This feature allows designated users to create a Room Layout for a Room and add pre-or post-Setup time to allow the room layout to be transformed. A room can have multiple Layouts allocated against it, allowing Users to make a choice when booking.
Prerequisites: User with permission to create Layouts and an agreed process to physically change room layouts.
To enable this, feature your organisation will need to have:
1) A designated person (or people) to create and approve Layout requests. This person(s) will need to have one of the following Roles in RICOH Spaces:
- Global Admin
- Location Admin
- Facilities Admin
2) A process in place to physically change room layouts
By creating a Room Layout you can then assign this to any Room capable of being transformed to accommodate this style of Layout. At this stage we are creating the templates for Layouts that can then be applied to any Room at your Location from a drop-down list.
From the RICOH Spaces Homepage, Navigate to Organisation Settings and ensure you select the correct Location. From the Manage Location page, select ‘Layouts’.
If you have already created any ‘Layouts’ they will be visible in the list provided.
Click Edit, to amend any existing Layouts details.
Save your changes.
If you require a NEW Room Layout, click the + button, complete the Layout Name and Description and Save your additions.
You have now created a new Room Layout.
Set up a ROOM for Multiple Layout Types
In order for users to select which Layout they require when Booking a Room, the default selection for a Room must be set.
From the RICOH Spaces Homepage, Navigate to Organisation Settings and ensure you select the correct Location. From the Manage Location page, select ‘Spaces’.
From the list displayed for the Room required and click EDIT.
Select ‘Layouts’ from the options provided.
Click on the ‘Add a layout’ box and select a layout that is applicable for that room. Repeat this step for all applicable layouts.
Note: This is a drop down list using pre-existing data from the create a Room Layout process.
From the List of Layouts, click Manage, and set the Max Capacity that this Layout can accommodate and the Setup Time to Prepare and Reset this layout to Default. Note: Time is set in Minutes.
Click ‘Save’ to save your changes
When a user makes a Room Booking and selects the ‘Choose a Layout’ button, they will be prompted to select from the available Layouts predetermined through the steps above.
Enable a Mandatory Room Layout Approval process
Your company may deem it necessary that an Approval Process is enabled that forwards new Room Layout requests to designated user(s) with appropriate Global Admin, Location Admin or Facilities Admin Privileges. These users would also interact with the Facilities staff tasked with physically accommodating the change requests.
From the RICOH Spaces Homescreen, Navigate to the Organisation Settings Icon, and select the correct Location. From the Manage Location page, select Spaces.
Use the filters to find the Room to be enabled for Layouts and click the corresponding Edit button.
From the list of options select Approval List. Enable the Slider to ‘Require booking approval’. Press Save.
You will be prompted to add the Name(s) of users to whom the approval will be sent to. As you type their name, if found, the default E Mail address is shown. Click to add
Layout Request Approval
Your company may have set up an approval process for Layout changes.
Once a new Room Layout booking is created by a user an Approval process must take place. This requires Global Admin, Location Admin or Facilities Admin Privileges. This step is to ensure that the Room Layout can be physically transformed within the time period available, and reset for any following room layout request or reset to default.
Through the RICOH Spaces web app, Navigate to the down arrow Icon, and from the popup box, select ‘Space Services’.
This will bring you to the ‘Requests’ page where you can select ‘Layout Requests’ to see a full list of those pending.
By selecting the ‘View’ button against any request an additional popup panel appears. This panel gives an overview of the Layout Request, but also gives pre-determined Setup Time, and a Reset Time. This is to ensure the ‘Facilities team’ will have enough time to prepare the room in the Layout style requested.
Having reviewed the details, you can now change the status of this request.
The default status is Submitted, and can be changed to Reviewed, Completed or Rejected.
It is important to understand that Room Layout Requests are Auto Approved.
This means that the Layout for the Room is always approved, however the Booking itself has to be approved (if set as mandatory). In the event that the Booking is cancelled then the Layout request will also be cancelled as well.
If the Booking is rejected, then the Layout is also cancelled.
The status of a Layout request can only be set from submitted to Reviewed, Completed, or Rejected.
- Reviewed - This an Admin type function, that gives oversight of all Layout requests, and the status of Bookings. Reviewed means the request has been seen and is in motion. Note: we have assumed that an Admin person will be monitoring this page frequently for any / all new requests as no notifications are issued presently.
- Completed - The Layout for the Room has been physically completed.
- An E Mail will be sent to user confirming this.
- Rejected - The Layout has will not proceed.
- An E Mail will be sent to user confirming this.
If a Booking request, is subsequently cancelled by the User, a cancellation E Mail is issued.
That's it! You are done! 🎉
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