Simplified Spaces

Admin | Location - Manage Locations

Admin → Locations Overview The Locations module lets an org Admin create, view, edit, activate/deactivate, and delete the physical locations (branches/centers) that belong to their organization. Each Location is a flat entity (no parent-child location tree) that carries address, amenities, team assignment, operating schedule, and contact/settings information. Once created, a Location becomes the scope for its own dashboard (Bookings, Clients, Spaces, Tickets, Visitors). View Locations List The Locations list is a card-grid (not a table) — two cards per row on large screens. The Locations page is where you can see every location your organization has set up, check how each one is doing at a glance, and add new locations. To navigate to the Locations page, select Locations on the left-hand menu. What you'll see - A card for each location, showing its photo, name, and city/country. - The team members assigned to that location, with the community manager marked with a star. - Three quick numbers: Active Clients, Upcoming Bookings, and Open Tickets. - A button to open that location's own dashboard. - An Edit icon and a menu (⋮) with Activate/Deactivate and Delete. - If a location is deactivated, its card looks faded and shows a small "inactive" icon. - If you haven't added any locations yet, you'll see a message inviting you to add your first one. Add a New Location 1. On the Locations page, click the Add Location card. 2. Fill in the location's basic details:   - Location name   - A description (optional)   - Photos (optional)   - Address — start typing and pick your address from the suggestions, then confirm the country, state, city, and zip code   - Which floors/levels are available at this location   - Which services this location offers (Workspace Booking, Parking, Meal Booking)   - Any amenities available (Wi-Fi, printers, etc. — whatever your org has set up) 3. Assign a team to the location:   - Click Assign Team Member, search for a colleague, pick their role, and add them.   - You can add or remove team members before saving.   - Set the weekly service hours and facility hours — turn each day on or off and set opening/closing times.   - Turn on After Hours Staff or After Hours Access if this location supports it. 4. Add contact details:   - A service email and phone number for the location   - Timezone, language, and currency this location operates in   - GST rate and HSN/SAC code, if applicable 5. Click Save. Your new location now appears on the Locations page.  Edit a Location 1. Find the location on the Locations page and click its Edit icon. 2. The form opens pre-filled with everything you entered before. 3. Make your changes to any of the details, team, schedule, or contact information. 4. Click Save to apply your changes. Note: only team members who are currently active in your organization will show up on the edit screen — anyone deactivated, removed, or still pending an invite won't appear. Activate or Deactivate a Location 1. On the location's card, click the ⋮ menu. 2. Choose Deactivate to temporarily take the location offline, or Activate to bring it back. A deactivated location stays visible on your Locations page (shown faded out) but is treated as not currently operating. Delete a Location 1. On the location's card, click the ⋮ menu and choose Delete. 2. A confirmation box will ask you to type DELETE to confirm — this is to prevent accidental deletions. 3. Once confirmed, the location is removed from your active list. Open a Location's Dashboard Click Location Dashboard on any location card to manage that location's day-to-day activity: Bookings, Clients, Spaces, Tickets, and Visitors — all scoped to that one location. Things to Know - You need the right permissions to add, edit, activate/deactivate, delete, or view locations — if an action is missing or blocked, check with your system administrator about your assigned role. - You can only manage locations that belong to your own organization. - The Locations page currently shows all locations at once — there's no search or filter yet if your organization has many locations. - GST Rate and HSN/SAC code are collected on the form, but may not yet be saved correctly on the backend — verify with your finance/admin team before relying on these values.

