in green).

  4. Confirm the booking.

  5. You will receive a confirmation email and the booking should appear on your Homepage

Q: How to add parking to a desk booking vs booking it as part of its own process?

On the desktop app, to add parking to your desk, select your desk on the floorplan and before confirming your booking, select ‘Get a space’. This will automatically attribute you to a parking spot. Once done, you will receive a confirmation email.

For booking parking on its own, simply go to the Floorplan, and select the relevant floor plan. Once you have chosen your parking, confirm. You should then receive an email confirming your booking.

Q: Can I add more than one vehicle to my profile?

Yes, you can add more than one vehicle to your profile. Head to your Profile section and subtab Vehicles.


Q: Can I have multiple loops?

No, you can only have one loop.

Q: Do people know they are in my loop?

No, they don’t. Your loop is personal.


Q: What happens if I click on someone in the People tab on the app?

It would give you the possibility to call or email this person.

Q: What happens if I click on someone in the People tab on the app and click on Call?

If the person has added a phone number, it would call it. If the person hasn’t added a phone number, the call won’t go through.

Q: What happens if I click on someone in the People tab on the app and click on Email?

It would open a new email with their work email as the recipient.


Q: How many roles are there?

16 roles. A person can be assigned to more than one role. Here you can read more about the different roles and their characteristics.

Q: How can I see my assigned role on RICOH spaces?

If you haven’t been assigned to any roles, you won’t be able to access the Roles tab using the desktop app.

Feedback & Help

Q: How can I give my feedback about RICOH Spaces?

We would love to hear what you think about RICOH Spaces and your suggestions to improve our product. Please leave us feedback via our Support.

Q: None of the content of the Q&A nor articles are solving my issue. How can I contact you?

You can contact us via the support button on the bottom right of this screen and one of our collaborators will be in touch as soon as possible.

Q: What should I include when I contact support?

Should we need more information from you in order to proceed with your query, we will let you know. Nevertheless, should you wish to make sure this can be solved as swiftly as possible you can include your location, the step you have followed, any screenshots or videos, and how many users are affected. Thank you!

Did this answer your question?