Workplace management
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      Setting up your office

      This article explains how to create locations and floors of your physical space.

      Jump to:

      1. How to create a new location

      2. How to create a new floor

      Administrators have the ability to organise the office into locations and floors. Each Location has one or several Floors.

      Locations are used to describe the physical aspect of the organisation. For example, if your company has 4 offices around the world, you would have 4 different locations, each with its own timezone.

      1. How to create a new location

      The Locations section can be accessed by clicking Manage → Locations of the menu. 

      To create a new location, go to Manage → Locations → Add+.

      Screenshot 2021-08-12 at 15.41.08General

      Define the location's name and the time-zone in which the location is. Specify its capacity and managers. 

      The time-zones are abbreviations, typically paired with a couple of large cities to provide you with a general idea about this location.

      Schedule

      In this tab, you can specify the location's schedule (work hours). Read more about it here.

      Visibility

      Use this tab to define the location's visibility settings:

      Booker - if set to "Hide name", the booker's name will be hidden from the map for standard users. If set to "Hide name and assigned seat booking status", the assigned seats will appear as disabled even if when booked, to avoid the inference of the booker based on assignment.

      Spaces - show all or hide non-bookable space groups.

      Space groups - show on or hide from the timeline.

      Emergency

      Set up emergency roles in the location. Read more about it here.

      Survey

      Activate the satisfaction survey sent for users after their booking in the location. Read more about it here.

      Don't forget to save your settings.

      2. How to create a new floor

      After creating a location, you can create its floors.

      To create a new floor, go to Manage → Floors → Add+

      Name your floor, select its location, add capacity and pixel to meter ratio specifications. Then, add the floor plan.

      You have to upload a high resolution PNG or JPEG, depending on how large your floor plan is. The YAROOMS map will zoom in - if your image has many details, be sure to have a resolution high enough so that it doesn't pixelate when zoomed.
      The map view is optimised for transparent PNGs, so we recommend leaving areas that are not part of the building or floor as transparent.

      The uploaded image will be a background on which you will proceed to place your spaces. If the shape or dimension of the new floor plan is different from the old one, the spaces will appear as shifted.

      If you have multiple floors, you will also be able to input the order in which you want them to be displayed.

      If you have multiple locations, make sure you select the correct location of the floor.