Admin | Location - Manage Location Dashboard

Overview The Location Dashboard is a dedicated workspace for managing a single location, opened by clicking Location Dashboard on any location card from the main Locations page. - Entry point:  Locations list → click a location’s Location Dashboard button → lands on that location’s Bookings tab by default. - Layout: Header shows the location’s image and name. Left side shows a dedicated sidenav (replaces the normal app menu) with a Back to Overview link and a tab for each sub-area. Main panel shows the selected tab’s content. - Tabs available: Bookings, Clients, Visitors, Spaces, Tickets, and Assets (not yet built). - Everything shown is scoped to this one location — no cross-location data appears in any tab. - Ticket count badge: The Tickets tab in the sidenav shows a live count of open tickets for the location. - Purpose of each tab: - Bookings — manage workspace bookings on a calendar (create,                 approve/decline, cancel). - Clients — manage the companies/tenants tied to this location (add, edit,         deactivate, delete). - Visitors — log and manage visitor check-ins, including bulk import. - Spaces — manage the physical workspaces/desks/rooms available at this location (add, edit, pricing, availability status). - Tickets — raise and track support tickets for this location. - Navigating back: Click Back to Overview in the sidenav to return to the main Locations list. 1. Bookings View - Calendar-style grid showing all workspace bookings for this location, with a header to navigate dates/view. Create a Booking 1. Click New Booking. 2. Write booking title. 3. Select a workspace, and pick a date range (start/end date, optional start/end time). 4. Add a booking title (optional). 5. Select the client, add invitees (at least one required), and set number of guests (optional, defaults to 0). 1. Click Submit — booking appears on the calendar as Pending. View / Edit a Booking - Click a booking on the calendar to open its details. - Click Edit to change workspace, date/time, invitees, or guest count, then save. Approve / Decline - From the booking details, click Approve to confirm the booking. - Click Decline to open a reason prompt — a decline reason is required before submitting. Cancel (Delete) - From booking details, click the delete/cancel icon → confirm in the popup → booking is removed. 2. Clients View - Table of clients associated with this location. Supports: - Search by name - A–Z jump filter - Status filter (Active / Deactivated / Deleted — Active shown by default) - Sort by name, location, or date added Add a Client 1. Click Add Client. 1. Fill in contact details (first name, last name, email required), company details (legal company name, brand name required), phone (optional), and plan selection (required). 2. Optional: billing address, company website, GST number, extra emails, social links, notes, preferred payment method. 3. Choose whether to send an invite. 1. Submit — client is added to the list. Edit a Client - Open row menu → Edit Client → same form as Add, pre-filled → save changes. Delete a Client - Row menu → Delete → confirm in popup → client removed. Deactivate a Client - Row menu → Deactivate → confirm → client marked inactive (kept in records, hidden from active views). Other row actions (shortcuts to the client's own detail page, not part of this list): - View Client, Record Visitor, Create Ticket, Create Booking, Add Invoice. 3. Visitors View - Table of visitor check-ins/records for this location. Supports: - Search - Filter by purpose of visit - Filter by date range (checked-in / checked-out) - Reset filters - Pagination Record a Visitor 1. Click Record Visitor. 1. Fill in: photo (optional), first name (required), last name, visit date (required), check-in time, check-out time. 2. Select client (required), enter phone number (required), email (optional). 3. Enter visitor's company name (optional). 4. Select host (required) and purpose of visit (required: meeting, interview, vendor, walk-in, official, other). 5. Add notes (optional). 1. Submit — visitor appears in the list. Edit a Visitor Record - Row menu → Edit Record → same form, pre-filled → save. View a Visitor Record - Click the eye icon / View Record → read-only detail popup. Delete a Visitor Record - Row menu → Delete → confirm → record removed. Bulk Import Visitors 1. Click Import in the toolbar. 2. Upload a file (e.g. CSV). 3. Preview the data and map columns to fields; assign a client for the batch. 4. Confirm import. 5. See a results summary: how many succeeded, partially succeeded, or failed. 4. Spaces (Workspaces) View - List of workspaces/spaces at this location, grouped by category (pills/tabs). - Supports: - Search (auto-searches as you type) - Filter by status (Available / No Availability / Booked / Leased / Deactivated) - Advanced filters: date added, seat count range, visibility, availability, booking permission — filters can be saved for reuse - Sort by name or capacity Add a Space 1. Click Add Workspace. 1. Fill in workspace info: name, description, color tag, images, feature/thumbnail image. 2. Set capacity: number of seats (single value or range). 3. Set floor area (value or range, with unit). 1. Set booking permissions/schedule (who can book, when). 1. Set pricing (supports multiple pricing tiers). 2. Submit — new space appears in the list. Edit a Space - Open the space → same form as Add, pre-filled → save changes. Change Space Status - Row menu → Change Status → pick one: Available, No Availability, Booked, Leased, Deactivated. Duplicate a Space - Row menu → Duplicate → creates a copy of the space with the same settings. Delete a Space - Row menu → Delete → confirm → space removed. 5. Tickets View - Table of support tickets raised for this location. Supports: - Search - Filter by createdBy, status (multi-select), date created, requester - Click a ticket row to open its full detail page Create a Ticket 1. Click Create Ticket. 2. Select client (required) and requester (required). 3. Select the issue category — "What is the issue about?" (required). 4. Choose who the ticket is shared with (specific members or all company members). 5. Enter subject (required, up to 500 characters) and message (required). 6. Attach files if needed. 1. Submit — ticket appears in the list, and the ticket-count badge in the sidenav updates. Ticket Detail Page (opened by clicking a row) - Change status: New → Open → In Progress → On Hold → Resolved → Closed (Re-open also available) - Reassign to a different team member - Update sharing (who can see the ticket) - Add/remove tags - Change linked location/category - Archive the ticket - Add comments (chat-style thread) - View activity/audit history of the ticket General Notes (apply across all tabs) - Every tab only shows data for the current location you're viewing. - Every Delete action requires confirmation in a popup before it takes effect. - Creating/updating a Booking or Ticket refreshes the location's summary counts (e.g. ticket badge in the sidenav). - Some actions may be hidden or blocked depending on the logged-in user's assigned role/permissions — a user might see a button but still get blocked from completing the action if they lack permission.

