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What are Desks on Nexudus Spaces? 

On your Nexudus Spaces account you can add a floor plan of your coworking space by uploading an image file and positioning Desks, which can later be linked to Members and add Contracts that can be associated to them. If you don't already have a ground plan/blueprint of your coworking space, you can use the grid provided to position each of the desks. The floor plan will give you a bird's eye view of your space and the desks that are available.  

How do Desks work on Nexudus Spaces? 

Desks represent a physical space in your coworking space. You can link Desks to Members or add Contracts that can be linked to them. This lets you see where each of the coworkers is sat. What's more, you can block desks as unavailable without having to link them to any particular Member/Contact. This can be useful when a desk has been booked or is going to be a flexible desk that is used by several people. 

To access the Desks section on your Nexudus Spaces account, go to the home page Quick Access menu that is on the left of the screen.  

Elements in the Desks module 

You'll find the following elements in the Desks module:

  • Floor plans (1): If your coworking space is spread across several floors, you can add a floor plan for each floor. 
  • Desks (2): Desks represent a physical space in your coworking space. You can add as many desks as you need and position them on each of the floors that you've added. 
  • Settings (3): You can block the desks so that they can't be moved and dragged with the mouse. What's more, if you enable the Only Available Desks option, only the available Desks will be displayed on the floor plan. 

Adding and editing a Floor Plan  

Adding and editing a Floor Plan is simple. In the Desk module, you can add a floor plan by clicking on the Add Floor Plan button.  

Note: By default, floor plans display a grid so that you can position the Desks to recreate your coworking space's layout. Also, as we'll see later, you can also add your coworking space's layout using a background image.

You can add as many floor plans as you want. For example, if your coworking space has three floors, you can add three floor plans called First Floor, Second Floor and Third Floor to recreate the layout on each of the floors.

  • Editing a floor plan: To edit a floor plan that you've added, select it, go to the bottom of the screen, and click on Edit Floor Plan

Reference fields

General.- 

FieldDescription
Business*Enter the coworking space that the floor plan belongs to. If you manage more than one space from your Nexudus Spaces account, choose the coworking space from the drop-down menu.
Name*Enter the name you want to give the floor plan in this field. For example, First Floor, Second Floor, Third Floor, etc.
Background ImageYou can add an image of your coworking space's layout so that you can position the Desks on top of it.
Display BackgroundDisable this option if you don't want to display the image that you've selected.
Background Scale*This field controls the size that the image will be displayed in the desk module. This field value is a percentage, meaning that you must enter a value between 1 and 100. The higher the percentage, the larger the image compared to the desks.

Position.- 

X Position*Position on the floor plan's X axis. This value will change when you zoom in or drag the floor plan with the mouse.
Y Position*Position on the floor plan's Y axis. This value will change when you zoom in or drag the floor plan with the mouse.
Scale*Size that the floor plan is viewed on the screen. This will change when you zoom in or drag the floor plan with the mouse.

Lastly, you can Make a Copy of the floor plan, the background (if it has one) and the desks by selecting said action from the More Actions... drop-down menu on the bottom of the screen. 


Adding and editing a Desk 

 

Firstly, select the floor plan that you want to add the Desk to and click on Add Desk on the main screen.

You can also edit the desk's exact coordinates by viewing its details. 

If you want to delete a desk, you can do so by clicking on the delete icon. 

Enable the Only Available Desks option to view the desks that are available. 

Linking a Desk to a member or contact  

 

You can link a Desk to a Member/Contact by viewing its details. 

Fill in the fields on the next screen and click on the Save button to complete the process. 

Reference fields link desk to a Member/Contact

General.-

FieldDescripción
Floor Plan*Select the floor plan that Desk belongs to. The floor plan that the desk was added to is usually selected by default.
Member/ContactSelect the Member/Contact that you want to link the Desk to from the drop-down menu.
NameIf you'd like to modify the name assigned to the Desk, enter the name in this field.
AreaYou can set different areas for the desks. For example, "Flexible Desk area", "Permanent Desk area", "Chill Out area", etc.
AvailableDisable this option so that the desk is viewed as Not Available.
FieldDscription
X Position*Position on the desk's X axis
Y Position*Position on the desk's Y axis
Z Position*Position on the desk's Z axis

 

Once you've completed the process, you can see that the Desk is now linked to the person that you selected on the general floor plan. 

There is a shortcut to the member's details from the general floor plan via the View this record's details icon. 

Adding a Contract to a Desk 

 

You can add a Contract to a desk via the general floor plan. To do so, use the Create Contract icon next to the Desk you want to edit. 

On the next screen, fill in all of the required fields and click on Save to complete the process. 


Reference Fields Create Contract

General.- Details

FieldDescription
Issued by *This field displays the coworking space that issues the Contract. If you manage more than one coworking space from your Nexudus Spaces account, choose the coworking space that the contract will be linked to from the drop-down menu.
Member/Contact *Select the Member/Contact that you want to link the Contract to from the drop-down menu.
Tarifa *Select the Price Plan that will be linked to the Contract.
NotasAdd any notes that you would like to include on the invoice raised for the Contract.

 

General - Dates

FieldDescription
Start Date *Enter a Contract start date in this field. If the date is in the future, the Contract will be inactive until that date.
Billing date *Enter the day of the month that the Contract will be invoiced.
Cancellation DateIf this Contract was cancelled in the past, enter the date in this field. If the date that you set is in the future, the Contract will be cancelled when the date is reached.

 

General.- Desks

FieldDescription
DesksIf the Contract is going to be linked to more than one Desk, include them in this field. An example of such would be a Contract issued for a team that uses several desks in your coworking space.

 

General.- Terms and Conditions

FieldDescription
Price Plans Terms acceptedEnable this field when the member linked to the Contract has accepted the terms and conditions for the Price Plan offline, i.e. they signed a hard copy of the document in the coworking space. If you do not enable the option, the member will have to accept the terms and conditions when they sign in to their account.

Having completed the process, you can see that the Contract is linked to the Desk that you were editing on the general floor plan. If you need to edit it at any time, you can do so by clicking on the Desk's View this record's details icon. 


 

X Position*