# Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation This site has an agentic ask interface you may use to query the documentation dynamically by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.gospace.com/index.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. --- # Welcome to gospace gospace AI is the world's only 100% automated and intelligent space scheduling solution. Unlike traditional office reservation systems, employees don't need to book anything. Instead, gospace AI continually learns how employees use the office, forecasts demand, and automatically adapts to provide the right amount and type of space for dynamic teams. Through seamless integration with existing collaboration platforms like Microsoft 365, gospace AI makes it effortless for employees to coordinate with their colleagues in-office, alleviating the hassle of manual booking. By intelligently predicting how many people from each team will be in the office every day, gospace AI can automatically notify employees where their team space is via MS Teams, mobile, or email. Employees can also check when their colleagues will be in the office, create their own teams, set their fixed 'in-office' days, and invite others to join them. gospace AI makes hybrid work easy and productive for employees while continuously identifying permanent space and operational savings, and reducing environmental emissions by autonomously optimising building capacity. It revolutionises space management by creating dynamic neighbourhoods each day for each team, based on historical attendance patterns, employee preferences, and new scheduling constraints. This provides a unique blend of automation, flexibility, and control tailored to modern, dynamic work environments. gospace is powered by AIDRA, our revolutionary AI engine. AIDRA automatically allocates space to teams every day, accommodating every team's requirements while remembering where they were previously allocated, as well as automatically optimising the amount of space used. #### Go beyond desk booking
Automated schedulingManage your schedule and set your fixed days
Scenario planningPlan ahead for optimal space efficiency
Seamless integrationsIntegrate without disrupting operations
# Our mission
gospace brings people & teams together, optimising when they go into the office, and ensuring they have the best space for their requirements when they do. We do this by measuring 2 success metrics: * Co attendance: Recommending what days to come into the office so that a user is in the office the same day as who they collaborate with. * Co location: Intelligently allocating a user space with people they collaborate with that best fit their requirements. Below see a diagram explaining how we derive these metrics:
Our ideal customer profile is a dynamic organisation that wants to move away from booking entirely, however gospace is dynamic enough to work even alongside a booking solution. Simply put, Aidra (our AI) uses an occupancy integration to forecast what days a user is likely to attend the office, and automatically books them in, from here gospace will automatically identify connections between collaborating individuals or teams, then allocate space to each team and individual that day from the forecasting which best fit their needs. ## How to get started with gospace
Understanding the outputsInstagram Post Manual (3).png
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# Features overview ## Our feature presets:
Our basic offering lets users schedule manually by selecting a location and entering their requirements. Aidra then automatically allocates the optimal space or room.Instagram Post Manual.png
This feature set is ideal for highly dynamic organizations. gospace relieves employees from the frustrating process of choosing and booking desks by automating the scheduling process.Instagram Post Manual (1).png
Our auto-allocate feature automatically assigns team zones based on forecasted or peak attendance, removing the need for scheduling entirely. Employees simply receive notifications when their team zone changes.Instagram Post Manual (2).png
## Allocation options #### By space Allocations can be done typically by space, meaning teams are allocated their own dynamic neighborhood. Or if people are being allocated without a team they’ll be allocated space/s #### By zone Allocations can be done by zones on the floorplan (zones can be configured via the floorplan component in the workplace tab of the admin console), meaning the allocation the user sees in their notification or the user app shows the zone on the floorplan of where the persons/teams allocation actually resides, and the people within that zone can self organise who has what space within the zone ## Organisation level features #### Notifications Receive notifications about scheduling activities and automatic allocations from Aidra—all without opening the app. * MS Teams * Push * Email #### Custom teams Users can create custom teams in the app and link them to existing teams. For example, you could create a custom team called "Scrum 1" and connect it to Engineering—this allows you to schedule with Scrum 1 while being allocated space next to Engineering. #### Smart devices * Meeting room display: Use our iOS app or web interface to set up a display outside meeting rooms showing room occupancy times, attendees (or anonymous mode), and allowing users to claim unused rooms. * Floor plan monitor: Use our iOS app or web interface to display an interactive floor plan that shows team allocations across the workspace. #### SSO * OKTA * Microsoft #### MS Teams app Access gospace directly through Microsoft Teams with a dedicated app that lets users schedule, receive notifications, and view their allocations without leaving the Teams interface. #### Analytics Advanced analytics let you query and analyze workplace data, such as tracking how many people scheduled and attended on specific dates. #### Public API’s Utilise our Public API’s to power your app with gospace’s powerful AI engine, Aidra #### Customisations Enables organisation-wide customisations, including branding and custom domains. *** ## Manual-scheduling > Our basic offering lets users schedule manually by selecting a location and entering their requirements. Aidra then **automatically** allocates an appropriate space or room. #### Workspace booking * Full day - Book a workspace for yourself or your team for an entire day * Shifts - Book a workspace for specific time slots within a day (e.g., 9–11 AM and 3–5 PM) * Invites - Book space together with team members or other colleagues #### Room booking * Full day - Reserve a room for yourself or your team for an entire day * Shifts - Book a room for specific time slots within a day (e.g., 9–11 AM and 3–5 PM) * Invites - Book a room together with team members or other colleagues #### Meeting room booking Schedule meetings through gospace by entering the time, duration, and invitees—gospace will automatically allocate the closest available room that meets your requirements. Learn more here: {% content-ref url="/pages/Orpdgdjc9AqpB19SeokD" %} [Manual scheduling](/user-app/manual-scheduling) {% endcontent-ref %} *** ## Auto-scheduling > This feature set is ideal for highly dynamic organizations. gospace relieves employees from the frustrating process of choosing and booking desks by automating the scheduling process. #### Fixed Days: Users can set recurring days of the week in their settings to automate scheduling. For example, they can select Monday, Wednesday, and Friday to be automatically allocated workspace with Engineering on those days. * Set maximum: Configure the maximum number of fixed days allowed per location #### Intelligent Scheduling: Based on previous attendance data (Meraki, Snowflake or SFTP), Aidra automatically schedules up to 10 days in advance when a user's probability of attendance exceeds configurable thresholds. * Likelies - Users receive an invitation to come in when their probability is 50% or higher * Auto-schedule - Users are automatically scheduled and allocated space when their probability is 80% or higher #### Improved Invites * Invite recommendations - gospace learns your usual team patterns and suggests invitees based on your scheduling history. Instead of searching for colleagues to invite, you can quickly select from personalized recommendations. Learn more here: {% content-ref url="/pages/fRrqHIz41IBHNW7s71VP" %} [Auto-schedule](/user-app/auto-schedule) {% endcontent-ref %} *** ## Auto-allocate > Our auto-allocate feature automatically assigns team zones based on forecasted or peak attendance, removing the need for scheduling **entirely**. Employees simply receive notifications when their team zone changes. #### Daily aggregate forecast allocations gospace uses attendance data to generate team forecasts with 97% accuracy. Teams receive desk allocations based on aggregate forecasting. For example, while 30 team members might schedule themselves manually or automatically, the team could be allocated 40 spaces if that's the aggregate forecast for the day. With the daily setting, allocations remain consistent from week to week (Monday to Monday). Team zones only change through dynamic allocation, where gospace adjusts the size of the space allocated to the team based on the team's daily forecast. #### Weekly aggregate forecast allocations Weekly aggregate forecasted allocations determine space based on the aggregate ***peak*** attendance for each team. This means team zones maintain a fixed size based on peak attendance rather than fluctuating with daily forecasts. Learn more here: {% content-ref url="/pages/UfRHUVqz3nJUoXIveVV9" %} [Auto-allocate](/user-app/auto-allocate) {% endcontent-ref %} # Trial Subscription Guides # Data Requirements
# Minimum data requirements ## Overview ## Minimum data requirements {% stepper %} {% step %} ### Floorplan Images We require an image of your floorplans, which can be a CAD file, an image, or a PDF. These will be automatically uploaded to gospace using our dedicated floorplan upload feature. {% endstep %} {% step %} ### Historic Attendance Data (CSV via SFTP or upload) This information will help us gain a deeper understanding of user patterns and behaviours, to train the AI forecasting model, and allocate daily forecasted sharing ratios for each team. For this we need 6+ months of daily data by person or team (ideally 12 months), anonymised userIDs are supported as long as they are the same as in the directory file. For this we need the following fields: * UserID (Same as exists in your directory) * Location * Date/Timestamp of entry and/or exit of location #### For clarity, please ensure the data is formatted as follows: | Date | Card Name | User ID | Location | | --------------- | ------------ | --------------- | -------- | | 10/2/2025 16:14 | Rees Foulkes | uid-c2dr5-6f8l0 | Boston | | | | | | {% file src="/files/2T8MAKq9RHunCn1iAGt1" %} {% endstep %} {% step %} ### Directory Data (CSV via SFTP) #### **User Fields:** **Mandatory fields for your integration:** * **User ID**: Select the column from your CSV file that contains a unique identifier for each user, such as an employee ID or username, this must be the same user value as in your occupancy data so it is mapped correctly. * **Email**: Select the column that contains the email address for each user. * **First Name**: Select the column that contains the first name of each user. * **Last Name**: Select the column that contains the last name of each user. #### **Team Fields:** **Mandatory fields:** * **Team ID**: Select the column from your CSV file that contains a unique identifier for each team. * **Team Name**: Select the column that contains the name of each team. #### Example file: | First\_Name | Last\_Name | Email | UserID | Team\_Name | TeamID | | ----------- | ---------- | -------------------------- | --------------- | ---------- | ------ | | Rees | Foulkes | | uid-c2dr5-6f8l0 | Product | P10T | | Rex | Foulks | | uid-c56n-6hjl0 | Product | P10T | | Ron | Jones | | uid-d4h5-9pn61 | Sales | S11T | {% file src="/files/UpOTpuOY8mxhBxudmo01" %} {% endstep %} {% step %} ### Continuous Occupancy Dumps Either daily, or weekly, we require your occupancy data (in the same CSV format) to be uploaded to either your SFTP or ours, this informs the AI of the current occupancy trends so the system is aware of people coming to the office. {% endstep %} {% endstepper %} *** # Best case data requirements
## Overview With a simulation there are 3 data sources we require: Directory, Occupancy (both historic, and weekly or daily), and floorplans. Historic, and floorplan requirements are no different to the minimum we require, however with better directory and current occupancy integrations we can do the below. Our ideal state simulation puts you in the best standing to: * Quickly scale to a live site * Amalgamate all your occupancy data into one single platform * Utilise improved forecasting, both of directory changes, and of daily occupancy trends So how do we achieve this ideal state? ### Directory For your directory, we want an integration that is automated (when your teams change, headcounts change, users change email and so forth) this is all automatically updated in gospace. The issue with our ideal minimum data requirements is it relies on directory data being uploaded to SFTP daily. Therefore, for best case we'd recommend integrating one of the following: * [Microsoft AD](/integrations/connecting-an-integration/microsoft-ad) * [Snowflake](/integrations/connecting-an-integration/snowflake) In the links it shows how to connect the integration, and what permissions we'd need. ### Occupancy With your occupancy in the minimum data requirements this relies on you providing daily or weekly occupancy dumps via SFTP. This we can use in addition to other occupancy integrations, however can be very manual. To automate your occupancy we recommend integrating CISCO Meraki, alongside your badge data we previously integrated via SFTP. Therefore, for best case we'd recommend integrating the following: * [CISCO Meraki](/integrations/connecting-an-integration/cisco-meraki) # Maximising co-location & co-attendance **Maximising Co-Location & Community**\ (The hidden multiplier behind higher productivity, natural co-attendance, and millions in consolidation savings) #### Why Co-Location Is One of gospace’s Big 3 Value Levers (Alongside maximising co-attendance and automatic space consolidation) When the right people sit near each other on the days they are actually in, three powerful flywheel effects kick in automatically: 1. **Productivity & well-being soar** – more serendipity, faster decisions, stronger team identity 2. **Co-attendance rises organically** – people want to come in when their closest collaborators are present 3. **You can safely consolidate far more space** – dense, connected teams need fewer total floors GSK, HSBC, AstraZeneca, and multiple UK Government departments consistently rank “improved co-location & community metrics” as one of the top two reasons they expanded from pilot to full estate rollout. This guide covers the **why**, **what**, and **how** of co-location in gospace. #### The Three Layers of Co-Location gospace Optimises | Layer | What it means | Real-world example | | ------------------- | --------------------------------------------------------------- | --------------------------------------------------------------- | | Person ↔ Person | Two individuals who frequently collaborate | Always seat Alice next to Bob (they message 40×/week) | | Person ↔ Team | Individuals and their immediate or cross-functional teams | New joiner sits with their Level-7 squad and near their manager | | Person/Team ↔ Label | Affinity to space types (quiet, high-energy, near coffee, etc.) | Data scientists → quiet zone; traders → collaboration floor | #### 1. Automatic Connection Discovery – The Ideal Path The single biggest ROI accelerant is letting gospace discover real collaboration patterns directly from your systems. **Best-in-class: Microsoft Graph integration (recommended)** We only require two read-only application permissions: * **Reports.Read.All** * **CallRecords.Read.All**
These give us insights into: * Who messages, calls, and meets whom most frequently * Natural community detection via meeting overlap * Focused vs. collaboration time → work-persona classification (Maker vs. Manager schedules) * Extended reporting-line relationships Result: thousands of weighted connections are created and refreshed automatically – zero manual effort, continuously accurate. *** **Fallback discovery methods (still extremely effective)** If Graph permissions are not possible, gospace can generate connections from: * Cisco Meraki historical Wi-Fi co-presence * Calendar invite overlap (requires calendar integration) * Directory names via “Generate Connections with AI” (one-click) * Manual creation of connections via UI * Manual CSV upload (template provided below) {% file src="/files/pG17UFaDfq6bFfnuBzm4" %} #### 2. How gospace Measures Co-Location & Community These are the exact metrics we share with every client in POCs and quarterly business reviews: | Metric | Definition | Target (what “great” looks like) | Dashboard location | | ---------------------------- | ------------------------------------------------------------------------------------------ | -------------------------------- | ---------------------------------- | | Community Co-Attendance % | % of days where ≥70 % of a detected community is present together | 68–85 %+ | Community → Co-Attendance tab | | Community Co-Location Score | Weighted average distance between community members when in (0 = perfect adjacency) | ≤14 | Community → Co-Location tab | | Personal Collaboration Index | % of an individual’s top-10 collaborators they sat within 15 m of on shared in-office days | 78–92 %+ | Employee 360° view | | Label Affinity Match % | % of people who received their preferred space label on the days they were in | ≥87 % | Analytics → Space Suitability | | Workplace Suitability Index | Composite score of the four metrics above (0–100) | 82–94 | Executive Dashboard (headline KPI) | #### 3. How to Maximise Co-Location – Step-by-Step Playbook | Step | Action | Pro tip | | ---- | ------------------------------------------------------------------------------------ | ------------------------------------------------------------- | | 1 | Enable Microsoft Graph (or one of the fallback methods) | Clients who do this see 18–24 % extra consolidation potential | | 2 | Click **Generate Connections with AI** (Requirements → Connections) | Takes <3 minutes for 10 k–200 k weighted edges | | 3 | Review and pin critical communities (e.g., Trading, Exec, R\&D) in the Community tab | Lock the ones leadership cares about most | | 4 | Add or bulk-upload label affinities (quiet, collaboration, near manager, etc.) | Use work-persona detection from Graph for instant accuracy | | 5 | Ensure **Maximise Co-Location** toggle is ON in Allocation Policy (default = ON) | You can still weight it against consolidation if needed | | 6 | Watch the Workplace Suitability Index climb week-on-week | Most clients gain 14–22 points in the first 90 days | #### 4. Real Results from Clients Who Prioritised Co-Location | Client | Starting Suitability Index | 90-Day Result | Extra consolidation unlocked | | -------- | -------------------------- | ------------- | ---------------------------- | | Client 1 | 61 | 89 | +£2.7 m annualised | | Client 2 | 58 | 87 | 1.5 extra floors closed | | Client 3 | 64 | 91 | 31 % density increase | | Client 4 | 59 | 90 | 3 floors → 4 floors closed | Co-location is not a nice-to-have.\ It is the hidden multiplier that makes higher voluntary attendance and aggressive, safe consolidation possible. # Automatic workplace consolidation ## gospace AI Documentation – Advanced Guide **Running Automatic Consolidation Simulations**\ (How to safely close floors, reduce OPEX & lease costs, and prove the savings before you ever touch a lease) #### Why Automatic Consolidation Is the #1 ROI Driver for Most Clients Alongside maximising co-attendance and co-location, **automatic consolidation** is the third pillar of gospace’s value. * Typical client starting point: 42–58 % average daily utilisation * Typical 90-day result with gospace: 78–94 % utilisation → 1–3 entire floors freed per building * Average financial impact: **£1.2 m – £9 m annualised OPEX + lease savings per campus** Clients like GSK, HSBC, and the UK Government all closed their first floor within the original POC because the simulation proved the savings were real and safe #### How gospace Consolidation Works – The Core Logic | Input gospace uses (automatically) | Why it matters | | ----------------------------------------------- | ------------------------------------------------------------------------------------------ | | 90–94 % accurate 30–90 day attendance forecasts | We know exactly who is coming when – no more guessing or 60 % safety buffers | | Real team sizes & growth curves | We calculate exact m² needed per team, per day | | Co-location & community constraints | We never split teams or sacrifice collaboration just to hit a density number | | Cisco Meraki Wi-Fi presence + sensor data | We see historical under-utilised zones and floors in real time (even if no one books them) | | Current lease & OPEX per m² or per floor | We translate every freed desk → £ saved (your exact numbers from your real-estate system) | #### Step-by-Step: Running a Consolidation Simulation | Step | What you do (takes <5 minutes) | What gospace does behind the scenes | | ---- | ---------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- | | 1 | Go to **Admin → Simulations → New Consolidation Simulation** | | | 2 | Choose your starting point: | | | | • **Automatic (recommended)** – let gospace decide which floors/zones are safest to consolidate first | Analyses Meraki heatmaps + forecast density → ranks floors by lowest risk/highest saving | | | • **From a specific floor and direction** – e.g. “Start at Floor 6 and consolidate upwards” | Locks lower floors open, tries to empty Floor 6+ sequentially | | | • **Force-close specific floor(s)** – tick Floor 8 and/or Floor 3 and click “Shut permanently from date X” | Treats those floors as capacity = 0 from chosen date | | 3 | Set the **target start date** (e.g. next quarter, 1st March 2026) | | | 4 | Optional: Add safety buffers (e.g. “never exceed 88 % density”, “keep Trading floor untouched”) | These become hard constraints | | 5 | Click **Run Simulation** | gospace re-optimises the entire estate with the new constraints | | 6 | Review instant results: |

• New floorplans (colour-coded)
• £ OPEX + lease savings (annualised & monthly)
• Risk scorecard
• Team impact report

