Shared Spaces allow you to quickly book seats in designated zones or clusters within your building, making it easy to coordinate with colleagues and optimize workspace usage in flex office environments.

What is a Shared Space?

A Shared Space is a bookable zone containing multiple seats that users can reserve by day or half-day. Unlike individual workstations, Shared Spaces show a real-time availability counter (e.g., "8/12 seats available") and display which colleagues have already booked seats in the same area.

Key characteristics:

• Multiple seats per space with fixed capacity
• Bookable by full day or half-day only
• Real-time seat counter showing availability
• Visible user avatars showing who else has booked

Finding Shared Spaces

From the Reservation Module

1. Navigate to Reservation from the main menu
2. Click on the Shared Space card on the home page
3. You'll see all available Shared Spaces in your building displayed as cards

From the Map View

1. Open the Map from the Reservation module
2. Select Shared Spaces from the resource type filter
3. Shared Spaces appear as colored zones on the floor plan:
   • Green zones = seats available
   • Red zones = fully booked
   • Gray zones = closed

From Attendance

1. Go to Attendance and set your status to "On site"
2. Click "Book a seat"
3. You'll be redirected to the map where you can choose a Shared Space or Workstation

Understanding Availability

Seat Counter

Each Shared Space displays a counter showing X/Y seats available:

• X = Number of seats still available
• Y = Total capacity of the space

Status badges:

• Green badge = Seats available
• Red badge = Fully booked (0 seats remaining)
• Gray icon = Space is closed

User Avatars

You'll see up to 4 profile pictures of colleagues who have already booked seats in that space.

• On web (PC): Click an avatar to open a pop-up with that user’s profile.
• On mobile: Tap the avatars to open the full list of people who booked seats for that Shared Space. Then tap a user in the list to open their profile.

Note: Users who chose to hide their bookings will appear as "Anonymous."

Booking a Shared Space

Step-by-Step Booking Process

1. Select a Shared Space
   • Click on a Shared Space card from the grid view or map view
   • The booking form opens automatically
2. Choose Your Dates
   • Select start and end dates
   • Choose Full Day or Half-Day (Morning or Afternoon)
   • Add recurrence if needed (if enabled by your administrator)

3. Select Number of Seats

   • Enter the number of seats you need (default is 1)
   • You cannot book more seats than are currently available

   Note: By default, you can only book 1 seat. You can book multiple seats only if "Allow multiple bookings" is enabled for the space.

4. Book for Others (Optional)

   • Use the "Book as" dropdown to assign seats to specific colleagues
   • You'll see users from your company in the dropdown
   • Your name is pre-selected but can be changed
   • Each person can be assigned only 1 seat
   • Unassigned seats are automatically attributed to you

   Booking permissions:

   Managers can book for anyone, regardless of cost

4. Privacy Settings (Optional)

• Check "Do not show this booking to other users" if you want to remain anonymous
• Your booking will appear as "Anonymous" in the user list

5. Confirm Your Booking

• Click the "Book" button
• You'll see a confirmation toast notification
• The booking is added to My Bookings
• You'll receive an email notification confirming your reservation

Filtering and Sorting

Filter by Capacity

Use the Capacity filter to find spaces with a specific number of available seats:

1. Click "+More" in the filters section
2. Select Capacity
3. Enter the minimum number of seats you need
4. Only Shared Spaces with at least that many seats available will be displayed

Example: If you filter for "≥ 3 seats," only spaces with 3 or more available seats will appear.

Other Filters

• Search by name – Type the Shared Space name
• Dates – Select specific dates for availability
• Bookmark – View your favorited spaces
• Floor – Filter by building floor
• Services – Find spaces with specific amenities

Automatic Sorting

Shared Spaces are automatically sorted to help you find availability quickly:

• Available spaces (with seats remaining) appear first, sorted by most available seats
• Full spaces appear at the bottom, sorted alphabetically

Managing Your Bookings

View Your Reservations

1. Go to My Bookings from the main menu
2. Find your Shared Space booking in the list
3. Click to view details including:
   • Shared Space name and location
   • Number of seats booked
   • Date, time slot, and duration
   • Who booked for me (if booked by colleagues)

Modify a Booking

1. Open the booking from My Bookings
2. Click "Modify"
3. You can change:
   • Booking dates
   • Time slot (full day or half-day)
4. Click "Save" to confirm changes

Note: You cannot change the number of seats or beneficiaries when modifying. Cancel and create a new booking instead.

Cancel a Booking

1. Open the booking from My Bookings
2. Click "Cancel"
3. If it's a recurring booking, choose to cancel:
   • This occurrence only
   • All future occurrences
4. Confirm the cancellation

When you cancel, the seats become immediately available for others to book, and the availability counter updates automatically.

Tips for Using Shared Spaces

✓ Book Early Popular spaces fill up quickly, especially on busy office days. Book in advance to secure your preferred location.

✓ Check Who's Coming Use the user avatars to see which teammates have already booked seats, making it easier to coordinate with your team.

✓ Use the Capacity Filter If you need to book for a group, use the capacity filter to quickly find spaces with enough availability.

✓ Cancel Promptly If your plans change, cancel your booking as soon as possible so colleagues can use those seats.

Common Questions

• Can I book a Shared Space for multiple consecutive days? Yes! Select your start and end dates in the booking form. You can also use the recurrence option if your administrator has enabled it for recurring weekly bookings.
• Why can't I book multiple seats in some Shared Spaces? Multi-seat booking must be enabled individually for each Shared Space by your administrator. If this option isn't available, you can only book one seat per reservation.
• I booked 5 seats but only assigned 3 to colleagues. What happens to the other 2 seats? The remaining unassigned seats are automatically attributed to you (the person making the booking). You effectively have 3 seats total under your name.
• Can I see calendar or timeline views for Shared Spaces? No, Shared Spaces do not support calendar or timeline views. You'll see availability through the counter (X/Y) and status badges (green/red) on each space card.
• How do I add a Shared Space booking to my calendar? Open your booking from My Bookings and click "Add to calendar". This will create a calendar event with all booking details.