How can we help?

You must have one of these roles to access and manage Spaces in Rooms Admin.

Before You Begin

⚠️ Important: Before you create a Space, make sure the following are set up:

• A Building — All Spaces must belong to an existing building.
  See: How to Add a Building
• At least one Space Type — Every Space requires a Space Type to describe its purpose and enable the right Custom Questions.
  See: How to Add a Space Type

What Is a Space?

A Space is a reservable room or area within a building — like a conference room, ballroom, classroom, quiet zone, or sports facility. Each Space belongs to a single Building and can be customized with its own details and approvers.

Step-by-Step Instructions

1. Navigate to Add Space

Go to Rooms Admin > Buildings > All Buildings, then select an existing Building and click Add Space.

2. Enter Space Details

Fill out the required and optional fields:

• Name (required)
• Space Type (required) – Select one or more existing Space Types
• Minimum Capacity
• Maximum Capacity (required)
• Space Hours (required)
• Description – Help users understand what the space is used for

3. Set Allowed Use Options

Define what's permitted in the space using these options:

• Noise Level – Silent, Quiet, or Loud
• Food & Drink – Food & Drink, Alcohol

4. Add Approvers (Optional)

Enter the email address of users who should approve reservation requests for this specific space.

NOTE: If left blank, the system will use the Building approvers. If no approvers are set at either level, requests will be automatically approved.

5. Upload Photos (Optional)

Photos help users understand what the space looks like before reserving it.

• Accepted file types: JPEG, PNG, WEBP
• Max file size: 10MB
• Alt text/description limit: 250 characters

6. Save Your Space

Click Save to finish adding your new space to the building.

Don’t forget to save — your space won’t be created otherwise.

Tips for Success

• Use consistent names — e.g., “Conference Room A” vs. “Conf A”
• Make sure Space Types are well-defined prior to creating your spaces — they drive Custom Questions and user experience
• Only assign approvers if they manage this specific space — otherwise, manage approvals at the Building level
• Include accurate capacity limits to avoid overbooking
• Add photos whenever possible to help users make informed choices

Note: Custom Questions are tied to Space Types, not individual Spaces.
Choosing the right Space Type ensures that users are shown the correct questions when making a reservation.