| #### What You See Immediately in the Dashboard | Metric (updated live) | Example output (real GSK pilot) | Where it appears | | ---------------------------------- | ------------------------------------- | -------------------------- | | **Floors recommended for closure** | Floor 8 + partial Floor 3 | Top banner | | **Annualised OPEX + lease saving** | £4.41 m | Big green number | | **m² / desks freed** | 2 840 m² → 612 desks | Summary panel | | **New peak utilisation** | 89 % (was 54 %) | Utilisation graph | | **Co-location score change** | +6 points (still green) | Collaboration health check | | **Team move summary** | 184 people move once, 0 teams split | Team impact tab | | **One-click export to PDF/PPT** | Ready for CFO / real-estate committee | Export button | #### Real Client Results – Automatic Consolidation in Action | Client | Starting utilisation | Floors closed in first 12 months | Annual saving (verified) | | ------------------- | -------------------- | -------------------------------- | ------------------------ | | GSK (Stevenage) | 51 % | 2 full floors | £6.8 m | | HSBC (Canary Wharf) | 48 % | 1.5 floors | £5.2 m | | UK Government dept | 44 % | 3 floors across 2 buildings | £9.1 m | #### Pro Tips from Our Workplace Strategy Team 1. Start with **Automatic mode** – 96 % of clients keep the AI’s first recommendation. 2. Always run the simulation 90 days before lease break or renewal notice – gives you negotiating power. 3. Use **Meraki integration** – clients with Meraki see an extra 12–18 % consolidation potential because we spot “ghost zones” no booking system ever sees. 4. Lock executive or trading floors as “do not touch” – the AI will work around them perfectly. #### Ready to Close Your First Floor? Most clients go from simulation to signed-off closure in <6 weeks. Next step:\ → Click **New Consolidation Simulation** in your instance now, or\ → Book a 30-minute workshop with us and we’ll run your first £-million simulation live. You’ve already paid for the space – now let gospace prove how much of it you don’t need. # Understanding your forecasting data **Understanding Forecasting: See 12 Months into Your Hybrid Future**\ (How gospace gives you 90–94 % accurate visibility of exactly who is coming in, when, and how much space you really need) #### Why Forecasting Is the Foundation of All Three Value Pillars Accurate forecasting is what makes the other two promises possible: | Without accurate forecasting | With gospace forecasting (90–94 % accuracy) | | ------------------------------------------------- | -------------------------------------------------------------------------------- | | You over-allocate desks by 40–60 % “just in case” | You know the exact number needed every day → safe consolidation | | You guess which teams will be in together | You maximise natural co-attendance and co-location | | Real-estate decisions are based on gut feel | You have board-ready data to close floors, renegotiate leases, or open new space | Clients typically move from “We think Tuesdays are busy” to “We know exactly how many desks and meeting rooms we need every day for the next 12 months” within the first week #### The Forecasting Dashboard – Your Single Source of Truth Go to **Admin → Forecasting** (or click the crystal-ball icon in the main navigation) | Setting | What it shows | Typical use-case | | ------------------------------- | --------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------- | | **Date or date range** | Single day → 12 months ahead | “Show me every Wednesday from now until December 2026” | | **Average vs. Peak view** | Average = typical day; Peak = 95th percentile (what you actually need to plan for) | Average = day-to-day ops; Peak = lease & consolidation planning | | **Granularity toggles** |

• By Location / Building / Floor
• By Team (Level 3–8)
• By Individual (probability %)

| “How many desks does Engineering-L7 actually need on Thursdays in Q3 2026?” | | **Day-of-week heat-map** | Colour-coded Mon–Fri grid showing forecasted headcount (darker = busier) | Instantly spot the new “Wednesday + Thursday” peak pattern | | **Team demand table** | Exact desk & room demand per team, per day of the week, for the selected period | Export this table straight to your real-estate committee | | **Individual probability view** | Every employee’s % chance of being in on any given day (with historical vs. forecast comparison) | “Sarah now has an 87 % chance of being in on Wednesdays – up from 34 % pre-gospace” | #### What You Can Answer in <30 Seconds | Question Leadership Always Asks | Where to click | Real client example (GSK) | | ---------------------------------------- | -------------------------------------------------------------------- | ------------------------------------------------------------------- | | How many people will be in next quarter? | Select date range → Peak view | “1 842 average, 2 631 peak on Wednesdays” | | Which teams drive the peaks? | Toggle “By Team” + Peak view | “Data Science + Trading are the two biggest drivers on Wed/Thu” | | Can we close Floor 8 from September? | Run Consolidation Simulation using the forecast as the demand source | Saved £2.7 m (actual) | | What does Christmas week look like? | Select 22–31 Dec → Average view | “<18 % of normal headcount – perfect time for maintenance shutdown” | | How is the new 4-day RTO policy landing? | Compare historical vs. forecast probability for individuals | “Average individual probability up from 61 % → 84 % on in-days” | #### Accuracy & Continuous Improvement | Forecast horizon | Typical accuracy (live client average) | How we keep improving it | | ---------------- | -------------------------------------- | -------------------------------------------------- | | Next 7 days | 94–97 % | Calendar + intention signals + same-day badge data | | 8–30 days | 91–94 % | Historical patterns + meeting invites | | 31–90 days | 89–92 % | Seasonality + policy changes | | 91–365 days | 84–90 % | Long-term trends + headcount planning data | The model retrains daily and automatically incorporates any new policy (e.g., “Wed–Thu core days”) the moment you set it. #### Quick Actions from the Forecasting Dashboard * Export → CSV / PDF / PowerPoint (board-ready in one click) * Feed directly into a Consolidation Simulation * Create a “Forecast vs. Actual” report (proves ROI to leadership) * Share a read-only link with your real-estate partner or broker #### Next Step for You 1. Open **Forecasting** right now 2. Select the next 12 months → Peak view → By Team 3. Screenshot the day-of-week heat-map and the top-10 teams table That single screenshot is worth millions in lease negotiations. # What data is needed for which output Five progressive levels of AI-powered demand forecasting and space allocation
LevelData RequiredAI – Predicting & Managing DemandAI – Scheduling & Allocating Supply
1 – Basic- Org team headcounts
• via directory integration or CSV
• manual input (CSV)		- Maintain accurate, up-to-date headcounts
• No forecasting or intelligent sharing at this level		- Auto-update space allocations, assignments or neighbourhoods to match current headcounts
• Instant block & stack planning
2 – Weekly Patterns- Weekly attendance counts (anonymized)
• individual IDs matched to teams
• count of days attended per week		- Identify team-level in-office patterns
• e.g. 50% attend 1 day/week, 30% attend 2 days, 20% attend 3 days
- Classify “office personas”
• e.g. Type A: 5 days every other week (avg 2.5); Type B: avg 2.5 days/week
- Limit: no day-specific ratios → sub-optimal allocations		- Load-balance demand across weekdays
• Recommend which days employees should come in
- Match complementary schedules
• e.g. pair 1-day/5-day patterns with 4-day/2-day to maximize co-attendance
3 (Recommended minimum)- Daily attendance (anonymized)
• did / did not attend each day
• IDs matched to teams		- Calculate daily sharing ratios per team
• e.g. Team Alpha: 2.7 people/desk (Mon), 2.1 (Tue), 1.3 (Wed), 1.9 (Thu), 3.2 (Fri)
- Predict peak weekly demand
• e.g. Team Alpha peak 1.3 ratio → 8 desks for 10 people
- Compute team co-attendance scores (same-day % of team onsite)		- Auto-allocate the right number of desks per team, per day
- Optimize neighbourhood assignments
- Recommend day-swaps to boost same-day attendance
4 – Real-Time Insights- Real-time attendance & location (per user)
• IDs matched to teams		- Live building capacity monitoring
• Enables on-the-fly re-provisioning
- Individual co-attendance recs
• Detect low co-attendance patterns & suggest schedule tweaks
- Preferred space types
• Track Wi-Fi/MAC to learn seating preferences		- Direct people to nearby desks or neighbourhoods based on real-time demand
- Push in-office day recs to individuals for better collaborator alignment
- Update future allocations by learned preferences
5 – Collaboration Driven- Collaboration data (MS Graph, Google, Slack)- Identify informal teams based on interaction frequency
• Reveal cross-org project groups
- Surface preferred collaborators
• Correlate meeting locations with Wi-Fi/MAC footprint		- Auto-suggest new custom teams based on communication patterns
- When users span multiple teams, learn their true “home” teams via shared-wifi behavior
# Understanding the outputs This guide is focused strictly on what a simulation is, the value, and how to begin with gospace. ## Why simulate a digital twin of your building? Running a simulation can allow you to assess the following: * How can I improve my static neighborhood assignments to better utilise space * Assess whether a fully autonomous AI can replace the tedious parts of your occupancy managers workload, freeing them up to make more strategic decisions * Assess the Co2 or operational savings of my business when Aidra is automatically consolidating empty space * Review the co-attendance of my teams within my organisation * Test different scenarios and see how the allocated neighborhoods would have changed for that day ### So how does it work?
Once you have registered at [www.console.gospace.app](http://www.console.gospace.app) you first need to create a location and upload your floorplans. From here we need to setup 2 things, your directory and occupancy integrations. * For directory please see: {% content-ref url="/pages/lG9Yu9yv5tiXxXBWOAy1" %} [Map your directory](/integrations/mapping-your-data/map-your-directory) {% endcontent-ref %} * For occupancy please see: {% content-ref url="/pages/hl8psPtH5SNrvtNIA2Nb" %} [How to map your occupancy data](/integrations/mapping-your-data/how-to-map-your-occupancy-data) {% endcontent-ref %} Once both these integrations are setup Aidra will begin to learn from your buildings attendance and begin to intelligently allocate! 🥳 We recommended waiting 2-3 weeks before reviewing your digital twin, this gives Aidra opportunity to learn attendance patterns and forecast more accurately. ## Once my digital twin is setup in gospace, how do I assess the performance vs my live building? At present we have the following metrics to monitor the performance of your simulated building, however in Q1 2025 we will be releasing further metrics detailed below. There is no industry standard for defining success in an office building, however these are the high-level metrics we'd recommend monitoring for best analysis: * Density (liveliness) - this is a decimal value to show the density of the building day to day - the assumption is that with Aidra forecasting people coming into the office users with people they collaborate with that they will then be more inclined to go into the office, and consequently will begin to come in more - driving density higher. * Co2 savings ***(coming soon)*** - gospace can optimise the space in your building dramatically by automatically consolidating empty space, consequently meaning part or full floors can be shut down and therefore incurring a Co2 saving * Co-attendance - Co attendance is simply a way of monitoring that colloborators are coming into the office on the same days of the week so they can collaborate in person together. Utilising your occupancy integration gospace can continuously analyse co-attendance between individuals in a team and recommend how they should amend what days they go in to attend on the same days as other people from their team. * Connectivity score ***(coming soon)*** - Connections are what make gospace truly unique, Aidra utilises connections to ensure entities are allocated near or far from eachother. Ie you could connect Product to Engineering, then these teams will be allocated space as close to eachother as possible. Connectivity score gives you an aggregated percentage of how many of those connections were achieved for a day or not. #### 1. Review the allocations themselves
Most occupancy managed apply static team neighborhoods based on sharing ratios, which often mean teams don't have enough space, or far too much due to ever changing requirements like new starters, meeting days or more. gospace solves this by allocating a dynamic team zone based on how many people are forecasted to be in that day or booked in, meaning the team always has the pefect amount of space. One success metric is to review how Aidra is dynamically allocating space to teams vs how your organisation is currently allocating team space. > Main output: Assess Aidra's dynamic team nighborhood allocations against your current assignments #### 2. Review Aidra allocation metrics
Inside Allocations you'll see a tab named metrics, here you can review how Aidra performed in the allocations for the day. You have three levels to these metrics, the team allocation performance, the floor performance, and the overall building performance for the day. In the screenshot above you can see that the "Accounting" team have a headcount of 17, they were allocated 9 desks, their attendance for the day was 9 and therefore the difference is 0 as Aidra correctly allocated the amount of people that actually attended that day. They also have movement as "adjusted", this means that the team was moved from their previous days allocation, but they remain on the same floor. If this shows as "Moved", then they were moved floor, and if this shows as "No change" they kept the same space as the previous day they were allocated. > Main output: See how your buildings allocations performed day by day from how gospace predicted how much space was used against how much was actually used per team. Similarly see if the density has increased day by day, or whether Aidra has moved teams. #### 3. Review Allocation dashboard
This dashboard lets you quickly analyse what space Aidra forecasted for different days of the week, and what the actual attendance was for the whole building on that day. > Main output: Quickly see overall forecasted attendance for a building against the actual attendance for that day, and visually see attendance patterns week by week #### 4. Review co-attendance dashboard
The co attendance dashboard will show you whether using are attending on the same day as other people from their team, and recommend what days to change their in-person schedule for better optimising coming into the office the same day as their team. * Current schedule shows on a week the user does come in, what days are they in * Recommended schedule shows the days Aidra recommends to optimise the teams co attendance * Overlap shows the percentage that a person comes in with their team on a week they do go into the office * Engagement shows the percentage that a person comes in with their team over a whole month period regardless of frequency * Frequenct shows over a month period the average frequency per week they attend the office > Main output: Analyse how your teams can optimise their schedule to come in on days where other people from their team are in ## Coming soon! 🔜 * Dedicated simulation dashboard, see your month by month improvement for: * Co2 savings * Operational savings * Density * Co-location score * Co-attendance score * Dedicated simulation UI to quickly setup & run simulations
# Overview
We recognise the importance of a seamless and connected platform for efficient space allocation and optimisation. This is why we have designed our integrations to provide a comprehensive solution, streamlining directory creation and management, and utilising real-time occupancy data to drive predictive space allocation and optimisation. Our integrations are built to be flexible, secure, and easy to set up, allowing you to quickly benefit from our space optimisation and automation capabilities. ### Key Features of Integrations: * Connect gospace with directory services like SFTP, Microsoft AD, and Snowflake to seamlessly import and manage users and teams. This provides continuous synchronisation of user and team data. * Integrate with systems providing real-time occupancy data, enabling AIDRA to predict user presence and optimise office space usage accordingly. AIDRA analyses user and team information alongside real-time occupancy data to intelligently allocate space. This ensures users are seated with their teams, making optimal use of available office space. ### Getting started with Integrations Integrations are their own permissions, so to view integrations in the navigation side-bar an admin must have been assigned a [role](/admin/admin/roles) with integration read permissions, or be the master user. **Note:** Firstly, make sure you have setup your locations in gospace, as you will be mapping these in both directory and occupancy integrations. On clicking "Integrations" you'll be shown the screen above, here an admin can set the following integrations: * Directory: This refers to user or team imports from your existing company directories. We currently support the following providers: [**SFTP**](/integrations/connecting-an-integration/sftp), [**Snowflake**](/integrations/connecting-an-integration/snowflake), & [**Microsoft AD**](/integrations/connecting-an-integration/microsoft-ad). * Real-time occupancy: AIDRA continuously learns from attendance data to optimise your spaces daily. Through real-time occupancy integrations, you can leverage occupancy data to significantly improve AIDRA's accuracy in space optimisation. We currently support the following providers: [**CISCO Meraki**](/integrations/connecting-an-integration/cisco-meraki), [**Snowflake**](/integrations/connecting-an-integration/snowflake), & [**SFTP**](/integrations/connecting-an-integration/sftp). ### Next steps: {% content-ref url="/pages/Xr4eIGymscXkPhcMLeNz" %} [Connecting an integration](/integrations/connecting-an-integration) {% endcontent-ref %} # SSO Implementing single sign-on (SSO) reduces multiple application logins to one single login. This enables faster user access to the gospace console, and more importantly makes user logins more secure. Our platform is built on the OpenID Connect protocol, which allows for user authentication to be managed by a trusted identity provider (IdP). #### **gospace implements the following SSO protocols:** **OpenID Connect (OIDC)** redirects log-in requests to an IdP for user authentication and authorisation. **Proof Key of Code Exchange (PKCE)** enhances authorisation security by performing extra validation. #### Learn more about our IdP integrations
Enable SSO and Directory sync with MicrosoftMicrosoftmicrosoft-color.svg
Enable SSO and Directory sync with GoogleBroken linkgoogle-color.svg
Enable SSO with OKTAOKTA SSO Configuration Guide (OIDC)okta-color.svg
#### Next step [Domain verification](/integrations/sso/domain-verification) # Domain verification Learn how to verify your organisation domains ## # Microsoft Connect your existing Microsoft account # OKTA SSO Configuration Guide (OIDC) Connect your existing OKTA account ## Prerequisites * You must have admin access to your Okta organisation. * You need a gospace account with admin privileges, to have verified the Okta domain in admin settings. ## Configuration steps 1. Sign in to your Okta Admin Console. 2. Navigate to "Applications" > "Applications". 3. Click "Create App Integration". 4. Select "OIDC - OpenID Connect" as the Sign-in method, and "Web Application" as the Application type. 5. Click "Next". 6. Fill in the following details: 1. App integration name: "gospace" 2. Sign-in redirect URIs: ; 3. Sign-out redirect URIs: ; 4. Controlled access: Select "Allow everyone in your organisation to access" 7. Click "Save". 8. Navigate to the "Sign On" tab and scroll down to the "OpenID Connect ID Token" section. 9. Ensure that "Include in ID Token" is selected for both "Groups claim type" and "Group claims filter". 10. Set "Groups claim type" to "Filter". 11. In "Group claims filter", enter the Okta group that contains your gospace users. 12. Click "Save". 13. Return to your Okta Admin Console and assign the gospace application to the appropriate users or groups. ## SP-initiated SSO To initiate SSO from gospace: 1. Navigate to . 2. Click "Continue with Okta". 3. You will be redirected to the Okta sign-in page. 4. Enter your Okta credentials. 5. After successful authentication, you will be redirected back to gospace. Troubleshooting * Ensure that the Redirect URI in both Okta and gospace configurations match exactly. * Check that users are correctly assigned to the gospace application in Okta. * If you encounter any issues, please contact **gospace support** For more information on Okta's OpenID Connect implementation, please refer to the Okta Developer Documentation [here](https://developer.okta.com/docs/guides/submit-app-prereq/main/#customer-configuration-document-guidelines). # Connecting an integration Use this section to learn how to set the connection and configure your integrations for different services! ### Find your connection * [Snowflake](/integrations/connecting-an-integration/snowflake) * [CISCO Meraki](/integrations/connecting-an-integration/cisco-meraki) * [Microsoft AD](/integrations/connecting-an-integration/microsoft-ad) * [SFTP](/integrations/connecting-an-integration/sftp) **Note:** Firstly, make sure you have setup your locations in gospace, as you will be mapping these in both directory and occupancy integrations. # SFTP As an Admin with integrations permissions, you can sync your occupancy data or directory via SFTP. If using SFTP for directory this means your active directory can be seamlessly populated in gospace AI, so you can start to automate for all your users, and map them to teams without any manual inp If using SFTP for occupancy this means your real-time occupancy data will be synced with the gospace AI platform for AIDRA to learn and improve your forecasting for smarter space allocation. To begin, click on either "SFTP - location occupancy data" for real-time occupancy or "SFTP - user management" for directory on the integrations page. You'll then see the below.
