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Overview

Floor plans provide visual layouts of your coworking space that help customers understand the physical environment and easily locate available resources for booking. By connecting your floor plan elements to bookable resources, you create an intuitive booking experience where customers can see real-time availability and make reservations directly from the visual layout. Inventory → Floor Plans Interactive floor plans serve multiple purposes in your coworking operation:
  • Visual booking experience: Customers can see desk locations, meeting rooms, and other resources in their physical context
  • Real-time availability: Connected resources display current availability status directly on the floor plan
  • Spatial understanding: New members can familiarize themselves with the space layout before their first visit
  • Efficient resource utilization: Visual representation helps customers choose optimal locations based on their needs
Floor plans work best when they accurately represent your physical space layout and are kept up-to-date with any changes to your environment.

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When to Use Floor Plans

Floor plans are most valuable for coworking spaces that want to:

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Enhance the booking experience

  • Provide visual context for desk and meeting room selections
  • Help customers understand proximity to amenities (kitchens, printers, quiet zones)
  • Reduce booking conflicts by showing exact resource locations

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Improve space utilization

  • Encourage use of underutilized areas by making them visible
  • Help customers find resources that meet their specific needs (window seats, collaborative areas)
  • Balance occupancy across different zones of your space

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Support space planning

  • Analyze booking patterns across different areas
  • Identify high-demand zones for pricing optimization
  • Plan future layout changes based on usage data
Floor plans require initial setup time and ongoing maintenance to remain accurate. Consider your team’s capacity for creating and updating visual content.

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Creating Your First Floor Plan

1

Access the floor plan editor

Navigate to Inventory → Desks and Offices → Floor Plans (View in dashboard) in your admin dashboard and click Create New Floor Plan.
You should see the floor plan editor interface with tools for drawing and editing.
2

Set up the basic information

Configure the essential details for your floor plan:
  • Name: Give your floor plan a descriptive name (e.g., “Ground Floor”, “Main Workspace”)
  • Description: Add context about what this floor plan represents
  • Location: Associate the floor plan with the correct business location
Choose names that clearly identify different areas if you have multiple floor plans to avoid confusion.
3

Save and access the floor plan

After setting up the basic details, click Save to create the floor plan. Wait for it to appear in the floor plan list, then click on it to open the editor and continue building your layout.
4

Add a background image (optional)

Upload an architectural drawing or photo of your space to trace over:
  1. Click on More Actions → Tracing Image in the editor.
  2. In the form that appears, click the Choose Image button to upload a new tracing image.
  3. Use the slider to adjust the scale of the tracing image to fit your floor plan layout.
  4. Upload your image file (JPG, PNG supported)
  5. Adjust the opacity to make tracing easier
  6. Scale and position the image to match your intended floor plan size
After adding the tracing image, use the Scale icon in the tool to ensure the floor plan is scaled correctly. Measure a known distance in the tracing image (e.g., the length of a wall) and input that distance in the scaling tool. This ensures the floor plan matches the actual dimensions of your space.
Architectural drawings or clean photos work best as background images. Ensure the image clearly shows walls, doors, and major features.
5

Draw the basic structure

Start building your floor plan structure: - Walls: Use the wall tool to outline rooms and define spaces - Doors: Add door openings to show traffic flow - Windows: Mark window locations for natural light reference - Areas: Define different zones (quiet area, collaboration zone, lounge)
Your basic floor plan should show the overall layout and major structural elements.
6

Add assets and enclosed areas

Place the physical elements that can potentially be connected to bookable resources or contracts. Assets (Furnishing menu or shortcut 5): 1. Select the appropriate asset tool (desk, chair, table, etc.) 2. Click where you want to place the asset on the floor plan 3. Position and configure the asset properties Enclosed areas (rooms and zones): 1. Use walls to create enclosed spaces for meeting rooms, phone booths, or private offices 2. Ensure the area is fully enclosed with proper door/window openings 3. The enclosed space will automatically be recognized as a named area.
At this stage, you are adding visual elements to the floor plan. These elements can be linked to contracts if needed, but they are not bookable by default. To make them bookable, you must connect them to actual resources, as explained in the “Connecting Floor Plan Elements to Bookable Resources” section below.
7

Save

Save your floor plan

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Using the Floor Plan Editor

The floor plan editor provides comprehensive tools for creating and modifying your layouts:

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Drawing Tools

Walls: Create room boundaries and define spaces
  • Click and drag to draw wall segments
  • Walls automatically snap to align with existing structures
  • Use different wall types for different purposes (permanent vs temporary)
Doors & Windows: Mark openings and natural light sources
  • Doors show traffic flow and accessibility
  • Windows help customers choose seats based on lighting preferences
  • Both elements provide important spatial context

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Editor Features

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Multi-select Operations

  • Select multiple elements to edit properties simultaneously
  • Move groups of related items together
  • Apply consistent styling across similar resources

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Precision Controls

  • Grid snapping for aligned layouts
  • Measurement tools for accurate spacing
  • Copy and paste for repetitive elements
Always save your work regularly while editing. Complex floor plans can take time to recreate if changes are lost.

