This guide will show you how to create, edit and manage room spaces.

1. Head to the Organisation Settings tab.

2. Find and click on the location where you want to create a room.

3. Within the location, navigate to the Spaces section. This section displays all the spaces of the location; Desks, Linked Spaces, Lockers, Parking and Spaces.

4. Hit the Create Space button at the bottom right of your screen to create a new space.

5. Using the newly opened window, select Space, and give the space a name.

6. Hit Create Space.

7. Your space has now been created, and you can see it displayed amongst the others.

8. To finish setting up your room or edit it, find it in the list and click on its Edit button. Alternatively, use the bin icon to delete the space.

For all general information about the new desk. Its location, name,... You can even add a picture and description.

The space will be shown as active on the Map.

Note: If the room is not enabled, it can't be booked.

The space is bookable by users.

By enabling "Use occupancy as availability", you will be prompted to fill in two fields; "minutes occupied before showing as booked" which is the amount of time the space has to be occupied before it is classified as occupied and "Minutes unoccupied before showing as available" which is the amount of time the space has to be empty before it is considered available.

Note: Space Bookable and use occupancy as availability cannot be toggled concurrently.

There are 3 calendar options:

With this option, each room is represented by a resource mailbox in Exchange Online. RICOH Spaces uses Microsoft Graph to create, update, and cancel meetings in that mailbox.

To configure this option, add your M365 or Google Workspace calendar resource email and select the correct tenant for that resource.

Requirement: Watcher

This setting is only for M365.

Click on Create Watcher to generate a link. Once generated, no further action is required. This allows your MS Calendar and RICOH Spaces to synchronise once a meeting room booking has been processed (room accepts the booking). It will then display the booking on your personal calendar and on the Room schedule.

Note: If you are editing the room, please note that you don't need to update the watcher.

Rooms/desks are created as resources in Google Calendar. Spaces uses Google Calendar API to manage events.

Rooms/desks are created as resources in Google Calendar. Spaces uses Google Calendar API to manage events.

With this option, RICOH Spaces keeps booking data entirely inside its own platform. No external room mailbox is created.

Use Case:

Note: If you select this option, recurring bookings will be impacted. Services (layout, catering, equipment) won't be able to be attached to the event, and the series cannot be edited. An occurrence or the whole series can be deleted.

IoT and auto cancellation are currently not supported with this option

Let users know about all the amenities available.

This is a pre-defined list; simply tick the amenities available.

Select the users who have access to this meeting room.

You can assign it to users and groups.

Note that on days users are not assigned to the room, anyone could request the room.

This is not available for rooms.

Can the room have different layouts? Add them and set up and reset times for each layout.

You can add sensors, which will then provide information about the occupancy of the room.

💡 Don't forget to hit Save when you have finished editing your space.