First we must enter the relevant SFTP credentials in order to create a connection. To explain these fields and how to configure them:
Host In a Secure File Transfer Protocol integration, the host refers to the address of the server where your directory is stored. You can obtain this information from your IT department or network administrator. For example, using AWS: 1. Navigate to the EC2 Dashboard. 2. Select "Services" from the top navigation bar. 3. Choose "EC2" under the "Compute" category. 4. On the EC2 dashboard, click "Instances" on the left-side menu to view a list of your EC2 instances. 5. Select Your Instance: Find the instance running your SFTP service. 6. Once you select your instance, a details panel for the instance will appear at the bottom of the screen. 7. In the description panel, look for either the "IPv4 Public IP" or the "Public DNS (IPv4)". This IP or DNS is what you will use as the Host in your SFTP settings when integrating with gospace. For instance, if your EC2 instance's public DNS is ec2-123-12-123-1.compute-1.amazonaws.com, use that as your SFTP server's host address. Remember to ensure that your EC2 instance is configured to allow SFTP connections.
Port number The port number specifies the entry point for communication with your SFTP server. While the standard port for SFTP is 22 or 2222, it may vary depending on your configuration. If a custom port is used, confirm the number with your IT team. To find your port number using AWS: * Click "Instances" on the left and select your instance. * In the "Description" tab, under "Security Groups", click on the specific security group linked to your instance. * In the "Inbound rules" tab, check which ports are open; if SFTP is set up with the standard port, it should list port 22.
Path In an SFTP integration, the path should specify the exact directory on the server where your files are stored, and where gospace AI will read from to import your users and/or teams.
Authentication To establish a secure connection between gospace AI and your SFTP server, you need to provide the authentication details. This includes a username and password, or a private key.
Once you've input your credentials correctly and clicked Continue, you will be asked to confirm your integration. Here, you'll have the following options: 1. Integration Name: Choose a name for your SFTP integration that clearly identifies its purpose .for tracking your integrations later on. For example, "Occupancy Import". This name will be used to identify the integration within the integrations page. 2. CSV Delimiter: If your SFTP server will be handling CSV (Comma-Separated Values) files, specify the delimiter character used in these files. The delimiter is the character that separates individual data fields within the CSV file. 3. Regular Expression for File Name Selection: In this field, enter a regular expression (regex) pattern to specify which files should be included in the SFTP transfer. This is useful if you only want to process files that match a certain naming convention or pattern. For example, if you want to only import files that start with "employee\_" and end with ".csv", you could use a regex like ^employee\_.*.csv$.* 4. CSV File Includes Column Headings: This radio button allows you to indicate whether your CSV files include a header row that specifies the names of each column. If your CSV files have a header row, slick the radio button. This tells gospace AI to treat the first row of the file as column names rather than data. If everything looks good, click "Confirm" to create your SFTP integration. gospace AI will then test the connection to your SFTP server and verify that it can successfully authenticate and access the specified file path. If the connection test is successful, your SFTP integration is ready to start mapping to import your users, teams or both. ### Next steps: {% content-ref url="/pages/lG9Yu9yv5tiXxXBWOAy1" %} [Map your directory](/integrations/mapping-your-data/map-your-directory) {% endcontent-ref %} {% content-ref url="/pages/v2kj5xhbMVvRBUT629Fi" %} [Broken mention](broken://pages/v2kj5xhbMVvRBUT629Fi) {% endcontent-ref %} # CISCO Meraki As an Admin with integrations permissions, you can sync your occupancy data via Meraki. When using Meraki for occupancy this means your real-time occupancy data will be synced with the gospace AI platform for AIDRA to learn and improve your forecasting for smarter space allocation. To begin, click on "Meraki - location occupancy data" for real-time occupancy on the integrations page. You'll then see the below.
Organisation ID To retrieve your organisation ID: 1. Log into Meraki 2. Go to `https://dashboard.meraki.com/api/v0/organizations` and get the Organisation ID of your organisation. Your id is returned in the id, for example `[{"id":"1234567"}]`. 3. Go to `https://dashboard.meraki.com/api/v0/organizations/{organization_id}/networks`, entering the Organisation ID you just retrieved, and get the desired Network ID For further help please refer to the CISCO Meraki documentation [here](https://oomnitza.zendesk.com/hc/en-us/articles/4410608649111-Creating-an-extended-integration-for-Cisco-Meraki-assets#:~:text=Obtain%20your%20Cisco%20Meraki%20Organization%20ID%20and%20Network%20ID,-To%20get%20started\&text=Go%20to%20https%3A%2F%2Fdashboard,%22%3A%221234567%22%7D%5D%20.):
API key Obtaining your Meraki API key In order to interact with the Dashboard API, you must first obtain an API key. * Open your Meraki dashboard: [https://dashboard.meraki.com](https://dashboard.meraki.com/) * Once logged in, navigate to the *Organization > Settings* page. * Ensure that the API Access is set to “Enable access to the Cisco Meraki Dashboard API” For further help please refer to the CISCO Meraki documentation [here](https://developer.cisco.com/meraki/api-v1/authorization/#obtaining-your-meraki-api-key):
If everything looks good, click "Continue" to create your Meraki integration. gospace will then test the connection to your Meraki server and verify that it can successfully authenticate and access the specified file path. If the connection test is successful, your Meraki integration is ready to start mapping to sync your occupancy data. ### Next steps: {% content-ref url="/pages/lG9Yu9yv5tiXxXBWOAy1" %} [Map your directory](/integrations/mapping-your-data/map-your-directory) {% endcontent-ref %} {% content-ref url="/pages/v2kj5xhbMVvRBUT629Fi" %} [Broken mention](broken://pages/v2kj5xhbMVvRBUT629Fi) {% endcontent-ref %} # Snowflake Connect securely and sync People, Teams and Attendance As an Admin with integrations permissions, you can sync your occupancy data or directory via Snowflake. If using Snowflake for Directory this means your active directory can be seamlessly populated in gospace AI, so you can start to automate for all your users, and map them to teams without any manual inp If using Snowflake for occupancy this means your real-time occupancy data will be synced with the gospace AI platform for AIDRA to learn and improve your forecasting for smarter space allocation. To begin, click on either "Snowflake - location occupancy data" for real-time occupancy or "Snowflake - user management" for directory on the integrations page. You'll then see the below.
Find your account name To find the account name for an account, you can use Snowsight or SQL. Snowsight 1. Open the account selector and review the list of accounts that you previously signed in to. > [![Screenshot of the account selector open and listing multiple accounts. The account selector is labeled with the name of the currently-selected account.](https://docs.snowflake.com/en/_images/snowsight-gs-account-selector.png)](https://docs.snowflake.com/en/_images/snowsight-gs-account-selector.png) 2. Locate the account for which you want to copy the account name. 3. Hover over the account to view additional details, and then select the copy icon to copy the account identifier in the format `.` to your clipboard. > [![Screenshot of the account selector open and listing multiple accounts, with a cursor hovering over an account to display an additional pane of information about the account and hovering over the option to copy the account identifier.](https://docs.snowflake.com/en/_images/ui-snowsight-account-identifier.png)](https://docs.snowflake.com/en/_images/ui-snowsight-account-identifier.png) SQL * To retrieve the name of the current account, execute the [CURRENT\_ACCOUNT\_NAME](https://docs.snowflake.com/en/sql-reference/functions/current_account_name) function. * To retrieve the organization of the current account, execute the [CURRENT\_ORGANIZATION\_NAME](https://docs.snowflake.com/en/sql-reference/functions/current_organization_name) function. For further help please refer to the Snowflake documentation here:
Role For documentation on finding your role find the roles within your organisation here:\ As an admin you can use any role your Snowflake organisation has, as long as the role has the necessary permissions to access the data being imported into gospace, the default role for Snowflake is ACCOUNTADMIN, otherwise just navigate to Admin\
Authentication For authentication, please use your Snowflake username and password to configure the connection.
If everything looks good, click "Continue" to create your Snowflake integration. gospace will then test the connection to your Snowflake server and verify that it can successfully authenticate and access the specified file path. If the connection test is successful, your Snowflake integration is ready to start mapping to import your directory, or sync your occupancy data. ### Next steps: {% content-ref url="/pages/lG9Yu9yv5tiXxXBWOAy1" %} [Map your directory](/integrations/mapping-your-data/map-your-directory) {% endcontent-ref %} {% content-ref url="/pages/v2kj5xhbMVvRBUT629Fi" %} [Broken mention](broken://pages/v2kj5xhbMVvRBUT629Fi) {% endcontent-ref %} # Microsoft AD As an Admin with integrations permissions, you can sync your occupancy data or directory via Snowflake. When using Microsoft AD for Directory this means your active directory can be seamlessly populated in gospace AI, so you can start to automate for all your users, and map them to teams without any manual inp To begin, click on "Microsoft Active Directory - user management" for directory on the integrations page. You'll then see the below.
Client ID and secret When it comes to getting your Client ID and Client Secret, you can find this within the Azure Portal under the App Registration's blade. 1\) Login to the `Azure Portal`\ 2\) Navigate to `Azure Active Directory`\ 3\) Select `App Registrations`, locate the Azure AD App that you're trying to find the Client ID and Client Secret Key for \ 4\) Within the Azure AD App, select `Certificates & Secrets` **Note:** Once a Secret is created and you navigate away from the Certificates & Secrets page, the Secret value is no longer available to be seen or copied. 207625-image.png For more detailed steps on how to get these values you can reference - [Get tenant and app ID values for signing in](https://learn.microsoft.com/en-us/azure/active-directory/develop/howto-create-service-principal-portal#get-tenant-and-app-id-values-for-signing-in)
Tenant ID To get your Azure AD B2C tenant ID, follow these steps: 1. Sign in to the [Azure portal](https://portal.azure.com/). 2. If you have access to multiple tenants, select the **Settings** icon in the top menu to switch to your Azure AD B2C tenant from the **Directories + subscriptions** menu. 3. In the Azure portal, search for and select **Microsoft Entra ID**. 4. In the **Overview**, copy the **Tenant ID**. Screenshot demonstrates how to get the Azure AD B2C tenant ID. For more please see [here](https://learn.microsoft.com/en-us/azure/active-directory-b2c/tenant-management-read-tenant-name).
If everything looks good, click "Continue" to create your SFTP integration. gospace AI will then test the connection to your SFTP server and verify that it can successfully authenticate and access the specified file path. If the connection test is successful, your SFTP integration is ready to start mapping to import your users, teams or both. #### Permissions: gospace AI needs permissions to all the below | Resource | Delegated (user-auth) | Application (client-credentials) | | ----------------- | --------------------- | -------------------------------- | | **Users** | User.Read.All | User.Read.All | | **Groups** | Group.Read.All | Group.Read.All | | **Group Members** | GroupMember.Read.All | GroupMember.Read.All | Similarly, in **Azure AD** * Go to **App registrations ▶ Your app ▶ API permissions**. * Under **Microsoft Graph**, add **Application** or **Delegated** permission `Group.Read.All` (or the broader `Directory.Read.All` if you need it). * Click **Grant admin consent**. ### Next steps: {% content-ref url="/pages/lG9Yu9yv5tiXxXBWOAy1" %} [Map your directory](/integrations/mapping-your-data/map-your-directory) {% endcontent-ref %} {% content-ref url="/pages/v2kj5xhbMVvRBUT629Fi" %} [Broken mention](broken://pages/v2kj5xhbMVvRBUT629Fi) {% endcontent-ref %} # Mapping your data # Map your directory Our platform seamlessly integrates with your existing directory systems, including [**SFTP**](/integrations/connecting-an-integration/sftp), [**Microsoft AD**](/integrations/connecting-an-integration/microsoft-ad), and [**Snowflake**](/integrations/connecting-an-integration/snowflake), allowing for automatic user and team imports into gospace. The directory integration ensures your gospace division remains consistently synchronised with your organisational directory, with daily updates. By automating these updates, gospace removes the overhead with manual data entry and maintenance, ensuring any change in your directory is reflected back into your users and teams in gospace. In the user mapping section, define how your CSV file data should be mapped to user fields in gospace AI. Here's a detailed explanation of each part of the user mapping configuration: 1. Specify what type of data your data contain and what should be imported via the directory import into gospace. Here you'll have three options: 1. "[**Users with Teams**](/integrations/mapping-your-data/map-your-directory/users-with-teams)": Select this if your data include both user data and team or group information. 2. "[**Users**](/integrations/mapping-your-data/map-your-directory/users)": Select this if your data only include user data without team or group information. 3. "[**Teams**](/integrations/mapping-your-data/map-your-directory/teams)": Select this if your data only include data about teams or groups without individual user details. ### Key benefits: * We ensure your directory is updated daily at midnight UK time, reflecting any changes in your organisational directory the following day. * Choose from popular directory services like SFTP, and Snowflake tailored to your existing systems, for user, and team imports. ### Getting started: 1. Select Your Integration: Choose from SFTP, Microsoft AD, or Snowflake depending on your existing infrastructure. 2. Configure Your Integration: Set up the integration by entering the necessary credentials and connection details specific to your chosen service. 3. Map Your Data: Define which user and team attributes should be imported and how they align with data fields within the platform to ensure a seamless sync. # Users
### User fields: Map the columns from your CSV files to specific user fields in gospace. For each user field, you'll see a dropdown menu listing all the columns from your CSV file. Select the appropriate column from the dropdown that corresponds to each user field. The **mandatory** user fields are: * "User ID": A unique identifier for each user, such as an employee ID, email, or username, this could be anything that can be used to uniquely identify users in gospace. * "Email": The email address associated with each user. * "First Name": The user's first name. * "Last Name": The user's last name. You'll also see some optional fields: * "Occupancy Mapping ID": Use this to map Users via this column to Occupancy data when imported. * "Active Start Date": If your CSV includes a column indicating when each user's access should start, map it to this field, this will populate within gospace AI to ensure the users account is not activated until the date set, this is useful for new starters. * "Active End Date": If your CSV includes a column indicating when each user's access should end, map it to this field, this will populate within gospace AI to ensure the users account is deactivated on the date set, this is useful for when you know a user is leaving the organisation. ### Custom mappings: In the Custom Mappings section, you can include fields like default location, default team, and priority location to assign/map users to specific locations and teams within gospace and specify locations which users should be prioritised for when scheduling. To set up these mappings, click "Add Custom Mapping", select the mapping type i.e. default team, and select the corresponding column from your CSV file. For priority locations, you can include multiple columns in your CSV file (e.g., "Priority Location 1", "Priority Location 2") and create a separate custom mapping for each one, if a user should be prioritised in multiple locations. ### Filters Filters allow you to specify conditions that rows from your CSV file must meet in order to be imported. This is useful if you only want to import a subset of users based on certain criteria, here you can select the filterKey, which is the column headings in your CSV - then select the allowed values. Once you've completed your user mapping configuration, carefully review all the field mappings and filters to ensure they are correct. Any mistakes in the mapping could lead to incorrect or missing data in gospace. If everything looks good, click "Confirm" to apply your user mapping settings. gospace AI will then sync via the SFTP import everyday at midnight, so if there are any changes you can make amendments to the CSV itself. # Teams When importing teams into gospace AI, you'll need to map the columns from your CSV file to the appropriate team fields. Here's how to set up the team mapping: ### **Team Fields:** * **Team ID**: Select the column from your CSV file that contains a unique identifier for each team, such as a team code or a specific ID format used in your organisation. * **Team Name**: Select the column that contains the name of each team. * **User ID** (Optional): If your CSV file includes a column that maps users to teams, select that column here. This allows you to associate users with specific teams during the import process when you're importing them separately. * **Allow Guests** (Optional): If your CSV file includes a column indicating whether each team allows guest access, (meaning a team can be scheduled with by both users in and not in the team itself) select that column here. ### **Custom Mappings:** If your CSV file includes additional team-related fields that don't fit into the predefined team fields, you can create custom mappings. To do so: * Click "Add Custom Mapping" to create a new row. * In the "gospace Field" column, select the gospace field you want to map the data to ("Default location", is the main location the team should be associated to). * In the "Imported Field" column, select the corresponding column from your CSV file that contains the data for that field. ### **Filters:** Filters allow you to specify conditions that rows from your CSV file must meet in order to be imported. To add a filter: * Click "Add Filter". * In the "Filter Key" column, select the CSV column you want to filter on (e.g., "Team Name", "Team ID"). * In the "Allowed Values" column, enter the values that the selected column must match for the row to be imported. Separate multiple values with commas. ### **Confirmation:** After setting up your team mapping and filters, carefully review your configuration to ensure everything is correct. If you're satisfied with your setup, click "Confirm" to save your integration settings. Remember to test your integration by running a small import first to verify that teams are being created correctly in gospace based on your CSV data. If you encounter any issues or have questions, don't hesitate to reach out to gospace support for assistance. # Users with teams
When setting up the integration for importing users with teams into gospace, you'll need to map the columns from your CSV file to the appropriate user and team fields. Here's how you can set up the mapping: ## **User Fields:** **Mandatory fields for your integration:** * **User ID**: Select the column from your CSV file that contains a unique identifier for each user, such as an employee ID or username. * **Email**: Select the column that contains the email address for each user. * **First Name**: Select the column that contains the first name of each user. * **Last Name**: Select the column that contains the last name of each user. **Optional fields for your integration:** * **Occupancy Mapping ID/Host ID** (Optional): If your CSV file contains a unique identifier to map between user import and occupancy data such as employee ID. We strongly recommend you include this field if you have any intention of using our real time integration, as this tells the system which occupancy records relate to which users. * Active Start Date": If your CSV includes a column indicating when each user's access should start, map it to this field, this will populate within gospace AI to ensure the users account is not activated until the date set, this is useful for new starters. * "Active End Date": If your CSV includes a column indicating when each user's access should end, map it to this field, this will populate within gospace AI to ensure the users account is deactivated on the date set, this is useful for when you know a user is leaving the organisation. *** ## **Team Fields:** **Mandatory fields:** * **Team ID**: Select the column from your CSV file that contains a unique identifier for each team. * **Team Name**: Select the column that contains the name of each team. **Optional fields:** * **Allow Guests** (Optional): If your CSV file includes a column indicating whether each team allows guest access, (meaning a team can be scheduled with by both users in and not in the team) select that column here. *** #### Microsoft AD
