Property Spaces/Floors

Adding a space allows you to define a new space within a property. To add a space:

1. In the Space Description field, enter a name for the new space.

2. In the Account field, select the account that costs for this space should be billed to.

3. In the Tower/Wing field, select the tower or wing the space is located in.

   This field only appears if the selected property requires a tower/wing specification.

4. Click the Contact Person Select link to identify the person who can be contacted in regard to the space.

   Contacts can only be chosen from a list of full users.

5. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

6. In the Occupants - Day field, enter the number of occupants that are normally in the space during the day.

7. In the Occupants - Night field, enter the number of occupants that are normally in the space during the night.

8. In the Occupants - Total field, enter the total number of occupants that are normally in the space.

   This value often is, but need not be, the number of daytime occupants plus the nighttime occupants.

9. In the Floor field, select the floor the space is located on.

10. In the Rate Schedule field, select the labor rate schedule that should be used in the space.

    Labor rate schedules define the default billing rate for labor for different types of work that are performed in the space. For more information, see Labor Rate Schedules.

11. In the Occupancy Status field, select a value indicating whether the space is currently occupied or vacant.

12. In the Common Area field, select Yes if the space is a common area or shared space (for example, a lobby or bathroom).

13. Click ADD.

    The space is added to the list of spaces in the Current Spaces pane.

The Current Spaces/Floors pane lists all of the spaces that have been defined within the selected property. For each space, the following information is displayed:

• Status – indicates whether the space is Active or Inactive
• Description – a description or name for the space
• Account – the account that costs for this space are billed to
• Contact – the name of the person who can be contacted in regard to the space
• Room Type – the type of room the space occupies
• Close Notif – indicates whether close notification emails should be sent out when work requests are closed in this space
• Allow Surveys – indicates whether surveys can be sent upon completion of work order requests in this space
• Tab Order – indicates the value's position in drop-down menus where lower numbered values are listed first
• Rate Schedule – the rate schedule in use in the space; clicking this link opens the Rate Schedule page
• View Details – this link appears only if the Space module is enabled; clicking it opens the View Space page for the space
• EDIT – click this button to edit the space
• DEL – click this button to delete the space

If the Show Detail check box is selected, the following additional information is displayed for each space.

• Occupants Day/Night/Total – the total number of employees within a space during the specified time periods
• Floor – the floor the space is located on
• Size – the amount of area included in the space
• Billing – either Standard or Non-Billable, indicating which billing rules apply
• Common Area – Yes if the space is a common, shared area
• External Space ID – a space ID used in conjunction with an external system
• Zones - a list of zones that the space is included in

Editing a space allows you to make changes to a space's basic parameters and define additional parameters that are not available on the Add Space pane. To edit a space:

1. Click the EDIT button to the right of the space you want to edit.

   The Edit Space window opens.

2. In the Space Description field, modify the name of the new space.

3. In the Account field, select the account that costs for this space should be billed to.

4. Click the Contact Person Select link to identify the person who can be contacted in regard to the space.

   Contacts can only be chosen from a list of full users. The contact you select becomes the default contact for work orders created for the space.

5. In the Request Close Notification field, select Yes if close notification emails should be sent when work requests that were created for this are closed.

   A super administrator must enable this function at the installation level.

6. In the Cost Code field, select the cost code for the space.

   Assigning a cost code to a space allows work orders to track costs by the type of space (for example, retail space costs or office space costs). This value is included in several work order reports.

7. In the Status field, select Active or Inactive.

   Active spaces are available for users to select. Inactive spaces remain in the system, but cannot be accessed by users.

8. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

9. In the Room Type field, select the type of room the space occupies (for example, retail, office, or bathroom).

   This value is used with the Inspection module for reporting on inspections by room type

10. In the Occupants - Day field, enter the number of occupants that are normally in the space during the day.

11. In the Occupants - Night field, enter the number of occupants that are normally in the space during the night.

12. In the Occupants - Total field, enter the total number of occupants that are normally in the space.

    This value often is, but need not be, the number of daytime occupants plus the nighttime occupants. This information is used within the EP module to indicate the number of possible employees to emergency responders.

13. In the Floor field, select the floor the space is located on.

14. The Default Space field cannot be edited and indicates whether this space is the default space for the property.

    The default space is the space that work is assigned to if no other space is selected.

15. From the Allow Surveys drop-down menu , select a Yes or No value.

    If set to Yes, this space is set up to allow surveys to be sent to users who make work requests upon the completion of the work. For more information, see Survey Rules.

16. In the Size field, enter the total area of the space.

17. In the Rate Schedule field, select the labor rate schedule that should be used in the space.

    Labor rate schedules define the default billing rate for labor for different types of work that are performed in the space. For more information, see Labor Rate Schedules.

18. In the External Space ID field, enter any required identifier of the space that is used in conjunction with an external system.

19. In the Billing field, select Standard if standard billing rules apply in this space, Non-Billing if they do not apply.

20. In the Occupancy Status field, select a value indicating whether the space is currently occupied or vacant.

21. In the Common Area field, select Yes if the space is a common area or shared space (for example, a lobby or bathroom).

22. The Last Updated field is for display only and indicates the date and time on which this space was last updated.

23. Click UPDATE.

If a space is not needed or was entered in error, you can delete it from the system.

Only spaces that are not being used can be deleted. You cannot delete a space if it has subSpaces or work requests associated with it. If a space has been used but is no longer needed, you can edit it and make it Inactive to prevent it from being accessed by users.

To delete a space:

1. Click the DEL link to the right of the space you want to delete.

   A dialog box opens asking you to confirm your choice.

2. Click OK.

The Other Options pane allows you to create additional spaces by making copies of spaces that exist at one property and adding them to another property. This feature provides a convenient shortcut for adding similar spaces to several properties.

Copying spaces from a property adds the copied spaces to the existing spaces already defined for a property. Copied spaces are not linked to the spaces at the original property in any way.

To copy spaces:

1. In the Copy From Property ID field, enter the property ID of the property containing the spaces you want to copy.

   You must enter the property ID, not the name.

2. Click COPY.

   All of the spaces from the specified property are copied to the new property.

3. If spaces were copied that are not applicable to the property, you can click the DEL link to delete them.

   You must delete the unneeded spaces before any user creates subSpaces below them or assigns any work orders to them.