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Connecting Floor Plan Elements to Bookable Resources

To make your floor plan interactive for customers, you must connect the visual elements (assets and enclosed areas) to bookable resources through a two-step process:

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Step 1: Create Floor Plan Items

1

Select an asset or enclosed area

In the editor, make sure you are using the “Manage” mode and click on an asset (like a desk or chair) or an enclosed area (like a meeting room) that you want to make bookable.
2

Associate with a floor plan item

When you select an asset or enclosed area, you’ll be prompted to:Option 1: Select an existing floor plan item
  • Select this option if a floor plan item record already exists. Note that if the selected item is currently linked to an asset or area in this or another floor plan, the existing link will be removed and replaced with the new one.
    • Select from the dropdown list of available items
Option 2: Create a new floor plan item
  • Choose this for new elements.
  • Provide a name and description for the floor plan item
  • Set the item type (desk, meeting room, equipment, etc.)
The asset or area is now associated with a floor plan item record.

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Step 2: Connect Floor Plan Items to Resources

1

Access the floor plan item

With the asset or area selected, you’ll see the associated floor plan item in the properties panel.
2

Link to bookable resource

In the floor plan item properties: 1. Choose “Connect to Resource” 2. Select the matching resource from your existing resource list 3. Confirm the connection
Resources must first be created in Inventory → Resources (View in dashboard) before they can be connected to floor plan items.
Connected floor plan items will show with a background color (green, red or yellow) depending on its availability.
3

Configure display settings

Set how the connected resource appears to customers: - Availability colors: How available, booked, and unavailable states display - Information popup: What details customers see when clicking the element - Booking behavior: Whether customers can book directly from the floor plan
4

Test the connection

Save your changes and test in the customer portal to ensure:
  • Elements show correct availability status
  • Customers can view resource details
  • The booking process works smoothly from the floor plan

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Understanding the Connection Hierarchy

The connection process follows this hierarchy:
  1. Physical Element: Asset (desk, chair) or Enclosed Area (meeting room)
  2. Floor Plan Item: A record representing one or more bookable elements on the floor plan, which can be linked to a contract or booking.
  3. Resource: The actual bookable resource configured with pricing, availability rules, and booking settings
You can have multiple assets associated with the same floor plan item. For example, a desk and chair can both be associated with a single “Workstation” floor plan item, which then connects to one bookable resource.

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Customer Booking Experience

When properly configured, customers will see:
  1. Interactive floor plan: Visual representation of your space with real-time availability
  2. Resource selection: Click on available resources to see details and book
  3. Availability indicators: Color coding shows available, booked, and unavailable resources
  4. Booking confirmation: Standard booking flow with visual context maintained
Customer floor plan booking interface showing available desks in green and booked desks in red

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Best Practices

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Design for Clarity

  • Use consistent symbols and colors throughout your floor plans
  • Keep layouts simple and avoid unnecessary details that might confuse customers
  • Provide clear legends explaining color codes and symbols
  • Test the floor plan on different devices to ensure usability

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Maintain Accuracy

  • Update floor plans immediately when physical changes occur
  • Regular audits to ensure resource connections remain accurate
  • Train staff on floor plan maintenance procedures

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Optimize for User Experience

  • Place important amenities (restrooms, kitchen, exits) clearly on the floor plan
  • Consider traffic flow when positioning resources
  • Group similar resources together when possible
  • Provide multiple zoom levels for complex layouts or break into different floor plans.

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Resource Organization

  • Use descriptive names for resources that match floor plan labels
  • Include relevant features and equipment in resource descriptions
  • Set appropriate booking rules that reflect the physical space constraints
  • Consider accessibility requirements in resource placement and descriptions
Floor plans are most effective when they accurately represent your physical space and provide clear, actionable information to customers. Regular maintenance and updates ensure the best possible booking experience.