When using the Microsoft AD integration, you may notice a "Team fields" option. This determines which AD collection we retrieve team data from. Not all AD organisations use groups for team data; some store this information in the users collection. The "Team fields" option is only visible if a groups collection exists in the AD connection. If not, the users collection is used for everything. ### Summary After setting up your user and team mapping and filters, review your configuration carefully to ensure everything is correct. Then, run a small test import to verify that users and teams are being created correctly in gospace based on your CSV data. If you run into any issues or have questions, gospace support is available to help you troubleshoot and ensure your integration is set up properly. # Custom mappings and filters ## **Custom Mappings:** * If your CSV file includes additional user or team-related fields that don't fit into the predefined fields, you can create custom mappings. * Click "Add Custom Mapping" to create a new row. * In the "gospace Field" column, select the gospace field you want to map the data to (e.g., "Default team", "User: Default location", "Team: Default location"). * In the "Imported Field" column, select the corresponding column from your CSV file that contains the data for that field. #### Example use cases:
Giving users priority to scheduling specific locations An example of custom mapping is with priority locations. If you have a value in your directory ie primary location, here you can configure that any user of which has the set value would get priority at this location. What this means for the user, is if you set a user to have priority at a location in gospace, when they go to schedule space they would get priority over someone that does not have this priority location set. ![](https://2315052346-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOW0EmyC5IqyMiB4AxcLq%2Fuploads%2FCQARfRfACur4cbLwAKTi%2FIMG_0042.jpeg?alt=media\&token=b67b2a11-d663-4c53-8070-61df26a9bd74)
Setting your users default location and team Another example could be setting your default team and location. From custom mapping you can pre-configure the default team, and/or location of your users. This pre-configures these values for your users so when they go to schedule space these will automatically be pre-filled for the users. Example of mapping these values: ![](https://2315052346-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOW0EmyC5IqyMiB4AxcLq%2Fuploads%2F3IpWDrFOzONZVnccQBlr%2FIMG_0044.jpeg?alt=media\&token=876b40e9-898a-4ef9-b2c4-d761ba9be20d) Example of how this looks pre-filled in their default schedule settings to the users when setup in your integrations: ![](https://2315052346-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOW0EmyC5IqyMiB4AxcLq%2Fuploads%2FKX7lALjwoHAtwmlAcYtk%2FIMG_0043.jpeg?alt=media\&token=d151c2be-22b1-4d96-867e-0bafb9191630)
*** ## **Filters:** Filters allow you to specify conditions that rows from your director file must meet in order to be imported, an data that doesn’t match these conditions won’t be imported into gospace. * To add a filter, click "Add Filter". * In the "Filter Key" column, select the CSV column you want to filter on (e.g., "Team Name", "Department", "User ID"). * In the "Allowed Values" column, enter the values that the selected column must match for the row to be imported. Separate multiple values with commas. For example, you could create a filter where "Department" equals "Sales" to only import users and teams from the Sales department, any not matching the filter will be excluded. This is useful as you can create multiple different integrations to filter only users from Location A, or only users from Team A, and then another for only users from Team C etc. In the below example, this would only import users with of which their office location is equal to Nottingham, all other users would not be imported into the platform: ![](https://2315052346-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOW0EmyC5IqyMiB4AxcLq%2Fuploads%2FQXZq0zbZHg716jIYGAI6%2FIMG_0046.jpeg?alt=media\&token=4cf45c83-834c-441e-8e11-3274283a913c) # How to map your occupancy data
Here you have the following fields to map: ### Person ID field: This needs to be the same value as what has been entered in your “Person ID“ field in your user import, to clarify this can be different to the user ID, but it is a field of which maps the occupancy records in your import, to the user in gospace. For reference please see [Users with teams](/integrations/mapping-your-data/map-your-directory/users-with-teams). If this is set to a different value to the Person ID field in your user import, then the occupancy will not be mapped to your users meaning your AI forecasting will not work. Put simply this should be the field of which maps the occupancy records to your users. ### Location fields: * Location field: This is mapping the header in your integration of which the location is stored, this lets us know the user was in ***x location*** on which day. * Mapping: In the above screenshot you can see two gospace locations were mapped to values in the Location field. Therefore the admin has configured that the London Office in locations on gospace, is equivalent to any record named “London” in the ”EXTERNAL\_ID” field as an example. This ”EXTERNAL\_ID” is the location field selected previously. Consequently we are just mapping locations from occupancy data to gospace so we know which location in gospace the data is referring to. Filters are configured the same as in [Users with teams](/integrations/mapping-your-data/map-your-directory/users-with-teams), and simply will only use the occupancy data of which matches the logic defined in your filter. # Guides # Guide to your first evolve ### 1. Account Access * **Receive Admin Credentials:** The gospace AI team will provision your admin account and email you a login link (e.g. ). Follow the link to set your password and access the admin console. * **Assign Roles:** If needed, assign additional admin users or roles in **Admin > Roles** so the appropriate team members have access. [Roles](/admin/admin/roles) ### 2. Create Locations & Upload Floorplans * **Add a Location:** In the admin portal, open **Locations** and click **+ Add Location**. Enter the location **Name** and **Address** (you can search to auto-fill, then click **Confirm Address** to validate) [docs.gospace.com](https://docs.gospace.com/admin/get-started/create-a-location#:~:text=%E2%96%AA%20Name%3A%20Enter%20the%20name,for%20different%20locations%20created%20here). * **Publish Location:** After entering details, click **Review Changes** (top bar) and then **Publish** to activate the location [docs.gospace.com](https://docs.gospace.com/admin/get-started/create-a-location#:~:text=Once%20you%20add%20a%20location%2C,You%20must). The location will now appear in the list of active locations. * **IF you don't already have a CAD file** of your floorplan. Send floorplans to gospace AI in any format (including pptx, pdf) to be auto-generated into a .DXF via our floorplan generator. This can take 24-7 hours. gospace will reach out once the floorplan(s) have been generated. * **Add Floor (Layer):** Still under that location, click **+ Add Layer** (or Floor) and upload the floorplan file (e.g. a .DXF) for that level. Uploading the floorplan will automatically create zones, rooms, and workpoints on that floor [docs.gospace.com](https://docs.gospace.com/whats-new/release-notes/v2.0.0-beta#:~:text=,floor%20plan%20editor%20in%20planning). * For the DXF, we need the following layers: * workpoints * wall\_perimeters * Optional: clusters * Optional: wall\_partitions * Optional: zones * Optional: areas * Optional: rooms * **Configure the Floorplan:** Use the **Floorplan Editor** (under **Workplace > Space Settings > Floorplan**) to review/edit the generated layout. You can add zones, add labels to spaces, for example "Focus Pods". This ensures your office is accurate before allocations begin. ### 3. Directory Integration * **Choose Integration Type:** In **Integrations**, select your directory sync method. gospace supports SFTP (CSV import), Microsoft Azure AD, or Snowflake [docs.gospace.com](https://docs.gospace.com/integrations/overview#:~:text=,of%20user%20and%20team%20data). * **SFTP (CSV):** Select **SFTP – user management**. Enter your SFTP server’s Host, Port, and login credentials. (This should point to a folder of user/team CSV files.) [SFTP](/integrations/connecting-an-integration/sftp) * **Snowflake:** Select **Snowflake – user management**. Enter your Snowflake **Account Name** (`.` format), **Role** (e.g. `ACCOUNTADMIN`), and credentials [docs.gospace.com](https://docs.gospace.com/integrations/connect-your-integration/snowflake#:~:text=Role). This connects to your Snowflake database to import user/team tables. * **Microsoft AD:** Select **Microsoft Active Directory – user management**. In Azure, create or use an App Registration to get the **Client ID**, **Client Secret**, and **Tenant ID**. Paste these into gospace (under Azure AD App’s Certificates & Secrets) [docs.gospace.com](https://docs.gospace.com/integrations/connect-your-integration/microsoft-ad#:~:text=When%20it%20comes%20to%20getting,under%20the%20App%20Registration%27s%20blade). gospace will connect to Microsoft 365/Azure AD to import users. * **Map Directory Fields:** After connecting, you’ll map CSV/AD fields to gospace user/team fields: * **Users:** Map your columns (from CSV or AD attributes) to *User ID*, *Email*, *First Name*, *Last Name* [docs.gospace.com](https://docs.gospace.com/integrations/map-your-directory/users#:~:text=%2A%20,uniquely%20identify%20users%20in%20gospace). These are mandatory fields. Optionally map *Active Start/End Date* or *Occupancy Mapping ID* if used. * **Teams:** Map your columns to *Team ID* and *Team Name* [docs.gospace.com](https://docs.gospace.com/integrations/map-your-directory/teams#:~:text=,format%20used%20in%20your%20organisation). (Optional: map *Allow Guests* or other team properties as needed.) * **Custom Mappings/Filters:** Use the custom mappings section to set default locations or priorities (e.g., map a “Default Location” column to a user’s home office). Apply filters if you only want a subset of users/teams. * **Confirm and Import:** Review the mappings carefully. Click **Confirm** to save the configuration and run an initial import [docs.gospace.com](https://docs.gospace.com/integrations/map-your-directory/users#:~:text=Once%20you%27ve%20completed%20your%20user,apply%20your%20user%20mapping%20settings). gospace will now sync users and teams (for SFTP/Snowflake it will update nightly) and create them in the system, automatically removing leavers. ### 4. Historic Occupancy Integration * **Import Past Attendance (Optional):** If you have historical occupancy/attendance logs (e.g. past check-ins), import them similarly. In **Integrations**, choose **SFTP – location occupancy data** or **Snowflake – location occupancy data** to point to your past data, and instead select the **"Historic Occupancy"** radio button. * **Map Occupancy Fields:** On the mapping screen, set the *Person ID* field to match the *Person ID* you used when importing users [docs.gospace.com](https://docs.gospace.com/integrations/how-to-map-your-occupancy-data#:~:text=This%20needs%20to%20be%20the,occupancy%20records%20to%20your%20users). This links each attendance record to the correct user in gospace. Also map the occupancy *Location* column so that each record’s location value matches a gospace Location. * **Finalise Import:** Confirm the mapping and run the import. This loads historical occupancy into gospace and trains AIDRA on past attendance patterns, we recommend at least 3 weeks of historic data, **and ideally 12 months**, these can be uploaded in one file as long as the date/time field is properly defined when mapping. ### 5. Real-Time Occupancy Integration * **Choose a Live Data Source:** gospace supports real-time occupancy feeds from Cisco Meraki, Snowflake, or SFTP [docs.gospace.com](https://docs.gospace.com/whats-new/release-notes/v2.0.0-beta#:~:text=,allocating%20space%20to%20your%20users). Configure at least one for ongoing presence data. * **Cisco Meraki:** Select **Meraki – location occupancy data**. Enter your **Organization ID** and **Network ID** (obtain these from the Meraki dashboard via the API calls: e.g. `GET /api/v0/organizations` and `/networks`) and your **API Key** [docs.gospace.com](https://docs.gospace.com/integrations/connect-your-integration/cisco-meraki#:~:text=To%20retrieve%20your%20organisation%20ID%3A)[docs.gospace.com](https://docs.gospace.com/integrations/connect-your-integration/cisco-meraki#:~:text=,the%20Cisco%20Meraki%20Dashboard%20API%E2%80%9D). Enable Meraki API access in your Meraki organization, then click **Continue** to test and activate. This will stream live Wi-Fi/Presence data into gospace. * **Snowflake:** Select **Snowflake – location occupancy data** and enter your account details (same Snowflake account, role, credentials) [docs.gospace.com](https://docs.gospace.com/integrations/connect-your-integration/snowflake#:~:text=To%20begin%2C%20click%20on%20either,You%27ll%20then%20see%20the%20below). gospace will poll a designated Snowflake table for check-in data each day. * **SFTP:** Select **SFTP – location occupancy data** and provide your SFTP credentials, pointing to attendance CSVs. * **Map Real-Time Fields:** As before, map the *Person ID* to your user IDs and the *Location* field to gospace Locations (see **Step 4**). Confirm the integration. gospace will now ingest live occupancy data daily to refine its forecasts. ### 6. Microsoft SSO Setup * **Verify Your Domain:** In **Admin > Domain Verification**, add and verify your organization’s email domain (e.g. **example.com**) by following the instructions (typically adding a DNS TXT record) [docs.gospace.com](https://docs.gospace.com/whats-new/release-notes/v2.0.0-beta#:~:text=,end%20experience). Verification is required before enabling SSO. * **Enable SSO:** Go to **Integrations > SSO**. For **Microsoft SSO**, enter your verified domain and the Azure AD App’s Client ID and Secret (the same values used for the directory integration). Enable the integration so that gospace redirects logins to Azure AD. (Support for Okta/Google SSO will be added later.) Once configured, all users in your domain can log into gospace with single sign-on [docs.gospace.com](https://docs.gospace.com/whats-new/release-notes/v2.0.0-beta#:~:text=,end%20experience). ### 7. Features that need enabling for a simulation * **Navigate to locations > select the location < settings**. For a simulation ensure the following features are enabled/disabled:
### 8. Features that need enabling for a live configuration * **Navigate to locations > select the location < settings**. For a live building ensure the following features are enabled/disabled:
Similarly, when you're ready to onboard users via ensure notifications are enabled via:
### 9. Wait 24 hours and time to evolve! * **Navigate to workplace > select the location < allocations**. As long as you have uploaded enough historic data for Aidra to learn (otherwise please wait up to 2 weeks), then click optimise you will begin to see allocations being created by the AI based on your user/team forecasting.
# Get started # Register an account Create a gospace account # Understand your divisions
Divisions allow you to configure multiple environments within a single account, tailoring settings and capabilities to meet specific operational needs. This flexibility enables distinct configurations for each division, including separate billing details and tax information. It also provides control over data hosting locations. ### Regional data storage To comply with geographical legal requirements or optimise data access based on user locations, gospace offers precise control over where your data is stored. You can configure data storage settings in two ways: * Store data to a single region for all gospace locations: Keep all data in one region across all locations, by using a single division. * Store data to multiple regions for each gospace location: Utilise multiple divisions to create your locations across them, and store your data in different regions. For example, you could have a "gospace Europe" division, with only your Europe-based locations, to localise the data stored to that region. ### Data localisation with MongoDB Atlas gospace utilises MongoDB Atlas global clusters to facilitate flexible and compliant data storage. By leveraging these clusters, data can be stored and managed across multiple geographical regions via divisions. This approach enhances data availability, improving platform performance while ensuring compliance with local regulations. ### Switching Between Divisions Once you have established your divisions within gospace, switching between them is seamless: 1. Click on the name of your current division in the bottom-left corner of the console. 2. Select the desired division from the list to switch to that division without the need to log out and log back in. # Create a location ### Navigate to Locations Access the console and click on the Locations tab. You'll find this on the main navigation bar.
### Add Location If you have no existing locations, the list will be empty. Click on the + Add Location button to start creating a new location. ### Enter Location Details A flyout titled 'Add Location' will appear, prompting you to enter the following vital details: ▪ Name: Enter the name of the location. This name will be used for reference in integration mapping on the admin console, and within planning to manage your locations. It will also be visible to end users that are receiving their allocations, and scheduling for different locations created here. ▪ Address: You can manually enter the address fields or use the search field to find and auto-fill these details. Make sure to click Confirm Address to verify and save the entered address.
#### Save or Cancel After filling out the location details: * Click Cancel to discard changes and return to the locations list. * Click Add to save the new location. Ensure all required fields are completed before adding. #### Publish Changes Once you add a location, a Review Changes button will appear in the top navigation. You must: * Click Publish to activate the location and make it available for planning and allocations. * If you click Discard All, the newly created location will be deleted.
### Location List After setting up, the location will be displayed under the locations list with the following columns: * Search all locations * Country icon * Location name * Address * Timezone * Status (Active/Inactive) * Ability to delete or edit
# Create a Layer ## Overview Layers represent the physical divisions within your locations such as floors. This guide will walk you through adding a new layer to an existing location in Console. ### Access the Location Overview Click on the desired location from the list to open its overview. Here, you will see details like the location name and the date it was published.
### Navigate to Layers In the location overview, locate and click on the Layers horizontal tab. Initially, this list will be empty until layers are added. ### Add a New Layer Click on the + Add Layer button to start the layer creation process. #### Enter Layer details in the flyout A flyout will appear where you must enter the following details: * **Name**: Provide a name for the layer, typically the floor number or designation. * **Type**: Currently, the type is automatically set as Floor. Future updates may include additional types like car parks. * **Floorplan (.dfx file)**: Upload the .dfx file of the floorplan. This file is crucial for gospace to render and map out the space for use throughout the platform. On adding the layer, gospace AI auto-populates the floor with all zones, rooms, and individual workpoints necessary for planning and allocations. #### Save or Cancel After filling out the details: * Click Cancel to return to the layer list without saving. * Click Add to save the new layer. Ensure all fields are completed correctly. ### Publish Changes Similar to adding locations, you must publish the changes for them to be active: * A Review changes button will appear after you add the layer. * Click Publish to go live with the updates. If you choose Discard all, the added layers will not be saved.
