(User Guide - web)

RICOH Spaces can allow Spaces / Rooms to be linked and hence their configuration and layout varied to increase seating capacity or a desired desk and chair arrangement. i.e. a Boardroom or Classroom layout.

When requesting a Linked Space booking, users will also be advised of any cut off or setup times as part of the booking process and these will be factored into the overall meeting time. The Room Schedule view provides visibility of all Linked Spaces which can be identified through a chain link icon and a given maximum seating capacity number.

Book a Linked Space

From the RICOH Spaces Homepage, Navigate to the Room Schedule .

Select the date and floor required for your booking. You will be presented with a list of Meeting Rooms and this list will include any Linked Spaces.

From this view and looking at the timeline at the top of this screen select the start time of the meeting by clicking in the appropriate box. A meeting information box will appear. Enter the details for this meeting, add any notes and invite attendees as usual.

Users can now select the Layout Type, by clicking on  .

From the drop-down NOW list select the preferred Layout.

It is important to note that the booking must consider the Cut Off time. If you attempt to book this Linked Space and the Cut Off time is set to 1 Hour, then you can only make this booking at least 1 hour in advance.

In the event you attempt to book the Linked Space within the Cut Off time, then you will be presented with a similar message to below.

In this example the Cut Off Time set By Admin is 15 Minutes. At 11:44 hrs I can only book from 12:00 hrs onwards. If the meeting was set to start at 12:30 hrs, then the event and layout request are created and will appear in your calendar(s).

A confirmation E Mail is issued, to the Host and confirms the meeting times and the Linked Space room. 

Should the meeting be cancelled further notifications are issued as confirmations and the meeting is removed from all calendars.

That's it! You are done! 🎉