Admin | Spaces — Manage Spaces

Overview The Spaces section is where admins manage every bookable workspace across all locations, plus the amenities that can be tagged onto them. - Entry point: Main menu → Spaces. - Sub-sections: Workspaces, Amenities. (A third item, “Floor Plans”, exists in the code but is currently turned off / not visible in the menu — see note at the end.) - Workspaces = the actual bookable units (desks, offices, meeting rooms, etc.) across all locations, with pricing, availability, and booking rules. - Amenities = the reusable feature tags (e.g. Wi-Fi, Whiteboard, Coffee) admins can attach to workspaces. 1. Workspaces Viewing the list - Page title: Workspaces, with an Add Workspace button top right. - Quick-filter tabs across the top (pick one at a time): All Workspaces, Desks, Offices, Meeting, Other. - Search box to search workspaces by name. - Location filter — multi-select checklist, filter to one or more locations. - Status filter — multi-select checklist: Available, Booked, No Available, Leased, Deactivated (Available/Booked/No Available/Leased are shown by default; Deactivated is hidden unless selected). - A Custom Filters button exists for more advanced filtering (date added, seat count, floor area, visibility, availability, permission, and more, with the ability to save filter presets) — currently greyed out/not clickable in this build. - Clear Filters button resets everything back to default. - Table columns: - Name / Location — thumbnail image, workspace name, primary location (plus “+N More” if assigned to multiple locations) - Capacity / Price — seat count, floor area, and price (or a dropdown if multiple pricing options exist) - Availability / Booking — status (green = Available, red = anything else) and booking type - Row menu (⋮) actions: Edit Workspace, Duplicate, Change Status (submenu with all status options), Delete. - No select-all/bulk actions — every action is done one row at a time. Adding / Editing a Workspace Opens a full-page form titled Add Workspace (or Edit Workspace), with Cancel and Save buttons top and bottom. The form is organized into three sections: A. Workspace Information - Workspace Name (required) - Color tag (optional, pick a color to label this workspace) - Workspace Type (required): Dedicated Desk, Hot Desk, Meeting Room, Private Office, Other - Seats Available (required) — enter a single number, or toggle Range for a From/To range - Floor Area (required) — enter a value + unit (ft² or m²), or toggle Range for a From/To range - Status (required, defaults to Available): Available, No Availability, Booked, Leased, Deactivate - Description (optional, rich text) - Images (optional) — upload multiple images and mark one as the feature/thumbnail image - Location (required) — search and select one or more locations this workspace belongs to - Visibility (required, defaults to Public): Public, Members Only, Admin Only — each option has a tooltip explaining who can see it - Availability (required, defaults to Open Booking): Open Booking, Plan Required — tooltip explains each B. Booking Schedule - Permission (required, defaults to By Request): By Request or On Demand - Bookable Hours (only appears if Permission = On Demand, required): All Day, Facility Hours, or Custom Schedule (opens a popup to set open/closed hours per day of the week) - Minimum Booking Duration — a number + a time unit (for Meeting Rooms: Minute/Hour/Day/Week/Month/Year; for all other types: Day/Week/Month/Year) - Maximum Booking Duration — same format as above - Duration Increments (only for Meeting Rooms, required) — e.g. every 5/10/15/20/30 minutes, or 1 Hour/Day/Week/Month/Year - Booking Buffer (only for Meeting Rooms, required) — gap time required between bookings - Book In Advance Limit (required for all types except Private Office) — how far ahead a booking can be made - Allow Booking Rescheduling — on/off toggle - Grace Period Before rescheduling (only shown if rescheduling is allowed) — how much notice is needed C. Pricing - GST Rate (optional, %) - Default Price — the price shown to clients booking this space on its own (a tooltip notes this can be overridden if the space is added to a Plan) - One or more pricing rows (at least one required) — each row is an amount (currency automatically matches the selected location) and a billing interval (“Per Hour”, “Per Day”, etc. — choose from Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)/Year(s)). Use Add Option to add more pricing tiers, or the trash icon to remove one. Clicking Save uploads any images, saves the workspace, shows a confirmation, and returns to the Workspaces list. Row actions — Duplicate, Change Status, Delete Each workspace row has a ⋮ menu with these actions: - Duplicate — creates an exact copy of the workspace (same info, schedule, and pricing settings) as a new entry in the list, so an admin can quickly set up a similar space without re-entering everything. The copy needs its own name/tweaks afterward if it shouldn’t be identical. - Change Status — opens a submenu to switch the workspace’s status directly from the list, without opening the full edit form. Options: Available, No Availability, Booked, Leased, Deactivated. - Available / No Availability / Booked / Leased — reflect current booking/availability state. - Deactivated — hides the workspace from active booking use (kept in records, not offered to clients). - Delete — permanently removes the workspace. A confirmation popup appears first; the admin must confirm before it’s removed. This cannot be undone. 2. Amenities Viewing the list - Page title: Amenities, with an Add Amenity button top right. - Search box to search amenities by name. - Table columns: Icon, Name, Type (Default = built-in system amenity, Custom = admin-created), Tooltip (description). - Hovering a row reveals Edit and Delete icons. - Delete asks for confirmation before removing. - No bulk actions, no active/inactive toggle, no duplicate option. Adding / Editing an Amenity Opens a small popup titled Add Amenity / Edit Amenity: - Amenity Name (required) - Tooltip — extra description shown to users hovering the amenity (optional) - Icon — search and pick an icon from an icon library - Save / Cancel buttons General Notes - Workspaces are always tied to one or more Locations, and their pricing currency follows the selected location’s currency. - Every Delete action requires confirmation before it takes effect. - What an individual admin can see or do here may still be limited by their assigned role/permissions.

