The space management process for any new site creates a "digital twin" in the essensys Platform that models your real-world spaces (the sites, floors, offices, and so on that you are responsible for in the real world). It is this model that lets you map infrastructure to physical locations, lease spaces at your site to occupiers, and so on.
Important: As a minimum, your basic site will be modeled by essensys. Depending on your agreement with essensys, we may also model floors and spaces on your behalf as part of on-boarding. These instructions are for you to understand how to update the model on an ongoing basis; for example, if a desk is added to a meeting room, you may need to update your spaces to reflect that change.
It is very important that your modeled site in the essensys Platform accurately reflects your site in real life. This is because the model is used to understand and manage your spaces, and the occupancy of those spaces.
If you model your spaces accurately in essensys Platform:
You can use your model to easily locate the infrastructure at your site. For example, you can identify which rooms contain particular floor ports.
You can determine which of your spaces are available for lease to an occupier. For example, you can identify a wing on one of your floors that is both available and occupiable.
Tip: Your spaces should be modeled in a hierarchy, with those that are physically inside other spaces in real life modeled as interior spaces. For example, desks that are inside offices should be modeled as the interior spaces of those parent offices.
How are my spaces modeled?
Before you begin
The space management steps are the first that happen in the essensys Platform; however, you need to ensure the following has already taken place:
Your physical infrastructure is installed at the site by essensys.
Your site is modeled in the essensys Platform in advance of your beginning work.
You are registered as a user on the essensys Platform.
Note: When you are registered as a user in the essensys Platform, you will be invited by email to create a password and sign in.
How do I access the space management pages?
Click Spaces in the main menu to open the Site page.
The areas of the page are as follows:
The Site list contains the operator's sites and any floors modeled at that site.
To view and edit the site details, click the site name.
Tip: You can filter the list of sites by typing a site name into the search field above the list. The search is performed as you type, and # sites shows how many sites are visible with the filter applied.
To add new floors to your site, click the site name, and then click Add floors.
To update the details of an existing floor, click the floor name and then click Edit.
When you select a floor in the Site list (1), the spaces on that floor show in the Spaces list (2).
To add, modify, or delete spaces on the selected floor, click Manage Spaces.
Tip: You can filter the list of spaces by selecting the space type or space status that you are interested in from the filter list above the Spaces.
When you select a space in the Spaces list, the details of that space open in the main editor.
To edit the space's details, click Edit.
What does space management entail?
The core space management tasks are all modeling tasks:
Check and update site details.
Before you begin, essensys will create the initial model of your site with the correct name, address, and time zone details as a minimum. You should check that those details are correct and, optionally, supply opening times, a phone number, and so on.
Check and update the floors at the site.
Once the details of the site are correct, create each of the floors.
Check and update the spaces on each of the floors.
Once the floors are modeled, the spaces on that floor need to be modeled. These spaces may be leased by your occupiers and services may be consumed there. These spaces may represent wings of your building, co-working spaces, offices, or even desks.
You will also need to configure your spaces to describe each in more detail; to add pricing for leases of the space, to indicate the amenities available in each space (space tags), and to enable floor ports. This further step requires that: