Space guides are short information pages, such as how to use a room's equipment or health and safety instructions, that you attach to spaces. This article is for administrators who configure spaces. It explains how to create, edit and delete space guides in Setup, how to assign them to spaces, and what users see in Workspace and Roamer X.

About space guides

• You create each space guide for a building. You can then assign it to any space in that building.
• A space can have several space guides, and one space guide can be assigned to several spaces.
• Each guide has a title, a short description, a full description with formatting, an optional image and a schedule that sets when the guide is active.
• Users see the guides assigned to a space when they view that space's information in Workspace or Roamer X.

View your space guides

1. In Setup, go to User Interface > Space Guides.
2. The Space Guides page lists the guides with the columns Title, Active/Start, and Expire/End.
3. To find a specific guide, enter part of its title in the search box.

Create a space guide

1. On the Space Guides page, select + Add. The Space Guide Details page opens.
2. (required) In Title, enter a title.
3. In Short Description, enter a short summary. Users see this text on the guide's tile.
4. In Full Description, enter the full guide. You can add formatting such as bold text, bulleted lists, and links. This is displayed once the full guide is opened.
5. Select image to be displayed with the space guide.
6. (required) Under Schedule, set Active / Start, the date and time from which the guide is active.
7. Optionally, set Expire / End, the date and time when the guide stops being active.
8. Select Save. The new guide appears on the Space Guides page.
   
   ⚠️ You can assign spaces to a new guide only after you save it.

Note: For security, the full description is sanitised when it's saved, so scripts and other unsafe HTML are removed. Standard formatting is kept.

Edit a space guide

1. On the Space Guides page, open the guide you want to change.
2. Change the fields you need. The page shows the current values.
3. Select Save. To discard your changes, select Cancel.

Delete a space guide

1. On the Space Guides page, select the guide you want to delete. Delete is available only when a guide is selected.
2. Select Delete, then confirm.

Important: Deleting a guide removes it for all users.

Assign space guides to a space

Use this method to add one or more guides to a single space.

1. On the Portfolio > Spaces page, open an existing space. The Space Guides section is available only when you edit an existing space, not when you create one.
2. In the Space Guides section, select Assign Guides. A list opens with the guides that belong to the space's building.
3. Move the guides you want from the available list to the assigned list. You can select several guides at once.
4. Select OK. The guides appear in the Space Guides section of the space.

To remove a guide from a space, open the space, remove the guide in the Space Guides section and select OK. 

📝 Read more about setting up a space for a building here: Spaces page in Setup.

Assign spaces to a space guide

Use this method to add one guide to many spaces at once.

1. Go to User Interface > Space Guides and open the guide.
2. In the Spaces section, the spaces list shows Available spaces on the left and Assigned spaces on the right. Spaces already linked to the guide are shown as assigned.
3. To find a space, enter its name or ID in the search box.
4. To assign spaces, move them from Available to Assigned. To remove spaces, move them back to Available.
5. Select Save. If you select Cancel or leave the page without saving, your changes are discarded.

Assignments are shared by both methods. A guide you assign from the guide appears on the space, and the other way round.

What users see

After you assign a guide to a space, users see it when it's active, that is, between its Active / Start and Expire / End dates.

Workspace

• When users open a space's information pop-up, for example from a space card while booking, the assigned guides are shown as tiles with the title and short description.
• Users select a space tile from the map to open the guide and see the full description.
• The image is shown only when it has been added to a space guide.

Roamer X

• On a space's details, users select Show more space info to see the space's features and guides. The button then reads Show less space info. If a space has no guides, the button isn't shown.
• Users select a guide in the Space Guides section to open it.
• Guides are also shown on the details of a booking for that space.
• Links in the guide text, and the action link at the bottom of a guide, open in the device's browser.