Applies to app version 2026.02 onwards
You can manage spaces per building in Setup > Portfolio > 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.
✅ On this page, you can:
- Search for a specific space
- Filter the existing spaces to view spaces by:
- Space Type
- Status (enabled or disabled)
- Policy
- Floor
- Set the space status to enabled or disabled for one or more spaces.
For this, select one or more spaces with disabled status to enable them. Same works for enabled spaces: select one or more to move them to disabled status. If you select spaces with different statuses, the Set Status button is not available. - 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.
Permissions required for Space management functionality
ℹ️
All pages and actions within IBSS apps are security controlled.
Permissions required for the events functionality:
| Action | Rights |
|---|---|
| See the Spaces page (Portfolio > Spaces) |
ADMINPORTAL.PortfolioSetup.Spaces DATAMODEL.Spaces.Read |
| Edit a space | DATAMODEL.Spaces.Update |
| Add a space | DATAMODEL.Spaces.Create |
| Delete a space | DATAMODEL.Spaces.Delete |
Adding a space
To add a space for a building in your organisation, click + Add and fill in the space details on the page that opens.
View comments to filling the fields on this page.
| Section | Field | Mandatory | Comments |
|---|---|---|---|
| 1. Overview | Building | ✅ | To indicate where the space is located. |
| Space ID | ✅ | We recommend adding building and space name in this field. | |
| Active Space | Toggle to make space visible for booking | ||
| Catering | Toggle to allow ordering catering into the space | ||
| Service Requests | Toggle to enable raising service requests for the space | ||
| Available for events | Toggle to enable space for conducting events | ||
| RoomInfo (Space Guides) | Toggle to show space guides for the space that were added in previous versions | ||
| Is an arrival location | Toggle to enable the space in the Arrival Location dropdown when creating a visitor. | ||
| Presentation aid | Toggles to indicate that the space has resources enabled for booking | ||
| Hearing aid | |||
| AV Resource | |||
| Lighting | Toggles to enable in-room control for lighting, blind, and temperature if the space is connected to | ||
| Blinds | |||
| Temperature | |||
| Name | ✅ | The name given to the space that is shown to users in Roamer, Flex etc. | |
| Space Name Label | ✅ | 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. | |
| Bookable Setting | ✅ |
To select out of 4 options:
|
|
| Space Details | Info that will be visible to all users on the space card when the space is selected. | ||
| Booking Policy | ✅ | All spaces have to be assigned to a booking policy. | |
| Space Image |
Supported resolution limit is 640 × 360 pixels (16:9). Format: PNG or JPG |
||
| 2. Space Type | Space Class | ✅ | Depending on your environment configuration, you will have the corresponding selection in the dropdown. |
| Space Type | ✅ | Depending on your environment configuration, you will have the corresponding selection in the dropdown. | |
| Space Type Label | ✅ | 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 | ✅ | 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? |
|
| Space Capacity | ✅ | Limited by the system to be max. 10,000 | |
| 3. Location | Floors | ✅ | Indicate physical location of the space. |
| Zones | |||
| X-Coordinates | |||
| Y-Coordinates | |||
| 4. Properties and Thresholds | Signs of Life Thresholds Min | To define if occupancy sensors are connected. | |
| Digital Sign Type | |||
| Occupancy Type | |||
| Sensor Type | |||
| 5. Space Guides |
Space Guide selector to choose from the Space Guides that are already in the system. ⚠️ The action button becomes available only once the space is set up and saved. 📝 Learn how to add space guides to IBSS here: Space Guides page in Setup |
||
| 6. Environmental | Sound Range | To define if environmental sensors are connected. | |
| Temperature Range | |||
| 7. External Systems | External Booking System | Used to connect to external systems | |
| External Catering System | |||
| Space ID for External Booking System | |||
| Space ID for External Catering System | |||
| 8. 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 Setup > System > 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 fields that you want to include in the export file.
- Click Export to confirm.
If you have the corresponding permission, you can view the progress of your export on the Setup > System > Background Processes page. After the export process is finished, you will receive an email with the link to your file.