Create Events in Direct Spaces

Use the Direct Spaces app to quickly reserve rooms, desks, or other spaces. You can also streamline the booking process using the AI Agent.

1. In the main menu, tap Create Event.

   Your system administrator can customize the labels, so in your environment the label might appear differently, such as Create Meeting.

2. Select a booking intent.

   Your organization might include personalized intents. Without established intents, the default options are:

   • Book a Desk: Reserve a desk for individual work or meetings.

   • Book a Meeting : Schedule a meeting in a designated meeting room.

   • Book a Space: Reserve a larger space for events or gatherings.

   • Reserve Parking: Secure a parking spot for your meeting attendees.

   • Zoom Rooms Booking: Set up a virtual meeting using Zoom Rooms.

3. Enter the booking details:

   • Intent: Confirm the selected intent. Tap Edit to change it.

   • Use Favorites: Activate to quickly access your favorite booking settings.

   • Buildings: Tap the add icon and select one or more buildings where you want to book.

   • Date: Tap the calendar icon and select the booking date and time.

   • Duration: Tap the edit icon to manually enter the duration, or move the slider. You can select from 30 minutes to 15 hours.

   • Requested Capacity: Enter the desired capacity for the room.

   • Attendees: Add attendees to the meeting invitation. This is only available if your system administrator configures Exchange. Learn how to manage attendees and visitors.

4. Add new clients/visitors/guests/attendees:

   In Services, click Add New Clients/Visitors/Guest(s)/Attendee and complete the following fields:

   • Visitor or Guest: Name of the attendee.

   • Company Name: Company attendee is associated with.

   • Email: Email of the attendee.

   • Primary Phone: Phone number of the attendee.

   • Additional Notes: Any addition notes you want to add.
     

   Click Save and Close to move to the next step, click Save and Add Another to save and add another attendee, or Cancel.
   You can customize how the first contact is defaulted when creating a new booking. By default, the system uses the current logic based on the group selected. However, Accruent can configure one of the following options in the EMS Support Assistant:

   • Default: Uses the existing logic based on group criteria.

   • Do not default: Requires you to manually select the first contact from the list.

   • Default to logged in user: Automatically sets the first contact to the logged-in user's details, including name, phone, and email.

5. Tap More Filters to include additional information:

   • Locations: Filter results to specific locations.

   • Floors: Limit availability to specific building floors.

   • Setup Types: Select the preferred room layout, such as Collaboration Room, Conference, Office, Video Conference, or Workspace.

   • Room Types: Choose the room category, such as Auditorium, Classroom, or Conference.

   • Views: Select a view from your configured list of views, such as Video Conference Rooms, My Favorites, or Desk Sign Enabled Desks.

6. Tap Search Availability.

7. In the calendar view:

   • Browse available times and office locations, then select an available slot.

   • If no slots are available, tap Change Filters to update your preferences.

   • Click the arrows to the left or right of a meeting to move it backward or forward 15 minutes.

8. Tap Continue.

9. In the Create Event screen, review your booking details.

10. Choose one of the following:

    • Submit Event: Book the space.

      If the location you choose requires approval, a notification informs you that your request is in a Requested status pending review.

    • Start Over: Reset your selections.