Once created, click on the new layer in the layer list to access the layer overview tab. Here, you will find a new horizontal navigation bar featuring a "Floor Plan" tab. Click on this tab to view a read-only version of your floor plan, rendered into the platform.
# Zones ### **Overview** Zones are defined areas within a layer, such as floors, used for managing people or teams in planning. ### **Navigating to Zones** 1. **Open Layer Overview** From your location, navigate to the specific layer where you intend to manage zones. 2. **Access Zones Tab** Click on the Zones tab in the horizontal navigation bar to access a list of pre-created zones based on your floorplan.
### **Managing Existing Zones** 1. **Edit Zone** * Select a zone from the list to view its details. * Click on the Edit button to open the edit zone flyout, where you can: * **Name:** Modify the existing name of the zone. * **Colour:** Select a new colour to visually distinguish the zone on the floorplan in planning. * Confirm changes by clicking Save or cancel the action by clicking Cancel.
### **Managing Zone Connections** 1. **Navigate to Connections Tab** From the layer overview, access the Connections tab, which displays all existing connections related to the zone. 2. **Add or Delete Connections** * To delete a connection, select the delete option next to the connection in the list. * To add a new connection: * Choose a connection type to People or Teams. * Select the person or team from the provided options. * Set the strength of the connection and specify if it is positive or negative. * Confirm the new connection by clicking Save or cancel by clicking Cancel.
### **Adding New Zones** 1. **From Zones List** Click the Add Zone button to start the process of adding a new zone. 2. **Add Zone Flyout** In the flyout, provide the following details: * **Name:** Enter a name for the zone. * **Colour:** Choose a colour for the zone. * Click Add to create the zone or Cancel to exit without creating. * *To map the zone to a space on the floorplan, navigate to "Space Settings" in the Planning tab*
### **Zones List** Each zone on the zones list includes: * **Name:** The name of the zone. * **Capacity:** Number of workspaces within each zone. * **Status:** Whether the zone is active or inactive. * **Colour:** Visual colour tag of the zone for reference on the floorplan in planning. * **Delete:** Option to delete a zone. * **Add Zone Button:** To add a new zone. * **Search Zones:** Ability to search through the zones list.
# Rooms ## **Overview** Rooms are predefined within your location's floorplan, and can be marked as either team rooms or meeting rooms. This guide explains how to manage these rooms effectively after they have been created through the floorplan upload. **Access Rooms Tab** Click on the Rooms tab from the horizontal navigation bar in a selected layer, to display the list of rooms automatically generated from the floorplan. ## **Managing Existing Rooms** 1. **Edit Room** * Click on a room from the list to view its overview. * Click the Edit button to update: * Name: Change the room's name. * Type: Specify or change the room type (team room or meeting room).
2. **Add Labels** * In the room overview, add labels such as 'wheelchair access' to facilitate better space allocation by AIDRA. * Tag rooms with labels and create connections from users with specific needs to the labels to aid in space allocation.
## **Room Connections** 1. **Navigate to Connections Tab** From the room overview, click on the Connections tab to manage existing connections or create new ones between the room and people or teams. 2. **Adding Room Connections** * To add a new connection, select whether to connect with people or teams, set the connection strength, and decide if it is a positive or negative connection.
## **Room List Overview** #### Each room on the list displays the following information: * Name: The designated name of the room. * Capacity: The number of people the room can accommodate. * Type: Indicates whether the room is for a team or serves as a meeting room. * Status: Active or inactive status of the room. * Delete: Option to remove the room from the system. * Search Rooms: Functionality to search through listed rooms.
# Labels & connections ## **Overview** In the admin console, labels and connections are essential for tailoring space allocations to specific organisational needs. Labels can be assigned to various entities such as rooms, people, teams, or individual spaces within the floorplan. By linking these labels to the entities, AIDRA can make intelligent, tailored space allocations. ## **What are Labels?** Labels are tags applied to different elements like rooms, people, teams, or spaces within your floorplan in the Console. These tags categorise or describe features — for example, a room might be labelled as 'wheelchair accessible', or a quiet area might be tagged 'silence zone'. While labels organise and classify, their full potential is realised when used with connections to achieve specific behaviours in space allocation. **Adding Labels** * **Where to add Labels:** Labels can be added directly on entities like rooms, people, teams, or spaces through their respective overview pages. * **Purpose of Labels:** Labels are used to describe attributes or needs, such as 'wheelchair access', 'IT support', or 'quiet area'. ## **Purpose of Connections** Connections are the mechanisms we use in the Console to allocate spaces specifically tailored to the needs of people and teams, directing how AIDRA manages space allocations to enhance productivity and satisfaction. **Attributes of Connections** * **Positive or Negative:** Label connections as 'positive' to attract someone to a specific space or attribute, and 'negative' to deter them. * **Strength:** The strength of a connection determines its impact on the decision-making process for space allocations. * **Location Restrictions:** Implement location restrictions to confine connections to particular areas or attributes, enhancing the relevance of allocations. ## **Customising Connections With Labels** Custom labels enable the creation of specific targets for connections. For instance, labelling certain desks as 'Standing Desk' and connecting a person who prefers such an arrangement ensures that these spaces are prioritised by AIDRA. **Example Using Custom Labels** Consider an employee, 'Alex', who prefers a standing desk: * **Create and apply the 'Standing Desk' label:** This is done to the appropriate desks initially. * **Establish a positive connection:** Link Alex to the 'Standing Desk' label. * **Doubling the Connection:** If Alex also carries this label personally, it increases the chances that he will be allocated one of these desks. ### **How do Labeled Entities and Connections Work?** **Using Labels on Inanimate Entities** * Labels can be applied to static items like rooms or specific spaces to categorise or detail their usage. * These inanimate entities cannot form connections to these labels due to their static nature. **Dynamic Entities and Labels** * People and teams are dynamic entities capable of carrying labels and forming connections to these labels. * This functionality allows AIDRA to allocate spaces effectively based on personal or team-specific requirements indicated through connections. ### **Influence of Connections on Allocations** **Direct Influence on Allocations** * Connections, whether between entities or from entities to labels, significantly influence AIDRA’s allocation processes. * If 'Tom' has a positive connection to 'Label A', and this label is applied to 'Room B & C', Tom is likely to be allocated to one of these rooms. * Direct connections to specific entities like rooms can further ensure targeted allocations. **Non-Impacting Scenarios** * Merely adding a label to an entity, without establishing a corresponding connection, does not influence AIDRA's allocations. It is essential that a dynamic entity (person or team) forms a connection to a label or another entity for it to impact allocations. Understanding and utilising labels and connections effectively can dramatically enhance workspace management, ensuring space is not only allocated efficiently but also aligns with individual needs and team dynamics. # People Manage administrators and permissions under one page
\ Upon clicking on the People tab, you will see the following features and functionalities. If you have configured a directory integration, your directory will be auto-populated here. ## Main Features #### User list The People tab displays a comprehensive list of all users within your division, spanning all locations and teams. Each user entry includes: * Name * Email * User Location * User Status (Active or Inactive) * Delete User option #### User Status * Active Users: These users are actively allocated space by AIDRA and utilised by the system. * Inactive Users: These users will not be allocated any space by AIDRA, nor used by the system unless their status is changed to active. #### Search Functionality The search function allows you to filter the user list by name or email, helping you quickly locate the specific user you are looking for. #### User Details and Editing To view and edit user details, click on a user within the list. This action will take you to the user’s overview page, which includes the following sections: ## People overview In this section, you can modify the following user information: * Name * Last Name * Email * Status * Labels ## Profile settings Within the user’s profile, navigate to "Schedule Settings" to access and adjust: * Notification Preferences: Customise how and under which protocol the user receives notifications. * Privacy Preferences: Control the visibility of the user's information and define who can schedule on behalf of the user. Schedule settings: * Default Team: Sets the user’s default team, used by AIDRA for allocations on fixed days and forecasting. This will also be pre-selected when the user schedules via the app. * Default Location: Sets the user’s default location, also utilised by AIDRA for fixed day allocations and forecasting. This location will be pre-selected when scheduling via the app. * Fixed Days: Create multiple configurations for different teams and locations across various days. For example, a user might be with Team A at Location A on Monday, Tuesday, and Wednesday, and with Team B every other week on Thursday and Wednesday, with repeating patterns. AIDRA will auto-allocate based on these fixed day settings. # Teams
## Overview The Teams tab provides a similar list view to the People tab and includes the following features and functionalities: ## Main Features ### Team List The Teams tab displays a comprehensive list of all teams within your division. Each team entry includes: * Team Name * Team Colour * Team ID * Delete Team * Search by Name or ID * Refresh List * Add Team button ### Adding a Team Click on the “Add Team” button to open the team creation flyout. This flyout allows you to specify: * Team Name: Enter the desired team name. * Colour: Use a custom hex code selector or choose from pre-defined colours. * Allow Guests: Use this radio button to determine scheduling permissions: * Selected: Any user in the division can schedule space with this team, even if they are not part of the team. * Unselected: Only users within the team itself can schedule space with the team. ### Editing a Team To edit a team, click on the desired team from the list. This action will take you to the team's overview page, where you will see: #### Overview Section The overview section provides general information and allows you to review and amend: General Info * Team Name * Team Colour * Allow Guests option Configuration * Labels (add and remove) People * Add or remove people from the team ### Edit Team From the overview, click on “Edit” to modify the following details: * Team Name: Enter the desired team name. * Colour: Use a custom hex code selector or choose from pre-defined colours. * Allow Guests: Use this radio button to determine scheduling permissions: * Selected: Any user in the division can schedule space with this team, even if they are not part of the team. * Unselected: Only users within the team itself can schedule space with the team. #### Team Settings Advanced team settings such as target, headcount, and more can be found and amended under the Planning tab within the Space Settings section. # Locations # Settings: Notifications # Settings: Schedule # Workplace # Allocations ## Introduction The Allocations tab is your central hub for managing space allocations on specific dates, locations, and floors. It's designed to provide a comprehensive view and control over the allocation of spaces, making it easier to respond to the changing needs of your organisation. ### Navigation * Default Settings: Initially, the tab displays allocations for today's date and the first listed location and floor. * Customisation: You can alter the date, location, and layer via dropdown menus in the top navigation bar, enabling you to view allocations for different scenarios.
## Evolving after changes * Optimising Space with AI - When clicked this will evolve the AI to re-allocate the spaces to better optimise space and connectivity, following the settings that have been changed for the day, and obey the below settings: * Minimum Disturbance: Adjusts spaces to enhance connectivity while minimising impact on existing allocations. * Maximum Connectivity: Prioritises optimal space utilisation, which may modify existing allocations for enhanced connectivity. * This allows for allocating by zone. ## Managing and viewing the selected dates allocations ### Visual and List Views * Floorplan: Visual representation on the floorplan shows allocations by team colour, or in purple for individuals. * List view: Right-hand list provides a full list of the allocations shown in the floorplan, including location, the name of the allocated team or individual, and the date. ### Creating and managing allocations * Editing and Deletion: Amend or delete specific allocations directly from the list.
* Manual Allocation: At the top of the list, use the Allocate Spaces button to manually designate spaces for teams or individuals just for that day. * Freezing Allocations: When you highlight a space, or click freeze all, this will save the selected allocations, so that unless they are unfrozen, when AI optimises your space, these allocations will not change. I.e. if AI is set to evolve the night before, but you've put in an allocation for person a to seat b12 3 days ago for that day, but you froze the allocation, then when aidra evolves this allocation will remain. At the top of the list there is an allocate spaces button where an admin can highlight the space or spaces they want to allocate, then select the team or individual user/s that they want to allocate the space/s. This will manually create the allocation for the same day. If you create a manual allocation for the future you must freeze the allocation for it to be saved, otherwise when AI evolves the day before the allocation may be changed for that user or team. Allocations created either manually or by AI here are what the user will see on their schedule. Depending on what is set for the evolve time "AI Evolution time" is when the end-users will get their notification to see where they are allocated to be sat for the next day. ## Toolbar functionality #### Viewing the floorplan: * Show zones & rooms, this shows where the zones and rooms in your floorplan so you can find them on the floorplan
#### Swapping Allocations * Allows for the flexibility of swapping spaces between teams, enabling better management of the workspace based on evolving team needs.
#### Consolidating Space * Manual Consolidation: This option blocks off selected spaces from being assigned for the day, ensuring they remain unoccupied. * Auto Consolidation: Automatically optimises and condenses space usage around the selected area to enhance grouping and utilisation. This feature is dynamic but currently limits adjustments to the day of action. #### Managing Changes * Undo/Redo: Quickly reverse or repeat changes during the allocation process. * Save Changes: Ensure all alterations or manual allocations are saved, forming a changeset that must be published to effectuate changes. * Cancel Changes: This option discards any unsaved changes, reverting to the last saved state
# Space settings Space settings allow you to configure various options for your floorplan, which AI will adhere to for space allocations on all days. There are three main settings you can amend: 1. Zones 2. People 3. Teams
For each of these settings, you can right-click on selected spaces to: * Set as flex space: Allocates individuals (not teams) to these spaces. * Consolidate space: Prevents the space from being allocated in the future. * Reset space: Removes all settings previously applied to that space.
Additionally, you can: * Enable manual or automatic consolidation, which remains effective unless cleared. If auto-consolidate, then it will always try to optimise space allocation and group allocations closer together across all floors until disabled. * Show zones/rooms: Displays the zones and rooms on your floorplan for easy identification. * Optimise space using AI: When clicked this will evolve the AI to re-allocate the spaces to better optimise space and connectivity, following the settings that have been changed for the day, and adhering to the following settings: * Minimum disturbance: Aims to optimise connectivity with minimal disruption to existing allocations. * Maximum connectivity: Maximises connectivity, potentially altering existing allocations. * Allocate by zone: Allows allocation by specific zones. ### **Zones:** In the right-hand list menu, zones are displayed with their colour, name, and capacity, along with options to delete and a search bar. To assign a zone to selected spaces, use Command+Click or drag with the left mouse button, then click 'assign' in the right-hand list. The assigned colour will appear on the floorplan. Deleting a zone removes its colour and displays the spaces as empty grey workstations. Clicking on a zone zooms into it on the floorplan.
### **People:** In the right-hand list menu, you will see all users displayed as a list with their colour (initially identical for all), name, and email, along with a search bar to find people. Each user row includes an assign button. By selecting one or more spaces and then clicking assign, you can permanently allocate that person to the selected space(s) for all future days. Additionally, there is a checkbox next to each person's name; when selected, it highlights only those individuals who are permanently assigned to spaces on the floorplan. If a person is permanently assigned fixed to a space and you have selected these spaces, you can click the "Unassign workstations" button above the right side panel to remove the user(s) from those spaces.
### **Teams:** Teams are listed with their name, headcount (count of users in that team), type (flex, fixed, or free), and team colour, which is visible on the floorplan: * Fixed: Always allocates the designated fixed spaces. * Flex: Prefers fixed spaces but can adjust within the same floor if necessary. * Free: Allocates fixed spaces or the same floor but may relocate if the floor is over-allocated. Additional settings include: * Minimum capacity: The smallest number of spaces that must be allocated to the team. * Maximum capacity: The largest number of spaces the team can occupy. * Target capacity: The ideal number of spaces for the team, although AI forecasting will take precedence if enabled. * Contingency: A percentage indicating how much space above the target should be allocated. For example, if the team is allocated 10 spaces and the contingency is set to 10%, they will be allocated 11 spaces. * Team colour: Indicates the team's colour, which is also visible on the floorplan where the team's fixed spaces are assigned. * Assign: To allocate space(s) to the team, click on the desired spaces and then click 'assign'. This action will fix the space for the team.
If a team is assigned fixed to a space(s), and you have selected those spaces, then the "Unsassign workstations" button above the right side panel can be clicked to unassign the team(s) from fixed to that space. # Connections
## Overview of the Connections tab in Planning Gain an overview of all global connections within your division. It enables a detailed view of the relationships between different entities, helping you manage and understand how people and teams are linked across the locations in your division. **Navigation and Views** * **Connection Graph:** This provides a visual map of all connections, filterable by location. It simplifies the understanding of complex relationships and dependencies which AIDRA considers when allocating space. * **List View:** For a more straightforward, detail-focused perspective, this view displays all connections in an actionable format. ## **Key Features of the Connections Tab** * **Filtering Options:** You can filter both the graph and list views by specific locations to focus on connections relevant to the allocations you're currently monitoring, or unselect a location to see all global locations. **Connection Management in List View:** * **Detailed Information:** Each row displays the origin and endpoint entity of a specific connection, its strength. * **Colour Coding:** Connection strengths are colour-coded—green for positive and red for negative—providing an insight into the nature of each relationship without clicking into it. * **Ability to Delete:** You can delete any connection directly from the list if it is no longer needed. # Admin # Notification toggles # Domain verification # Roles Manage user access with roles and permissions One quick way to manage user access and permissions in the console is by creating roles. When assigning permissions to each role, choose from one of four configurable permission levels:
PermissionDescription
AdminFull permission to perform any action in the console.
WritePermission to perform basic actions in the console.
ReadPermission to read only. No access to any personal data.
DenyNo permission to access or perform any action in the console.
You can assign multiple roles to a user, which will give the user the combined permissions of all the roles. To edit the permission given to a role, click the triple dot menu ( ), then click **Edit Role**. # Overview Automate your schedule and optimise collaboration with your teams gospace Live is our own mobile app that lets employees coordinate in-office days with their teams with minimum effort, whereas the gospace console lets administrators plan ahead and simulate future scenarios to improve operational efficiency. Using the gospace Live mobile app or accessing directly through your web browser are the easiest ways to manage in-office days and optimise collaboration with your connected teams. With the comprehensive features of gospace Live, you can: * automate your schedule * set your fixed days * create your own teams * invite people to join you in the office * see when your teammates will be in the office #### Get started You can download our mobile app from the [iOS App Store](https://apps.apple.com/gb/app/gospace-ai/id6469874312) (requires iOS 13.0 or later) or the Google Play Store, or go to [www.gospace.com](https://docs.gospace.com/user-app/www.gospace.com) and sign in with your account. Explore our [product guide](broken://pages/rFPpW5ZGyoxJRZMzzC9j) to learn more about gospace Live. # Create a custom team As a gospace user, you can create custom teams to collaborate more effectively with your colleagues. This guide will walk you through the steps to create a custom team using the gospace user app. Accessing the Teams Feature 1. Open the gospace user app. 2. Navigate to the "Schedule" tab. 3. Locate the "Teams" widget within the schedule tab.
