Setting Up a Shared Resource Space

This feature will allow you to create a Shared Resource that can be reserved for your property.

Prior to setting up a Shared Resource, the space that Shared Resource will occupy needs to be defined (i.e. "Conference Room"). If you've previously setup your spaces, please skip to the next section of this article.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the property that you desire to add a Shared Resource to.
3. From the [Property Name] page, click the Spaces tab and then click the Add Space button.
4. Once the Add New Space window has opened, complete the form presented:

5. From the [Property Name] page, click the Spaces tab and then click the title of the new space.
6. Once the Update Space window has opened, navigate to the Primary Information section, click the drop-down list for the Type field, and select Shared.
7. Click the Save button.
8. The space has now been added to your property.

Now you can setup the new space as a Shared Resource.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Resource Reservations section and click Resource Editor.
3. From the Resource Editor page, click the New Resource button.
4. Once the Create New Shared Resource window has opened, complete the form presented:

5. Click the Save Resource button.
6. The space has now been setup as a Shared Resource for your property.
   • Note: In order to fully complete the setup of your Shared Resource, please proceed to the following articles (if applicable): Setting Shared Resource Parameters and Setting Up Shared Resource Work Orders.

Setting Up Shared Resource Work Orders

This feature will allow you to add Work Orders to Shared Resources.

When a new Resource Reservation is added to the system, WorkSpace can automatically trigger Work Orders associated with that Resource Reservation. These Work Orders will allow you to process tenant billings for the Resource Reservations as well as notify your staff of any actions they need to take such as the requirement of a dayporter to prepare a conference room.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Resource Reservations section and click Resource Editor.
3. From the Resource Editor page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, then click the Name of the Shared Resource that you desire to add a Work Order to.
4. From the [Shared Resource Name] page, click the Work Orders tab and then click the Add New Work Order button (it looks like a + sign).
5. Once the Create New Resource Work Order window has opened, complete the form presented:

6. Click the Save Work Order button.
7. You have now added a Work Order to the Shared Resource.
   • Note: If applicable, you can add multiple Work Orders by following the above steps.

Managing Shared Resource Availability Times

This feature will allow you to set the days and times for Shared Resource availability.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Resource Reservations section and click Resource Editor.
3. From the Resource Editor page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, then click the Name of the Shared Resource that you desire to setup availability times for.
4. From the [Shared Resource Name] page, click the Availability tab and then click the Add New Time button (looks like a + sign).
5. Once the Add New Availability Time window has opened, complete the form presented:

6. Click the Save button.
7. The availability time of the Shared Resource has been saved and is now visible under the Availability tab.
   • Note: Both availabilities and exclusions must be entered for each day individually. For example, instead of one availability set up for Monday - Friday at 8am - 5pm, you will need to set up 5 separate availabilities, 1 for each day of the week (Monday at 8am - 5pm, Tuesday at 8am - 5pm, Wednesday at 8am - 5pm, etc.).

Setting Shared Resource Parameters

This feature will allow you to set Reservation Parameters for Shared Resources.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Resource Reservations section and click Resource Editor.
3. From the Resource Editor page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, then click the Name of the Shared Resource that you desire to set Reservation Parameters for.
4. From the [Shared Resource Name] page, navigate to the Reservation Parameters section and select the times for the Reservation Parameters given:

5. Click the Save button.
6. The Reservation Parameters have now been set for the Shared Resource.

Creating a New Reservation

This feature will allow you to create a new Resource Reservation.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Resource Reservations.
2. From the Resource Reservations page, click the New Reservation button.
3. Once the Create New Resource Reservation window has opened, complete the form presented:

4. Click the Save button.
5. Your new Resource Reservation has now been created and saved.

Approving Reservations

This feature will allow you to approve Shared Resource Reservations.

Note: For a video tutorial click here.

1. From the Property & Facility menu, click Resource Reservations.
2. From the Resource Reservations page, ensure the applicable property is selected in the property selector at the upper-right corner of the page, then click the Pending tab, and then click the ID of the Resource Reservation that requires approval.
3. From the Resource Reservation [ID] page, click the Actions button and then select Approve.
4. The Resource Reservation has been approved and is now visible under the Approved tab on the Resource Reservations page.

Note: If you would like to approve multiple Resource Reservations at once, you can do so on the Resource Reservations page. Simply select the checkbox next to each Resource Reservation, click the Actions button, and then select Approve.

Adding Billable Charges to a Reservation

This feature will allow you to add Billable Charges to a Shared Resource Reservation.

Note: WorkSpace will automatically generate a Work Order that can have charges applied to it when a Shared Resource Reservation is approved.

1. Ensure that you have defined Work Orders for the Shared Resource Reservation.
   • Note: See the Setting Up Shared Resource Work Orders article for reference.
2. Apply charges to the Shared Resource Reservation as necessary.
   • Note: See the Adding Billable Charges to a Service Request article for reference.