We've introduced the following updates to the page:
- 2025.04 Space configuration export and import option
You can manage spaces per building in Admin Portal under Manage > Spaces. Here, you'll have a table view with all spaces within the currently selected building that exist in the system.
Space settings take precedence before settings that are then applied by the booking policy.
There is the following information displayed in the table view:
- Space Name
- Description
- Space Type
- Status
- Booking Policy
- Floor
- Zone
✅ Here, you can:
- Search for a specific space
- Filter the existing ones to view spaces by:
- Space Type
- Status (active or in-active)
- Policy
- Floor
- Set the space status to active or inactive for one or more spaces.
For this, select one or more spaces with inactive status to activate them. Same works for active spaces: select one or more to move them to inactive status. If you select spaces with different statuses, the SET STATUS button is disabled. - Edit space information.
- Import or export space configurations for multiple spaces in one go.
❌ You cannot delete spaces from this page. Contact your IBSS Customer Support representative for this.
This table is also paginated as in all similar pages across IBSS apps. Read here what this means in practice: Pagination on the table-view pages.
Adding a space
To add a space for a building in your organisation, click + ADD on the list page and fill in the fields that will be displayed on the page that opens.
View comments to filling the fields on this page.
| Section | Field | Mandatory | Comments |
|---|---|---|---|
| 1. Main information about the space | Building | yes | To indicate where the space is located. |
| Space ID | yes | We recommend adding building and space name in this field. | |
| Active Space | Toggle | ||
| Name | yes | The name given to the space that is shown to users in Roamer, Flex etc. | |
| Space Name Label | yes | A field that can be used to replace whatever is in the Space Name field with something more user friendly. Whatever is entered there will appear in place of the space name. If it is left blank, the space name will be used. | |
| Space Custom Information | Info that will be visible to all users on the space card when the space is selected. | ||
| Booking Policy | yes | All spaces have to be assigned to a booking policy. | |
| Space Image | |||
| 2. Space Type | Space Class | yes | Depending on your environment configuration, you will have the corresponding selection in the dropdown. |
| Space Type | yes | Depending on your environment configuration, you will have the corresponding selection in the dropdown. | |
| Space Type Label | yes | A field that can be used to replace whatever text is in the Space Type field. Since space types are fixed (e.g. Desk, SitStandDesk etc.), sometimes it is necessary to replace their name with something more descriptive (e.g. Dual Monitor Desk). Where the space type isn't appropriate for that particular space, the Space Type Label can be used to replace the text displayed to users for the space type in Roamer and Flex. If it is left blank, the text of the space type will be used. | |
| Work Type | yes | Select from dropdown. Read what's included in the dropdown here: Why can't I see the all the available Work Types in the Space configuration page? |
|
| Capacity | yes | Limited by the system to be max. 10,000 | |
| 3. Location | Floors | yes | Indicate physical location of the space. |
| Zones | |||
| X-Coordinates | |||
| Y-Coordinates | |||
| 4. Properties and Thresholds | Bookable Setting | yes |
To select out of 4 options:
|
| Signs of Life Thresholds Min | To define if occupancy sensors are connected. | ||
| Digital Sign Type | |||
| Occupancy Type | |||
| Sensor Type | |||
| 5. Environmental | Environmental Zone | To define if environmental sensors are connected. | |
| Sound Range | |||
| Temperature Range | |||
| 6. Access Permissions | Space Ownership | Indicate the role or individual who is allowed to book this space. |
Importing spaces
To import multiple spaces with relevant configurations into the system, do the following:
- Click Import in the top right of the Spaces page.
- Download Template to ensure that your data is formatted correctly for IBSS system to consume.
- When the file is ready, click Select File and locate to the prepared import file with new or updated spaces.
- Click the Upload and Process button to confirm selection.
If you have a corresponding permission, you can view the progress of your import on the Background Processes page. If the upload is successful, you will see new records listed on the page.
Exporting spaces
You can export existing space records and choose what fields to include in the export file.
- Click Export in the top right of the Spaces table.
- Adjust filters as required.
- Select as many fields as needed that you want to include in the export file.
- Click Export to confirm.
If you have a corresponding permission, you can view the progress of your export on the Background Processes page. After the export process is finished, you will receive an email with the link to your file.