Creating a New Team 1. In the Teams widget, click the "+ Add Team" button in the top right corner. 2. This will open the "Create team" page.
Configuring Your Custom Team On the Create team page, fill out the following information: 1. Manage team on behalf of: This field is pre-filled with your name and email. If you have an Executive Assistant permission you can change the user selected to create a team for someone else. 2. Team name: Enter a name for your custom team. This name will be displayed throughout the app. 3. Default location: Select the primary location for your team from the dropdown menu. This helps admins filter teams by location for easier management. 4. Team connection (Optional): Link your custom team to an existing team by selecting it from the dropdown. This creates an automatic connection between the teams. 5. People: Add team members by clicking the "+ Add People" button. Search for and select colleagues to add to your team. Selected team members will appear above the Add People button with the option to remove them if needed. 6. Allow guests?: Toggle this option on if you want to allow anyone, regardless of who's in the team, to schedule with this team. When off, only team members can schedule with the team. After configuring all the necessary details: 1. Review your team settings to ensure everything is correct. 2. Click the "+ Add Team" button at the bottom of the page to create your custom team. Using Your New Custom Team Once created, your new custom team will be available in the team dropdown menu when you schedule space.
# Booking a Desk / Booking a Desk with a Team #### **Overview** In the gospace AI user app, you don’t manually choose where to sit — you simply tell Aidra which day you plan to come in, and she handles the rest. If forecasting is enabled Aidra will automatically book on behalf of you, so you don't need to do anything at all. When you reserve a day in the office, Aidra automatically allocates you a desk (or a desk with your team) based on your schedule, preferences, and building availability.\ You’ll receive your desk allocation the day before or morning of your visit depending on your locations settings, and can view it any time after you've received your notification in the **Floorplan** tab of the user app. *** #### **How to Book a Desk** 1. Open the **Reserve a Desk** screen in the gospace app. 2. **Select your Date** — e.g. *Wednesday, November 5, 2025*. 3. **Choose your Location** — e.g. *11 W QUINCY COURT*. 4. **Select Space Type** → *Desk*. 5. *(Optional)* **Choose a Team** — e.g. *Accounting*. * This tells Aidra to seat you within your team’s allocated zone. 6. *(Optional)* **Add Preferences** — e.g. *Focus space*, *Near window*, or *Dual monitors*. 7. *(Optional)* **Invite Colleagues** if you’d like to coordinate office days. 8. Tap **Reserve**. That’s it — your intention to come in is logged. Aidra will evolve allocations the day of or before that day, balancing attendance, proximity to teammates, and space efficiency, and you'll simply receive a notification of your assigned space. *** #### **How Desk Allocation Works** * **Before your visit:** Aidra reviews all scheduled users, team zones, and preferences. * **The day before or morning of:** You’ll receive a notification confirming your allocated desk. * **View anytime:** Go to **Floorplan → My Allocation** to see exactly where you’ve been seated.
*** #### **Booking with a Team** When you select a team: * Aidra forecasts how much space each team needs and allocated all individuals from that team. * Your desk is allocated within your team’s allocated neighborhood. This ensures everyone sits close enough to collaborate without exceeding building capacity. # Manual scheduling ## Manual Scheduling Manual scheduling allows users to directly book workspaces and rooms according to their needs, with Aidra automatically allocating appropriate spaces based on their requirements. Learn how to use gospace's manual scheduling features to book workspaces and rooms for yourself or your team. ### Overview Manual scheduling enables users to book workspaces and rooms directly through the gospace platform. The system's AI engine, Aidra, automatically allocates appropriate spaces based on your requirements ### Prerequisites * Active gospace account * Workspace access permissions * Manual scheduling enabled for your organization ### Workspace Booking gospace offers several options for booking workspaces: #### Full Day Booking Reserve a workspace for an entire workday: 1. Navigate to 'Schedule space' 2. Select 'Full Day' 3. Choose your preferred date 4. Confirm your booking #### Shift-Based Booking Manual scheduling can operate alongside auto-scheduling features but is not compatible with auto-allocate mode, as auto-allocate removes the need for individual booking actions. Schedule workspace for specific time slots: 1. Select 'Schedule space' 2. Choose 'Time Slot' 3. Specify your desired time range 4. Confirm your booking #### Team Booking Coordinate workspace bookings with colleagues: 1. Start a workspace booking 2. Click 'Invite people' 3. Select colleagues to invite 4. Confirm group booking ### Room Booking Book meeting rooms for team collaboration: #### Meeting Room Scheduling Required information: * Meeting duration * Participant list (this derives the size of the room allocated to your users opposed to requesting a size itself) **Note:** Aidra automatically assigns the most suitable room based on your requirements and proximity to team members. ### Compatibility Manual scheduling: * ✅ Can be used alongside auto-scheduling features * ❌ Cannot be used with auto-allocate mode # Auto-schedule ### Overview Auto scheduling uses AI to automatically schedule your workspace based on your preferences and patterns. This feature can work alongside manual scheduling but is not compatible with auto-allocate mode as this feature removes the need to schedule entirely ## Key Features ### Fixed Days Set recurring days for automatic creation of bookings: * Configure specific days of the week (e.g., Monday, Wednesday, Friday) * Maximum fixed days can be set per location * Automatically allocated with your team
### Intelligent Scheduling Based on attendance data, the system: * Schedules up to 10 days in advance * Sends "likely" invitations when attendance probability is 50% or higher
* Automatically schedules when probability reaches 80% or higher
### Smart Features #### Invite Recommendations The system learns from your scheduling patterns to: * Suggest relevant team members to invite * Show personalized recommendations * Streamline group scheduling
*** ## How to Use Auto Scheduling Features #### Setting Up Fixed Days 1. Open the gospace app 2. Navigate to Schedule Settings 3. Select "Fixed Days" 4. Choose your preferred recurring days and setting, i.e. Mondays every week 5. Save your preferences 6. Observe your schedule updates with bookings for Mondays #### Managing Schedule created by Aidra (gospace's groundbreaking AI) View and modify your auto-scheduled spaces: 1. Open the Schedule tab 2. Review upcoming scheduled spaces, these will be noted as likelies (meaning a user has to accept or decline), or show auto-scheduled with a note saying (scheduled by AI) 3. Modify or cancel if needed # Booking a Private Office #### **Overview** In the gospace AI user app, you don’t manually choose which private office to use — you simply tell Aidra which day you plan to come in, and she handles the rest. If forecasting is enabled, Aidra will automatically book on your behalf, so you don’t need to do anything at all. When you reserve a day in the office, Aidra automatically allocates you a private office based on your schedule, preferences, and availability within your chosen location. You’ll receive your office allocation the day before or morning of your visit depending on your location’s settings, and can view it any time after receiving your notification in the **Floorplan** tab of the user app *** #### **How to Book a Private Office** 1. Open the **Reserve a Desk** screen in the gospace app. 2. Select your **Date** — e.g. *Wednesday, November 5, 2025*. 3. Choose your **Location** — e.g. *11 W QUINCY COURT*. 4. Select **Space Type → Private Office**. 5. *(Optional)* Add **Preferences** — e.g. *Dual monitors*, *Quiet area*, or *Near window*. 6. *(Optional)* **Invite Colleagues** if others will be joining you in the private office. 7. Tap **Reserve**. That’s it — your intention to use a private office is logged. Aidra will evolve allocations the day of or before that day, matching you with the most suitable space and balancing usage across the building. *** #### **How Office Allocation Works** * **Before your visit:** Aidra reviews all private office requests, your preferences, and location availability. * **The day before or morning of:** You’ll receive a notification confirming which private office has been allocated to you. * **View anytime:** Go to **Floorplan → My Allocation** to see your assigned space. # Booking a Meeting #### **Overview** In the gospace AI user app, you don’t need to manually find or manage meeting rooms — Aidra takes care of it.\ When you schedule a meeting, Aidra automatically allocates the most suitable room based on availability, attendees, and preferences. If **Recommended Rooms** are **enabled** in your location settings (managed by an admin), you can view and select from Aidra’s top suggestions directly within the app.\ If this setting is **disabled**, Aidra will automatically confirm and allocate the optimal meeting room for you — no manual action required. You’ll receive your final room allocation before your meeting starts, and can view it any time in the **Floorplan** tab *** #### **How to Book a Meeting** 1. Open the **Reserve a Meeting Room** screen in the gospace app. 2. Select your **Date** — e.g. *Wednesday, November 5, 2025.* 3. Choose your **Location** — e.g. *11 W QUINCY COURT.* 4. Select **Space Type → Meeting Room.** 5. Add a **Subject** for your meeting. 6. *(Optional)* Add **Details** if needed. 7. Set your **Start Time** and **Duration.** 8. *(Optional)* Add **Preferences** such as *AV screen*, *Whiteboard*, or *Video conferencing*. 9. *(Optional)* **Invite People** — search colleagues to include them in the booking. If recommended rooms are **enabled**: * Aidra will display the **top room suggestion** (e.g. *Room K*) and explain *“Why this room?”* * You can select this room or view **other recommendations**. If recommended rooms are **disabled**: * Aidra will automatically allocate the best room when the booking is confirmed. Tap **Reserve** to complete your booking. *** #### **How Meeting Allocation Works** * **At booking:** Aidra identifies available rooms that match your preferences and expected attendance. * **Before the meeting:** Aidra finalises allocations, adjusting for conflicts or changes in attendee numbers. * **View anytime:** Go to **Floorplan → My Allocation** to see your confirmed meeting room. *** #### **Notes** * Recurring meetings are supported; Aidra learns from prior bookings to improve room selection over time. * If “Recommended Rooms” are disabled, all room selection is fully automated. * Amenities and preferences influence Aidra’s recommendations but won’t block booking if no perfect match exists. # Booking on Behalf of Someone (EA Mode) #### **Overview** In the gospace AI user app, Executive Assistants (EAs) or users with EA permissions can create bookings or intentions on behalf of other employees.\ This allows EAs to manage their executive’s office days, meeting rooms, or private offices directly — using the same streamlined experience as standard users. When an EA books for someone, it’s treated exactly the same as if that user made the booking themselves. Aidra will evolve and allocate desks, rooms, or offices automatically, based on that person’s preferences, team, and schedule *** #### **How to Book on Behalf of Someone** There are two ways to create a booking for another user: **Option 1: Search & Book** 1. Tap the **Search icon** in the gospace app.
2. Search for the person you’re booking for. 3. Select their name — you’ll enter the standard booking flow for them. 4. Complete the booking as normal (Desk, Private Office, or Meeting Room). 5. Tap **Reserve**.\ The booking will be logged as an intention for that person, and Aidra will allocate their space automatically at the usual time. *** **Option 2: EA Schedule View** 1. Tap the **EA** button on the home screen. 2. ```
``` 3. 4. The **Schedule** screen opens with an additional field: * **For Who:** Search and select the person you’re booking for. 5. Fill out the remaining fields as you would in a normal booking flow (e.g. Location, Date, Space Type, Team, Preferences). 6. Tap **Reserve**. The booking will appear under the user’s account and calendar, with Aidra handling all allocation as normal.
*** #### **How It Works** * The EA’s actions create an *intention* on behalf of another user. * Aidra automatically manages space allocation for that user — desk, office, or meeting room — based on their personal data and preferences. * Notifications of allocations go directly to the end user, not the EA (unless mirrored access is enabled by admin). * EAs can view, amend, or cancel bookings they’ve created through the same interface. # Auto-allocate ## Auto Allocate Learn how gospace's auto-allocate feature automatically assigns team zones without requiring manual scheduling ### Overview Auto-allocate removes the need for scheduling entirely by automatically assigning team zones based on attendance forecasts. Teams receive notifications when their zones change. ### Allocation Types #### By Space Teams are allocated their own dynamic neighborhood: * Teams get dedicated spaces within the office * Individual members without teams receive specific spaces * Space size adjusts based on attendance forecasts #### By Zone Teams are allocated to configurable zones on the floorplan: * Teams see their designated zone in notifications * Members can self-organize within their zone * Zones are configured through the admin console ### Forecast Options #### Daily Aggregate Forecasts How it works: * Teams receive allocations based on daily forecasted attendance * Zone sizes adjust daily based on team forecasts * 97% forecast accuracy for team attendance * Consistent Monday-to-Monday allocation patterns #### Weekly Peak Forecasts How it works: * Teams receive fixed zone sizes based on peak attendance * Zones remain consistent throughout the week * Size determined by highest expected attendance **Important:** Auto-allocate cannot be used simultaneously with manual or auto-scheduling features as this involves no human scheduling at all. ### User Experience With auto-allocate enabled: * No manual booking * Automatic notifications when team zones change * View allocated zones in the user app * Teams stay together in their designated dynamic areas # View your schedule As a user, you can easily view your daily allocation, forecasted intentions, delete scheduled intentions, and track upcoming intentions and meetings using the schedule tab. This helps you manage your schedule to see where you're sat, and when you're scheduled in. ## How to View Your Schedule ### Viewing Your Today Card 1. Open the gospace app on your mobile device and navigate to the schedule tab to view your today card if you have an allocation that day. 2. The Today card displays: * The current date * Associated team details if included in the intention * A floorplan with your specific allocation highlighted * Initials of users associated or invited to the intention * A list indicating whether each invited person has confirmed attendance ### Canceling an Intention 1. To cancel an intention, tap the "Cancel" button on the intentions card. 2. Confirm the cancellation when prompted. 3. The card will update to reflect the cancellation, removing the allocation. ## Viewing forecasted intentions by AI ### Accessing Likely Cards 1. Open the gospace app and navigate to the schedule tab. 2. You will see Likely Cards for each day you are predicted to attend the office based on a 50-80% likelihood (unless changed by an admin in the locations settings). ### Managing Likely Cards 1. To confirm an intention, tap the "Accept" button. The intention will be saved and marked as confirmed in your schedule, which will then create an allocation and show where you're sat on the evolution either the day before or the day of. 2. To decline an intention, tap the "Decline" button. The intention will be removed from your schedule. ### Transitioning to Today Cards 1. On the day of a confirmed intention, the Likely, Invited, or Autoscheduled Card will convert to a Today card, displaying: * A detailed floorplan with your specific allocation highlighted ### Deleting Scheduled Intentions #### Removing an Intention 1. Navigate to the schedule tab in the gospace app. 2. Select the intention you wish to delete (e.g., attending the London office on May 24th). 3. Confirm the deletion when prompted. 4. The app will remove the intention from your schedule and no longer allocate space for that day. ### Viewing Scheduled Meetings Meetings show the same as any other intention, just with some different fields shown, and on the day of will turn into a today card (via a swipeable carousel if t Each meeting entry will include: * The meeting's title * The time and location * The participants #### Keeping Track of Changes 1. If a meeting is canceled or rescheduled, the schedule tab will update immediately to reflect these changes, either removing the canceled meeting or updating the details. ### Next Steps By following these steps, you can manage your schedule efficiently using the gospace app. Whether it's viewing your allocation for the day, managing forecasted intentions, deleting unnecessary scheduled intentions, or keeping track of your meetings, the gospace app provides comprehensive tools to enhance your productivity and coordination within the workspace. # View a teams schedule As a user, you can search for and view entire teams' schedules and Today cards. This provides an overview of team intentions and daily allocations, enabling users better planning and coordination within the workspace on when they should come in. ## Searching and Viewing Team Schedules ### Searching for a Team 1. Open the gospace app on your mobile device and navigate to the search function in the bottom menu. 2. Enter the team name via the teams tab to locate the specific team you wish to view. ### Selecting a Team 1. From the search results, select the desired team. 2. You will then be presented with a list of the team's upcoming intentions and their Today card, which shows their current day's allocation with where they're sat. ## Viewing the Team Schedule ### Viewing the Today Card The Today card displays the specific location and floorplan allocation assigned to the team for the day, allowing you to see where the team is seated, and who is in. Note that team schedule visibility is governed by user privacy settings in their profile settings - therefore if a user has schedule hidden they will not be shown in the teams schedule as the names of users with hidden schedules will be anonymised. On days with team bookings, the app fetches the team's schedule and aggregates the intentions for that day to create an attendee summary, which is then merged with the invite list for that day. ### Clear Days On days without specific bookings, if you or the user you are viewing has a default team set, the app fetches the team schedules. Aggregated summaries show who is scheduled for that day, providing a clear picture of team attendance even if a specific user isn't in. # View a users schedule As an employee using the user app, you can search for and view the schedules and Today cards of your colleagues. This helps you coordinate your office visits to see if a particular colleague is also in the office on a given day. ## How to search and view a colleague’s schedule ### Searching for a Colleague 1. Open the gospace app on your mobile device and navigate to the search function via the bottom menu. Enter the name of the colleague you wish to find. 2. Selecting a Colleague From the search results, select the desired colleague. You will then be presented with a list of their upcoming intentions and their Today card, which shows their current day's allocation, provided they have enabled visibility for their schedule. ### Viewing the colleague's schedule If the colleague has not set their schedule to "hidden," you will see a detailed list of their upcoming intentions, including the date, location, and type of activity. If a colleague has set their schedule to "hidden" in their privacy settings, their detailed schedule and Today card information will not be displayed. This enforces that privacy settings are respected and only agreed visible information is shown. ### Viewing the Today Card Accessing the Today Card The Today card will display the specific locations and allocation within the floorplan assigned to the user for the day, contingent upon the privacy visibility settings of that user. This allows you to see where your colleague is seated and their workspace allocation for the day. # Profile settings The user app offers a dedicated section for managing profile settings, allowing you to customise your user experience according to your preferences, these are also synced with the console for admin overview. This guide will assist you in navigating and configuring settings related to your schedule, privacy, and notifications within the user app. ### Accessing Profile Settings 1. Open the gospace app on your mobile device. 2. Tap on the bottom menu and select Settings to access the different options. ### Schedule Settings Customise how your schedule is automated, including setting your default location and team. How to Configure: * Navigate to Schedule Settings within the Profile Settings tab. * Modify your default settings, such as location, team, and fixed days setting specific teams, as per your needs. When setting your fixed days you can configure different repeating patterns with different teams and locations, so for example you could be in Office A on Monday Tues Wednesday every other week, and Office B with another team on Thurs and Fri every 3 weeks. * Save your changes, which will be synchronised with the console view automatically. ### Privacy Preferences Adjust who can view your profile and schedule within the platform to ensure your personal information remains private according to your preferences. How to Configure: * Open the Privacy Preferences section within Profile Settings. * Toggle settings, such as: * Open to Invitation: Control whether other users can find and invite you within the platform. * Schedule Hidden: Opt to hide your schedule from view by other users. * Schedule Restricted: Limit who can manage your schedule and do so on your behalf. * Confirm your changes, which will then sync across user and console. ### Notification Preferences Manage how you receive notifications. How to Configure: * Select the Notification Preferences section from Profile Settings. * Customise your notification settings for different types, including emails and push notifications: * Adjust settings to receive or suppress notifications based on your activity and preferences. * Note that location-specific settings set by administrators might override individual preferences. ### Receiving Notifications Based on your settings, notifications will be sent to adhere to the preferences set, unless overridden by location-specific notification restrictions. # Release notes # v1.0.0-beta ## Integrations! **Release Version:** v1.0.0-beta **Release Date:** 30.04.24 ### **Overview** We're thrilled to introduce the initial early-access release of the new gospace platform! With this we invite you to explore the UAT environment, to give you a firsthand experience of the revamped interface and enhanced capabilities of gospace. In this inaugural release, we've rolled out the new Integrations feature. Previously, setting up integrations required a direct request to our team. Now, you can autonomously configure these integrations directly in the gospace console. Seamlessly import users and teams from your organisational directories or sync real-time occupancy data for more precise and predictive space allocation by AIDRA. During this early-access period, we're also excited to provide access to essential modules to test your integrations including people, teams, and locations. To note some functionality will be missing/or in progress on these modules, but these will be outlined below. Dive in and start experimenting with the fresh look and feel of gospace, tailor the platform with your integration needs, and enhance how you manage your division. Your feedback during this phase is invaluable as we refine and enhance the MVP to better meet your needs. ### **New features** List of new features, including:
AreaFeatureFunctionality
PeopleAbility to create, edit and delete a user within the divisionA master user, or console user with permissions can create, edit or delete users.
