Meeting space resources

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A meeting space is any space where people collaborate, for example, a meeting room, a huddle space, a board room, or a training room. Each individual meeting space resource must be assigned to a group to manage the booking rules and permissions and can be assigned a workspace type and have attributes set, to help your users find the best meeting space to suit their requirements. Meeting spaces can be booked in five-minute increments.

Create meeting space resources for multiple occupancy spaces and when you want to offer booking time slots of 5 minutes (or more).

How to create or edit a meeting space resource

Sign in to Condeco as an Admin with Resource Management access and follow the steps to configure resources. Learn more about admin levels

Navigate to Application Setup > Resources.
Select the Country and choose Meeting spaces for the Resource Type.
Edit a meeting space: To edit an existing meeting space, locate the room in the list or type the name of the meeting space in the search box. Click the Edit icon, or to permanently remove a meeting space, click the Bin icon.

Create a meeting space: To create a new meeting space click Add Resource.

Refer to the table below and complete the fields for the resource.

Meeting space fields	Description
Resource ID	The unique value of the meeting space. The Resource ID is generated automatically and is only visible on the form when editing a space.
Name	Enter a name for the space. The name is displayed when choosing a space to book. We recommend including the location after the name, for example, a meeting space in New York might be Room01-NY.
Workspace type	Select the type of workspace from the list. Learn more: Workspace types
Status	Indicates if the meeting space is open or closed for bookings.
Group	Select the group to manage the booking rules, etc. Learn more: Group administration
Location	Select the meeting space location. Learn more: Locations
Floor	Select the floor where the space is located.
Zone	If zones are configured, select the zone where the space is located. Learn more: Zone administration
QR code value	The value of the QR code displayed at the meeting space that is used for checking in. Enable or disable QR scanning for the resource by toggling the Enabled box to the right. Learn more: QR codes
Vendor	Select the Vendor who will manage requests for changes to seating arrangements and styles for the meeting space. Learn more: Vendors
Profile	No longer in use.
e164	Enter the international telephone dialing code.
Dimensions	Enter the dimensions of the space in meters.
Tel Extension	Enter the telephone extension number for the space.
Supplier Cost per hour	If applied, costs can be reported with Condeco Reports.
Cost per hour	If applied, costs can be reported with Condeco Reports.
VAT Rate	Select the VAT percentage rate from the list. Either 10, 15, 17.5, or 20.
Minimum cost	If a cost per hour is set, you can set a minimum cost that will be charged for a booking.
Maximum cost	If a cost per hour is set, you can set a maximum total cost that will be charged for a booking, regardless of the number of hours booked.
Attached Virtual Meeting Room	Tick to enter details of an available virtual meeting room for the space.
VC Providers	Select a VC provider from the list and click Add More to add multiple providers.
Equipment mailbox	For use with the Condeco Outlook Add-in. Enter the email address for a paired video equipment mailbox.
Meeting Space Phone Num	Enter the phone number for the meeting space (if any).
Contact Name	Enter a contact name for the meeting space (if any).
Contact Phone	Enter the contact’s phone number.
Contact Email	Enter the contact’s email address.
Wayfinder URI	URL to access the image for the meeting space (if any).
Meeting space image	Click to upload an image of the meeting space. Images must be in JPG or PNG format and the filename must not include any special characters or spaces.
Floor plan	Click to upload an image of a floor plan that highlights the location of the meeting space on the floor. Images must be in JPG or PNG format and the filename must not include any special characters or spaces. Floor plan images added here are not interactive. To upload an interactive floor plan, see Floor plans
Meeting Space Messages	Enter information about the space that is shown to users before a booking is confirmed. The information is displayed as an alert after clicking 'Book', allowing the user to Accept or Decline as appropriate. If the user selects Decline, the space is not booked and the user is returned to the list of available meeting spaces where they can select a different space. Up to 10 messages can be added to each meeting space resource. Meeting space alerts are displayed during the booking process
Additional Information	Enter useful notes about the meeting space. The information is displayed on the 'Basic details' tab for the meeting space. Additional information is displayed on the meeting space's 'Basic Details' tab
Seating options	Various seating options are available to select for meeting spaces. Enter the details for each seating style the room can be configured in and mark the standard style as Default. For each style, add the maximum capacity and set the Setup and Clean Down times (in minutes or hours) to block before and after bookings, to allow the space to be configured or cleared up.