Manage spaces

With the Manage District Settings user permission, you can add, edit, copy, merge, inactivate, and delete spaces within a site, such as the auditorium, classroom, or computer lab.

Video: Locations Overview

To add a new space:

1. Select Locations > Manage Spaces. The Manage Spaces page appears.

   

2. Select  Actions > Add Space. A pop-up appears.

   

3. Complete the following fields:

   Field	Description
   Site	Select the site where you want this space to appear. Important:  • The site serves as a template and automatically populates the following space settings: Default Approval Path Approval Path by Classifications Billing Office User Additionally Notified Users Background Color Text Color Classifications Allowed • You can update any of these settings at the space level, if needed.
   Type	Select the space type you want.
   Name	Enter a unique name.
   Is Athletic?	To show in athletic integrations, select Yes.
   Show Event Details	Select one of the following: Defer to use the next item on the visibility ranking to show or hide event type on the public calendar. No to hide event type on the public calendar. Yes to show event type on the public calendar.
   Always Available	To check whether the space has a conflict before a request is submitted, select No.
   Budget Code	Select the budget code you want.
   Work Orders space	Select the space you want to map this space to in Work Orders.
   Background Color	Enter a hex code, or choose a color from the palette.
   Text Color	Enter a hex code, or choose a color from the palette.
   Google Calendar ID	If you are syncing with Google Calendar, enter the ID.
   Max Occupancy	Enter the maximum number of people the space can hold.
   Default Setup Time for this space	Enter the number of minutes for the setup time. Note: Leave blank to have requestors enter the setup time on the request form.
   Default Breakdown Time for this space	Enter the number of minutes for the breakdown time. Note: Leave blank to have requestors enter the breakdown time on the request form.
   Notes	Enter any notes.

4. Under Public Display, upload an image. To include the space in gallery view, select the Include in Gallery View checkbox.

5. Under Rate Information, do the following:

   

   a.  Select the Rate Period: Per Hour or Per Event. b.  Enter a Default Rate. To set the default at TBD (to be determined), select the checkbox. Note: Selecting the TBD checkbox will override any space costs for classifications. c.  To Use Minimum Charge, select the checkbox. d.  Under Rate Per Class, for each classification, do the following:

6. Under Rate Per Class, for each classification, do the following:

   Select the rate period: Per Hour or Per Event. Enter the rate for weekdays, Saturdays, and Sundays. If you selected the Use Minimum Charge checkbox, also enter the minimum hours, minimum charge, and successive rate.

7. Next to Default Approval Path, select the desired path, or select No Approval Required.

   Notes: To edit an existing approval path, click Edit, make any changes, and click Save. To add a new approval path, click Add New, enter the information, and click Save. To set approval paths by classification, click next to the classification, select the desired path. The default class is overridden.

8. Select a Billing Office User to receive a copy of the invoice.
9. Select any Additionally Notified Users.
10. Under Fields, Select any fields you want to show when the space is requested.

11. Under Classifications Allowed, Select which classifications can request the space.

    Note: Admins can bypass the classifications allowed by submitting a request on behalf of a group.

12. To import a calendar via iCal, do the following:

    Click + Add Url. Copy the desired URL from your calendar, and paste it in the field. Select which Event Types you want imported. Click Save.

13. If you are integrated with Schedule Star, select the facilities you want to link.
14. If you are integrated with Avigilon, select the doors you want to link.

15. Under Linked Spaces, select which spaces you want to link. This will block them when this space is reserved.

    Examples: You can have both full-court and half-court basketball spaces. When a full court is reserved, it will block the half-court space. A middle school and high school share a theater. It can be viewed and requested from both sites.

16. Click Save.

To manage an existing space:

1. Select Locations > Manage Spaces. The Manage Spaces page appears.

   

2. Next to the space you want, do any of the following:

   To...	Then...
   Edit a an existing space	Click . A pop-up appears. Make your changes. Click Save.
   Copy a space Note: When a space is copied, a new name is required. All information – including rates, approval paths, billing office user, classifications allowed, and fields – are kept.	Click . Enter a new name. Make your changes. Click Save.
   Create an iCal link	Click . A pop-up appears. To apply a custom date range, enter a Start Date and End Date. Click Copy link to Clipboard.
   Merge requests to another space	Click . A pop-up appears. Select the space you want to move the requests to. Click Save.
   Inactivate an existing space Note: This prevents the space from being requested.	Click . A confirmation message appears. Click Yes.
   Activate an existing space Note: This lets the space be requested.	Click . A confirmation message appears. Click Yes.
   Delete a space Note: This is available only if the space is not associated with any requests or events.	Click . A confirmation message appears. Click Yes.
   View the space history	Click . A pop-up appears. Select Actions > Change History. The Space Change History appears, including Field Name, Action, Updated By, and Updated Date.