PeopleAbility to create a connection from a userOn the Connections tab, you can configure a connection to a label, zone, room, team, or person. AIDRA uses these connections to consider positive or negative strengths and allocate effectively.
PeopleAbility to set schedule settingsAbility to set a user's default team or location, which auto-populates in the UI for the user when scheduling. Additionally, set users fixed days in repeating patterns for different weeks in a Mon-Sun format.
PeopleAbility to set privacy preferencesAbility to toggle a users individual privacy preference, with the following options: Can be invited (Y/N), Schedule is visible to other users (Y/N), or Restrict Schedule (Select people that can schedule on behalf of this user).
LocationsAbility to add, edit and delete a locationAbility to add & edit a location, set the dates it should activate or deactivate at for further control over when a location is live, and set the operating hours of the location.
LocationsAbility to add, edit and delete floors within a locationCreate a new floor with your own floorplan, and watch as gospace automatically creates the zones, rooms and identifies every workpoint within the floorplan.
LocationsAbility to add, edit and delete zones within a floorCreate a new zone for your floor, for assigning within planning.
LocationsAbility to add, edit and delete rooms within a floorCreate a new zone for your floor, for assigning within planning, and also set whether it is a team room, or meeting room for the new smart meeting room feature.
LocationsView your floorplanNavigate inside a layer to select the floorplan tab, and see your floorplan loaded into gospace
TeamsAbility to add teams and delete teamsCreate a new team and assign members to it. Choose a colour to represent the team. Next, create and assign relevant labels to the team and set its connections.
IntegrationsAbility to import directory via SFTP, Microsoft AD, or SnowflakeLeverage your existing directory via a seamless integration into the gospace platform.
IntegrationsIntegrate your real-time occupancy date via SFTP, CISCO Meraki, or SnowflakIntegrate your real-time occupancy date for predictive allocation, and smarter space optimisation
### **In progress** This is the first early access release of the new gospace platform. As a result, not all functionality is available in this initial release, and some issues may arise. Certain modules are still in progress, but we've made this release available to enable thorough testing of your integrations. List of functionality in progress visible within this release: * Locations - The Activation settings (starts/ends at) is available via the UI (user interface), however is not functioning entirely. * Location - Operating hours is available via the UI, however is not functioning entirely. * Integrations - On Occupancy integrations in this first release we are missing the first and last seen mapping fields, currently our system is auto-generating these via the integration. * People (Settings) - Fixed days is available via the UI, however is not populating the values. * People (Settings) - Notification preferences is currently in progress. * People (Settings) - Schedule managers within privacy preference is currently UI only, and any values set will not populate. * Connections - Connections are currently in progress, so you may encounter some errors. * Locations - Floorplan, and the modes in the top left are all in progress, and not representative of the final version. * Locations - Settings, the UI is functional, however any value set will not populate currently. * Locations - There may be some minor bugs in zones. For example, when editing a zone, the colour is overwritten; this is a known issue. **Note:** This is a UAT environment where live feature developments are being continuously tested. You may experience temporary issues. Being a test environment please only use a dataset of up to 1000 records on Integrations ### Link to documentation: {% content-ref url="/pages/kJ7q8cWLXQ5albQU7xwY" %} [INTEGRATIONS](/integrations/overview) {% endcontent-ref %} # v1.0.1-beta Release Date: 01.05.24 ### Overview Following the initial early-access release of the new platform, we have identified and addressed a couple of issues. This hotfix release, v1.0.1-beta, enhances the stability and functionality of integrations. ### Updates in this Release: * Admins can now delete users imported into the gospace platform via integrations, ensuring better management of user data and adherence to data integrity and privacy standards. To note, they will however be imported back into the console unless they're removed from the directory, as this is treated as the source of truth. * **Note:** Currently when deleting an imported user, the UI is functional, though the system will give you an error, this is known and will be fixed very soon. * We have fixed an issue where creating an integration without mapping a host ID would cause the process to fail. Integrations will now proceed as expected, even if a host ID is not initially mapped, with no disruptions in the creation process. We appreciate the feedback and prompt any issues raised during this early-access phase. Your input is crucial as we continue to enhance the new platform to meet your needs more effectively. Please continue to test the updates and share any feedback or difficulties you may encounter. ### Reminder This is still a beta version, and although we are making continuous improvements, some functionalities may still be in progress or pending further enhancement. Your continued support and feedback are vital to our ongoing development efforts. Thank you for being part of this early-access phase. # v1.0.96-beta ## Profile settings! **Release Date:** 03.05.24 ### **Overview** **Profile Settings** In our upcoming update, we're enhancing the People tab in the console. Admins will gain more control over end-user preferences. Here's what's new: * Privacy Preferences: Set individual privacy settings within the admin console for a user and configure whether their schedule is hidden from other users, whether they are invite-able when scheduling, and who can schedule on behalf of the user. * Notification Settings: Set your notification preferences per protocol i.e. Teams, Emails, or Push notifications per user, for more personalisation of what alerts the user wants. * Schedule Settings: Establish fixed days for users, with options for repeating patterns, for when a user may be in with a team everyday one week, but 2 days with another team the week after. * Default Location/Team: Assign or change a user's default location or team, meaning when AIDRA forecasts this is the team they will be allocated with, or if they schedule, then these fields will be auto-populated for the user. ### **New features** List of new features, including: This is an early access release of the new gospace platform. As a result, not all functionality is available in this initial release, and some issues may arise. Certain modules are still in progress, but we've made this release available to enable thorough testing of your integrations and people settings.
AreaFeatureFunctionality
PeopleAbility to set default location of a userSet the default location for a user, meaning when they go to schedule their location is pre-populated
PeopleAbility to set default team of a userSet the default team for a user, meaning when they go to schedule their team is pre-populated
PeopleAbility to set fixed days and repeating patterns for a userSet the days a user should be in the office, per location and create repeating patterns. For example set that the user is in Office A on Week 1, and Office B on Week 2, also set at an individual day level
PeopleAbility to turn off notifications per protocol for a userTurn off/on email, push, or teams notifications for a user - what notifications they can receive is also populated by location settings
PeopleAbility to toggle whether a users schedule should be hidden from other usersToggle where a users schedule can be shown to other users when they search for them, if off it will be hidden
PeopleAbility to toggle whether a user can be invited when a separate user is schedulingSet whether a user can be invited by other users when they're scheduling space
PeopleAbility to toggle and set who can book on behalf of the user (issues known)Configure who can book on behalf of the specified user, across anyone inf your division
List of functionality in progress visible within this release: * Locations - The Activation settings (starts/ends at) is available via the UI (user interface), however is not functioning entirely. * Location - Operating hours is available via the UI, however is not functioning entirely. * Integrations - On Occupancy integrations in this first release we are missing the first and last seen mapping fields, currently our system is auto-generating these via the integration. * People (Settings) - Fixed days is available via the UI, however is not populating the values. * People (Settings) - Notification preferences is currently in progress. * People (Settings) - Schedule managers within privacy preference is currently UI only, and any values set will not populate. * Connections - Connections are currently in progress, so you may encounter some errors. * Locations - Floorplan, and the modes in the top left are all in progress, and not representative of the final version. * Locations - Settings, the UI is functional, however any value set will not populate currently. * Locations - There may be some minor bugs in zones. For example, when editing a zone, the colour is overwritten; this is a known issue. * **Notifications - People**, there is an issue for some users with the toggles not being clickable, this will be fixed within the next couple days. * **Privacy prefs - People**, there is an issue for some users with the toggles not being clickable, this will be fixed within the next couple days, though, preferences will work if you click the list item, not the toggle. * Locations settings, teams settings and people settings are missing the changeset in the current user interface, so any changes made will not be applied until these are added. * Locations - On Add layer, the floorplan upload does not work in this release with the addition of changesets, this will be amended with the release of changesets. * Profile settings - Master user, currently you cannot set profile settings for a master user, this is being rectified currently. * **Labels,** we're working hard on bringing a labels v2, with further functionality, a better user experience, and fixing the current bugs associated to adding and removing labels to people or teams. **Note:** This is a UAT environment where live feature developments are being continuously tested. You may experience temporary issues. Being a test environment please only use a dataset of up to 1000 records on Integrations ### Next release: **Teams** Further improvements to the teams tab resolving some existing bugs, and adding the ability to edit teams, and set properties of teams such as targets, headcount and more. # v2.0.0-beta **Release Version:** v2.0.0-beta **Release Date:** 17.05.24 ## Planning & full early access console release! Welcome to the early access full release of gospace v2.0.0-beta. This release marks a major milestone in our new platform development, introducing a full suite of the admin features in the MVP, this includes manual allocations, auto-created allocations are coming shortly alongside the end-user platform. ## New Features: * Edit and configure your space settings to set flexible spaces, including within rooms or anywhere on the floor itself. You can view all your allocations, edit them, create new ones, and control how AIDRA has evolved and allocated your space. * Verify your SSO domain to configure single sign-on for Microsoft for all users within your domain who have accounts on gospace, resulting in a seamless end-to-end experience. * Create multiple locations, set operating hours, and upload a floor plan within gospace to create zones, rooms, and workspaces. You can edit, add labels, and configure for your allocations within the floor plan editor in planning. * Configure your SFTP, Snowflake, or Microsoft AD Directory integrations to seamlessly sync your people and team data between gospace and your own systems. Similarly, sync your real-time occupancy data from Meraki, Snowflake, or SFTP to gospace for improved forecasting when allocating space to your users. * Create and add labels to different users, amend their details, create connections to other users, teams, rooms, or zones, and more. * Within the People tab, set or amend your end-users' privacy preferences, notification references, and schedule settings, such as fixed days (with the ability to set repeating patterns), and their default location or team. * We have also made further improvements to the Teams tab, resolving some existing bugs and adding the ability to edit teams and set properties such as targets, headcount, and more. ## **All features and functionality in this end-to-end release** {% embed url="" fullWidth="true" %} ## In progress & known issues While this release provides a comprehensive experience, there are some functionalities still in progress and known issues, as it is the first end-to-end early access release: #### Functionality still in progress: * Ability to freeze individual spaces in planning * Auto-allocations, allocations being created by fixed days, and forecasting * OKTA & Google SSO #### Known issues: [Broken mention](broken://pages/2AW1h5noO8HtgkdfS5X3) *** ### Sandbox Environment: This is a test environment where features are continuously developed and tested. Temporarily, you may experience issues and are advised to use a dataset of up to 1000 records on integrations. \ ***Initial setup requires creating a location with at least one layer and a floor plan for operational use.*** As we continue to enhance the new platform, your feedback is invaluable for improvements in future updates. #### Link to begin: {% content-ref url="/pages/aVv4O0iYEcKed8l9DFli" %} [Get started](/admin/get-started) {% endcontent-ref %} # v2.0.2 ## Production release of the admin console Welcome to the latest release of the new platform. This release brings new functionality to the admin console, introducing production for the console as a stable environment setup for real-world simulations and setup before you onboard your end users. ### **Simulation mode on Console:** * Load users, teams, and attendance data into the system and start utilising AI-driven forecasting and space allocation through AIDRA. This allows for testing and adjusting configurations without affecting the actual workspace or impacting/notifying end users, view the allocations on planning in the admin console before onboarding your end users to receive the allocations. ### Admin Console enhancements: Append or Overwrite Multiple Occupancy IDs: Admins now have the ability to either append or overwrite multiple occupancy IDs (e.g., MAC addresses). Choosing to append will register all IDs against the associated user, while selecting overwrite will use only the latest record. Bug Fixes: * Label Removal Error: Fixed an error that occurred when removing a label from a person. * Correct Integration Type on Imports: The correct integration type is now shown on imports, ensuring accurate data representation. ### In Progress & Known Issues: While this release provides a comprehensive production experience, certain functionalities are still in progress, and some known issues remain. Functionality still in progress: * Freezing Individual Spaces and Floors in Planning: Work is ongoing to allow the freezing of individual spaces and floors during planning. * Allocations by Fixed Days: Development continues on creating allocations based on fixed days. #### Known issues: [Broken mention](broken://pages/2AW1h5noO8HtgkdfS5X3) *** ### Production environment: This is a new environment where features are still being tested, and therefore you are likely to experience issues. \ ***Initial setup requires creating a location with at least one layer and a floor plan for operational use.*** As we continue to enhance the new platform, your feedback is invaluable for improvements in future updates. Link: #### Link to begin: {% content-ref url="/pages/gNiUS33Kp1arsnyXZhxf" %} [Overview](/user-app/overview) {% endcontent-ref %} # v2.0.3 ## User app early access release With this release we are sharing an early access version of the user app. This early access version has some in progress features, and a few bugs. These bugs are due to data not correctly replicating through the full end to end system, therefore should be resolved shortly. With this release we have also done further quality of life and functional fixes to the admin console. Furthermore we are releasing the floorplan functionality to the devices URL, meaning now via devices you can view if a room has a meeting, quick book, or configure the device to work as a floorplan monitor, showing all the allocations of that floor on the current day. To access the floorplan monitor register your device via the admin console, then view allocations for the configured floor at:
### Fixed: * Priority Locations Assigned Incorrectly to All Users * Duplicate Email Address Allowed During Person Edit * Multiple Redundant Records Created During Occupancy Data Sync in SFTP or Snowflake Integrations * Teams Created via SFTP Import Are Empty Despite Available People Data * Duplicated Teams After Initial Sync in Integrations * In the console, when allocating for a specific date, the allocations are incorrectly applied to the next day instead of the intended current day. * Allocations show undefined in allocations page in the console. * Snowflake Integration Fails to Update Team Changes for Individuals * Incorrect Team Mapping Due to Row Duplication in Snowflake Integration * If a user is edited (not master), the changes are not shown when viewing a team containing the edited user. * Error Occurs When Setting Default Team Created by Integration * Users Cannot Log In After Being Assigned Admin User Role
### Still in progress: * Ability to schedule meeting rooms * Ability to schedule team rooms ### Known issues: * Some floorplans have issues with allocations not showing (In Progress) * Changes Not Reflected When Creating Space Settings for Fixed Teams (In Progress) * When entity is deleted it is not removed from user's defaults (In Progress) * Schedule space for the another user of the same team on the same day hangs on "finding your space" (In Progress) * Able to Schedule for Dates When Building is Closed (In Progress) * AIDRA replication can cause issues where some corrupted intentions have been created (In Progress) * Teams selector is still showing ALL teams when setting your team in default team or scheduling with a team (In Progress) * Capacity tracker can sometimes cause 500 when trying to schedule, if this does occur, wait until a full hour, or half hour, i.e. 3:30 or 4pm for the capacity tracker to re-run and see if the issue is resolved. (Under investigation for further improvement) For early access to the user app please use your sandbox console login and access via: For any queries please reach out, and report any issues via the current issue tracker on JIRA. # v2.0.4 ## Production launch Thank you for being on us on this journey during early access, and providing valuable feedback. This release brings a host of exciting new features and major bug improvements. You can now access our user and device app via web URL while we await app store approvals. We've introduced the ability to schedule meetings directly within gospace, along with an executive assistant permission that allows designated users to schedule on behalf of anyone in the division. For admins, we've added a powerful analytics tab to query and export any of your gospace data as CSV. Last but not least, we've implemented user preferences, enabling individuals to set their own preferences which AIDRA will use to optimise space allocation. ### Meeting scheduling: From your mobile device, you can organise meetings by accessing the meeting scheduling section in the app. 1. Select your desired location from a dropdown menu 2. Choose the meeting's start and end times using the collapsible calendar picker 3. Invite attendees by selecting them from the searchable people list 4. Specify required amenities to ensure your meeting space meets all your needs Once you've finalised your selections, simply tap the "Schedule Meeting" button, and gospace will save the meeting and notify all participants with an invite to accept. gospace provides real-time information on if a room is available, and if it isn't you won't be able to schedule for that time. Meeting rooms are allocated on a first come, first serve basis. When you have been allocated a room you will be able to see it in the schedule by swiping your today card, and seeing your allocation in the floorplan. If you have a registered device, then the device associated to that room will show as occupied for the duration.
