Space Management Guide
Create, organize, and manage all your workspace spaces — rooms, desks, and special areas.
We start with Space hierarchy, move on to Space settings, cover Editing and archiving, and wrap up with Real-time space status.
Space hierarchy
Links organizes spaces in a four-level hierarchy:
Organization
└── Building (e.g. HQ, Branch London)
└── Floor (e.g. 3rd Floor)
└── Space (e.g. Boardroom A)
Navigate to Dashboard → Locations to manage buildings and floors. Spaces are created within floors under Dashboard → Spaces.
Space settings
Each space has three configuration tabs:
General
- Name, type, capacity, floor, photo
- Amenities (checkboxes + custom amenities)
- Description visible to bookers
Booking Rules
- Minimum / maximum booking duration
- Advance notice required (e.g. 15 min ahead)
- Maximum advance booking window (e.g. 30 days ahead)
- Approval required (automatic vs. manager approval)
- Auto check-in / check-out times
Access
- Who can book this space (All members, specific teams, or specific roles)
- Blackout dates (e.g. public holidays, maintenance windows)
Editing and archiving
To edit a space: Spaces → [Space Name] → Edit.
To temporarily disable a space without deleting it, use Archive. Archived spaces:
- Disappear from the booking interface
- Retain their booking history
- Can be restored at any time
To permanently delete a space: Space Settings → Delete Space. This action cannot be undone and removes all future bookings.
Real-time space status
Every space shows one of these statuses in real time:
| Status | Meaning | Display Color |
|---|---|---|
| Available | No booking, no check-in | Green |
| Booked | Has an upcoming booking | Amber |
| Occupied | Checked-in / sensor detected | Red |
| Cleaning | Post-booking cleanup window | Blue |
| Offline | Display disconnected | Gray |
Status is refreshed every 30 seconds from sensors and calendar sync.