Admin | Team — Manage Team

Describes the Team section of the admin : Members and Roles. Overview - Entry point: Main menu → Team. - Sub-sections: Members, Roles. - Members — manage staff/operator user accounts: invite, edit, deactivate, delete. - Roles — define named permission sets (what a role can view/add/edit/delete across modules) and assign them to members. - Members and Roles work together: every member is assigned one or more Roles, and a Role's permissions determine what that member can do throughout the app. 1. Members Viewing the list - Search box: Search Members - Filters: Location (multi-select), Role (multi-select), Status (Active / Deactivated / Invitation Pending — Active + Invitation Pending shown by default) - Columns: - Name — avatar, name, assigned location(s) (shows "Multiple locations" if more than one) - Contact — email and phone, with a shield/check icon if email and/or SMS verification is enabled - Role — one or more role tags (colored) - Status — icon with tooltip: Active, Invitation Pending, Deactivated (shows who deactivated and when), Deleted (shows who deleted and when) - Row menu: Edit Member, Reset Password (not yet available), Deactivate, Delete, and Resend Invite (only shown while status is Invitation Pending). Menu is disabled for deactivated members. Inviting a Member 1. Click Invite Member. 2. Fill in: - Profile photo (optional) - First Name* (letters only), Last Name* (letters only) - Email* (required, must be a valid email) - Phone Number (optional) - Location(s) — multi-select, which location(s) this member is tied to - Default Role* (required, multi-select — can assign more than one role) 3. Click Send Invite — the member receives an invitation to set up their account; their status shows as Invitation Pending until they accept. Editing a Member - Row menu → Edit Member → same form, pre-filled → button label changes to Update Member. Resend Invite - Available only while a member's status is Invitation Pending — resends the invitation email/link. Deactivate / Delete - Row menu → Deactivate — disables the member's access while keeping their record and history. - Row menu → Delete — permanently removes the member (confirmation required). 2. Roles Viewing the list - Search box: Search Roles - Filter: Select Portal — Operator Portal (staff roles) or Member Portal (customer-facing roles) - Columns: Name (colored tag), Description, Members (count of people currently assigned this role) - Row actions: Edit, Duplicate (not yet wired up), Delete Creating a Role 1. Click Create Role. 2. Fill in: - Role Name* (required) - Color tag (for visual identification in tables) - Description (optional) - Portal — choose Operator Portal (staff) or Member Portal (customer-facing role) 3. Set Permissions* (required) using the permissions matrix: - Grouped into tabs by scope — for Operator Portal roles: Global Scope (org-wide permissions) and Location Scope (permissions limited to specific locations); for Member Portal roles: User Scope and Store Scope. - Each tab shows a tree of modules/sub-modules (e.g. Locations, Bookings, Tickets) with columns for each action type (e.g. View, Add, Edit, Delete). - Check individual module+action boxes, or use the column header checkbox to grant/revoke an entire action across all modules in that scope at once. - A running count shows how many permissions are selected out of the total available. 4. Click Save. Editing a Role - Row menu → Edit → opens the same form, pre-filled with the role's current name, description, color, portal, and permission matrix → update and Save. Duplicating a Role - Row action exists in the menu but is not yet functional in this build. Deleting a Role - Row menu → Delete → confirmation required → role removed. (Roles still assigned to members should be reassigned or unassigned first — check member count before deleting.) General Notes - A member can be assigned multiple roles; access is the combination of all assigned roles' permissions. - Role permissions are scoped — Operator Portal roles control what staff can do across the whole org (Global Scope) or within specific locations (Location Scope); Member Portal roles control what end-customers can do for themselves (User Scope) or their company (Store Scope). - Every Delete action requires confirmation before it takes effect. - What a specific admin can see or do in the Team section itself is also governed by their own assigned role's permissions.