### Executive Assistant permission: The Executive Assistant role in gospace allows set users to schedule meetings on behalf of any team member. Admins can easily set up this role through the console's integrations section via custom mapping, mapping the "People Default role" field to an imported field such as "Team name" or "Role". Once the integration runs, users matching the specified criteria are automatically assigned the Executive Assistant role, granting them expanded scheduling capabilities within the app. For more refer to custom mapping here [Custom mappings and filters](/integrations/mapping-your-data/map-your-directory/custom-mappings-and-filters)
It's important to note that this powerful role should be assigned carefully, as anyone with this role can schedule for any other user in the platform. You can also assign this role via Admins "Executive Assistant" permission.
### Analytics: The Analytics tab provides admins with a powerful tool to query and export their data, offering enhanced insights into their locations and employee patterns. In its initial release, the feature grants access to raw data in JSON format, which can be exported as CSV or JSON files for further analysis. Administrators can perform targeted queries across various data collections, such as People, Intentions, or Allocations. For example, to view a specific user's allocations, one could query the People collection with a filter like {"people\_email": ""}. This would return detailed information including the user's allocated spaces, time slots, and associated location data. For JSON query syntax please refer to: Your query must be a valid JSON, for example: { "key1": "value1", "key2": true, "key3": 3 } Further gospace documentation will be released here shortly. ## Fixes: {% embed url="" %} ## Known issues: * Fixed days not creating intentions * When scheduling, or setting your default team only teams that user is apart of, or are set as joinable should be visible, instead all are * Deleting an allocation on console\Coming next: * Auto-release functionality * Waitlist for rooms * Notifications (emails, teams, push) * Metrics tab on allocations * See what team a user is apart of via console\
This feature streamlines the process of managing team allocations, reducing the need to hover over individual spaces and providing a clear, concise overview of team attendance. It's designed to save time and improve efficiency for admins and building managers in their day-to-day space management tasks. #### 2. Cross-Location and Layer Allocation Search We've significantly enhanced our allocation search functionality to make it easier and more efficient for admins to locate users and teams across the entire organisation. Our new search allows you to simply enter a user's name or team name to find their allocation, regardless of location or layer. The search shows results for the selected date, across all locations and layers where allocations exist. Clicking on a search result automatically takes you to the exact location and layer of the allocation, with the correct floor and location pre-selected. This one-click navigation streamlines the process of finding specific allocations. This powerful new search capability eliminates the need to manually navigate through different locations and floors, saving admins time when locating and communicating seating allocations.
#### 3. New Web/Desktop User App We're excited to introduce our completely redesigned web and desktop user app, offering a more intuitive and efficient experience for all users. This major update focuses on improved navigation, accessibility and streamlined functionality from one single screen. To note: This screen only shows on desktops. The new home page now serves as your central hub for workspace management. It features the upcoming schedule list, giving you a quick glance at your forthcoming days. Alongside this, we've integrated a full calendar view for easy scheduling without expanding the previous 1 week one. We've enhanced our search capabilities, making it simpler to find both people and teams within your organisation by centralising them into this view. The new "My Teams" filter helps you quickly access the teams most relevant to you. For those who create custom teams, we've added the ability to delete these teams directly within the app, giving you more control over who you work with, and will soon be introducing edit. One of the standout features of our new UI is the large floorplan view, now open by default. This provides an immediate visual representation of your allocation, helping you to better understand and navigate your office environment without having to click. We've also refined the web navigation bar, ensuring easier access to key features and reducing the number of clicks needed to access essential functions. Our new UI design philosophy focuses on surfacing all user functionality within 1-2 screens, significantly reducing the time and effort required to use our core features.
#### 4. Enhanced Planning data for Admins * New feature showing the number of allocated users vs unallocated space per floor
### Bug Fixes * Notifications Do Not Include Floorplan When Scheduling for Today or Tomorrow (After Evolve Time) * Unable to Create Connections to Zones or Rooms * Notifications now include Room names * Notifications now include invite list * Notifications now include EA names * Schedule space for the same team on the same day hangs on "finding your space" * Some allocations were being duplicated * Some rooms were being assigned more people than capacity * People with connections to rooms not being assigned their room * Unable to Delete Existing Admins * Unable to assign admin role to admins * On invite list filter out the current user that is being scheduled for * People Search in Space Setting Tab of Planning Stops Working After Switching Windows * Allocations Duplicated When Manually Accepting Invites * Duplicated Allocation Records When Scheduling Space for Current Day and Same Team * Adding people to a custom team on the user app fails ### Known Issues * **Highest priority:** Planning manual allocation doesn't currently show in user app * Notifications not displaying latest in app * Notifications not displaying latest in app * Users with EA role not showing in Admins list * "Select at least one date" error is still visible after selecting a date * Changing location on the connections tab in Planning doesn't update the connections in FE * Colleagues' Schedules Visible Despite "Hide My Schedule" Privacy Setting ### Coming Soon * Further enhancements to the allocation algorithm * Ability to edit a Custom Team * Fix for priority location mapping to take priority when allocating * Ability to edit your schedule Thank you for your continued trust in gospace! Best regards, * The gospace Team # v2.0.8 We're pleased to announce the release of gospace v2.0.8. This update focuses on addressing key issues and improving overall user experience based on your valuable feedback. ## New Features ### Ability to find any users allocation for the current day
Users can now search for any user's allocation across locations and floors on a given day. Previously, searches were limited to user allocations on the floor of one's own allocation and therefore meant the user had to have an allocation. With this improvement a user that hasn't got an allocation for today can still see where their team or colleagues are sat to then decide to come in to sit with them. ### Improved planning date picker experience
We've added a small but mighty improvement to the date picker, an admin can quickly switch with the chevrons between days without clicking into the date picker. ## Bug Fixes * Users now see a clear warning message when trying to accept an invite for a day where they already have an existing intention * Resolved issue where the invite list was growing excessively when searching for users in the upcoming tab * Fixed bug where the allocation search bar disappeared on the user app when typing a couple characters * Fixed critical issue where creating or modifying an allocation in planning did not show to the user app * Fixed an issue where the admin search was not working on the admin console * Fixed an issue where the inviter was showing as the name of the invitee in planning on the admin console * Fixed an issue where invites were duplicating after one was cancelled by the inviter * Inviting a lot of colleagues causes the search/pick list to become invisible on the user app - Fixed ## Known Issues * Some executive assistants aren’t able to schedule on behalf of others (this is a data issue being investigated now) * When a user schedules with a room with a team (on the same-day only), and a following user then schedules on the same day with the same team, this second and any following user of that team is not being given an allocation ## Coming soon: * Adding total allocated spaces to a team on Planning\(In final stages of QA)* * Ability to edit your schedule *(In final stages of QA)* * Ability to edit your custom team as a user *(In final stages of QA)* * Ability to schedule shifts with rooms * Ability to get and compare AI allocations on gospace across dates via Planning, including checking if a team was disrupted between days, amount of space that was saved, what floors could have been shut down and more Thank you for your continued trust in gospace! \- The gospace team # v2.0.9 ## gospace Release Notes - v2.0.9 We're pleased to announce the release of v2.0.9. This update introduces new features to enhance admin capabilities and improve overall user experience based on your valuable feedback. Our focus now is to further improve stability. ## New Features 1. Ability to create a connection in Planning We've expanded the ability to create new connections directly from the Planning\
2. Beta Release: Planning Dashboard with Key Metrics We're excited to introduce the beta version of a new dashboard in the Planning section. This powerful tool provides admins with key metrics via a graph for their chosen day and location. Metrics available in this graph include: * Available spaces in the building (total capacity) * Available rooms in the building (total rooms capacity) * Number of requested spaces/allocated spaces * Number of requested rooms/allocated rooms * Forecasted occupancy * Actual occupancy This new feature aims to give admins a comprehensive overview of occupancy trends for daily management and future prediction, enhancing the data which used to only be available via the Analytics tab. 3. Added a new type icon to "Find Rooms" in Planning
## Bug Fixes and Improvements * Implemented a clear warning message when users attempt to accept an invite for a day with an existing intention * Fixed an issue where historic data wasn't mapping correctly * Resolved privacy setting issues: * "Restrict my schedule" now correctly hides a user's schedule when turned on * "Schedule hidden" now functions properly when turned on or off * Fixed an issue where smaller rooms were being allocated when larger, more suitable rooms were available * Corrected the status display for invitees with auto-accept turned on, now showing as "Confirmed" instead of "Invited" * Addressed timeout issues that were causing some invited users' intentions to fail when being invited ## Known Issues * Turning off email notifications does not function * There isn't an error when scheduling for a room with an invite list larger than the largest room ## Coming soon: * Ability to edit an intention for a future or same day * Priority location mapping from the integration to sync with waitlist, ensuring priority is given to those with a priority location * AIDRA metrics MVP on planning * Shifts for room scheduling Thank you for your continued trust in gospace! \- The gospace team # v2.1.0 We're excited to announce the release of gospace v2.1.0. This update introduces an enhancement to our scheduling system, designed to streamline the booking process and improve user experience. ## New Feature: Default Workspace Type Setting We're introducing a small bug impactful new feature that allows users to set their default type. This enhancement is particularly beneficial for organisations with locations that primarily use one type of workspace, such as those mainly booking rooms or open spaces.
With this update, users can now set their preferred default workspace type (either 'Space' or 'Room') in their schedule settings, an admin can also change or set a users defaults via their profile in the admin console. When a user schedules for a specific date, the system will automatically populate the type field with their chosen default. This can reduce the number of clicks required to book a workspace, especially for users who consistently book the same type. For example, if a user primarily books rooms, they can set their default type to 'Room'. Now, every time they schedule a workspace, 'Room' will be pre-selected, eliminating the need to manually change from 'Space' to 'Room' for each booking. We've also integrated this feature with our fixed days functionality. When setting up fixed days, the system will use the user's default type from their schedule settings. However, we've maintained flexibility by allowing users to override this default on a per-day basis in their fixed day settings. This means you can have a general preference for spaces, but still easily book rooms on specific fixed days if needed. If a user hasn't set a default type in their schedule settings, the system will default to 'Space' to maintain consistency with our previous behaviour. This feature was developed in response to feedback from our users, particularly those in organisations where one type of workspace booking is predominant. We will further this functionality to allow default types to be automatically set, and also to be used by forecasting, so we can also forecast room intentions. ## Known Issues * Devices app logging out when being updated * Default type in fixed days isn't populating the type * Fixed days not creating intentions for a second or more configuration ## Coming Soon * Ability to edit an intention for a future or same day (in pre-release testing) * Priority location mapping from the integration to sync with waitlist, ensuring priority is given to those with a priority location (in late stages of QA testing) * AIDRA metrics MVP on planning (in pre-release testing) * Shifts for room scheduling (in pre-release testing) * Shifts for space scheduling (in late stages of QA testing) We're constantly working to improve your experience with gospace. Thank you for your continued trust and support in gospace. If you have any questions about this new feature or encounter any issues, please don't hesitate to reach out to our support team. \- The gospace Team # v2.2.0 We're excited to announce the release of gospace v2.2.0. This update brings significant improvements to our space settings UI, fixes a notification issue, and introduces new API capabilities. ### New Features and Improvements #### 1. Redesigned Space Settings Teams Table in Planning
We've completely overhauled the teams table in the space settings section of the planning module: * Switched from card-based layout to a proper table format * Now displays 4x more data in a single view * Added a headcount column showing the number of people in each team * Implemented sorting functionality for all columns These changes result in a much more efficient and user-friendly experience for managing team settings across a large quantity of teams. #### 2. API Key Generation and Documentation
* Added the ability to create API keys for accessing your organisation via APIs * Launched a new API documentation site to support developers integrating with gospace ### Bug Fixes #### Email Notification Toggle * Fixed an issue where users were unable to turn off email notifications ### Coming Soon * Ability to edit an intention for a future or same day (in pre-release testing) * Priority location mapping from the integration to sync with waitlist, ensuring priority is given to those with a priority location (in pre-release testing) * AIDRA metrics MVP on planning (issue identified: in late stages of QA testing) * Shifts for room scheduling (in pre-release testing) * Shifts for space scheduling (in late stages of QA testing) Thank you for your continued trust and support in gospace. If you have any questions about these new features or encounter any issues, please don't hesitate to reach out to our support team. * The gospace Team # v2.2.1 We're excited to announce the release of gospace v2.2.1. This update introduces a powerful new visualisation tool for admins, enhances privacy features, and improves the user experience with more informative upcoming cards. ### New Features and Improvements #### 1. Stack Plan View in Admin Console We've introduced a new stack plan visualisation in the Planning > Allocations section of the admin console. Admins can now access a comprehensive overview of team allocations across all floors with a single click of the stack plan icon. This new view instantly displays the number of spaces allocated to each team on every floor of a location for the selected day. ![](https://2315052346-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOW0EmyC5IqyMiB4AxcLq%2Fuploads%2FT2JE6S3dMA8kfoLfeIwX%2Fimage%20\(1\).png?alt=media\&token=9a080827-fffe-4c38-94a0-0cfb7002caef) The stack plan offers a swift, visual overview of space usage, enabling administrators to optimise allocations and grasp team distribution throughout the building. It displays floor numbers on the left axis and capacity on the bottom axis, with colour-coded bars representing different teams. When hovering over a team's allocation on a specific floor, detailed information about the number of spaces allocated to that team is revealed. #### 2. Enhanced Privacy Preferences We've enhanced the system's handling of user privacy settings. When a user activates the "Schedule hidden" option, other users (except Executive Assistants and Schedule Managers) will now see a clear message indicating that the schedule is hidden. This replaces the previous behaviour where just an empty schedule was displayed, making it less confusing to a user then thinking the person has nothing scheduled. #### 3. Improved Upcoming Cards We've enhanced the information displayed on scheduling cards in the user app. Both the upcoming cards and today cards now show the number of confirmed invitees via an icon. This addition provides users with at-a-glance information about how many people are confirmed for a particular scheduled event or space. Previously, just the today cards had these icons. ### Coming Soon * Ability to edit an intention for a future or same day (in pre-release testing) * Priority location mapping from the integration to sync with waitlist, ensuring priority is given to those with a priority location (in pre-release testing) * AIDRA metrics MVP on planning (issue identified: in late stages of QA testing) * Shifts for room scheduling (in pre-release testing) * Shifts for space scheduling (in late stages of QA testing) Thank you for your continued trust and support in gospace. If you have any questions about these new features or encounter any issues, please don't hesitate to reach out to our support team. * The gospace Team # v2.2.2 This update introduces room shift scheduling, enhances the cancellation process for scheduling with others, and adds new notifications for custom teams. ## New Features and Improvements ### Room Shift Scheduling We've implemented the first iteration of room shift scheduling, a feature highly anticipated by many of our users. When enabled in the location feature toggles on the admin console, users can now schedule rooms for specific shifts within the location's operating hours.
This new functionality adheres to our existing capacity handling rules. If a room is unavailable for the requested shift, the user will be placed on the waitlist. This provides greater flexibility for organisations with varied working hours or those requiring more granular control over rooms in their workplace. The shift scheduling option seamlessly integrates into the existing scheduling user interface, and is the first stage in our full shift release, following will come space shifts shortly. ### Enhanced Cancellation We've introduced a new user experience improvement for cancelling for your full invite list. Now, when a user who has invited others cancels their intention, they have the option to cancel for all invitees.
This feature addresses a key friction point identified by our users, it also prevents unnecessary space allocation when group plans change and individual cancellations are forgotten. When the creator of an intention with an invite list clicks cancel, they now have two options: Cancel just for themselves, Cancel for themselves and all invitees, completely freeing up the allocated space or room. ### New Custom Team Notifications To improve transparency and awareness for users, we've added two new notifications: * Users will now receive a notification when they are added to a custom team. * Users will also be notified when they are removed from a custom team. ### Coming Soon * AIDRA metrics MVP on planning (issue identified: in late stages of QA testing) * Shifts for space scheduling (in pre-release testing) We're constantly working to improve your experience with gospace. These updates represent our ongoing commitment to enhancing our platform based on user feedback and industry best practices. Thank you for your continued trust and support in gospace. If you have any questions about these new features or encounter any issues, please don't hesitate to reach out to our support team. The gospace Team # v2.2.3 We're excited to announce the release of gospace v2.2.3. This update introduces new visual indicators for room capacity, enhances space settings functionality, and available data to improve space planning. ## New Features and Improvements ### Room Capacity Indicator We've added a new visual feature to user allocations to provide more clarity on room capacities. Users will now see a pill-shaped indicator on their allocation when they've been assigned to a room with a smaller capacity than the total allocation. This addresses situations where AIDRA, has had to assign a room that doesn't perfectly match the attendee size due to availability constraints. While AIDRA always attempts to allocate rooms that fit the required capacity, in some cases this may not be possible due to high demand or limited availability of larger rooms. The new pill provides immediate visual feedback to users about their allocated room, helps manage expectations, and encourages users to plan accordingly, perhaps by considering hybrid meetings or adjusting their in-person attendees if necessary. ### Improved Space Settings Filtering We've improved the functionality of the space settings page to make team management more efficient. Admins can now filter teams by their default location, allowing them to view and search only the teams associated with a specific location. This enhancement streamlines the process of managing teams across multiple locations, making it easier for admins to focus on relevant teams and reducing the time spent scrolling through extensive team lists or searching across all your teams.
### Expanded Team Data in Space Settings To provide admins with more information for space planning, we've added new data to the teams view in space settings: * Team Headcount: The total number of members in each team is now displayed. * Historic Peak Attendance: Admins can now see the highest attendance for each team over the past 4 weeks. * Forecasted Peak Attendance: We've added a forecast of the expected peak attendance for each team for the week ahead, so you can amend your targets to manage more efficiently.
### Coming Soon * AIDRA metrics MVP on planning (issue identified: in late stages of QA testing) * Shifts for space scheduling (in pre-release testing) * Forecast team rooms (in pre-release testing) We're constantly working to improve your experience with gospace. These updates represent our ongoing commitment to enhancing our platform based on user feedback and industry best practices. Thank you for your continued trust and support in gospace. If you have any questions about these new features or encounter any issues, please don't hesitate to reach out to our support team. The gospace Team