Create a Space
The Create Space wizard guides you through creating a new space. The wizard has the following sections:
General Information. Enter general space information about the space such as status (e.g., active or planning), the type of space, and if it is available to be used for classes. Available campuses vary according to the type of place a space belongs to. For example, spaces in a building can be categorized as classrooms and office whereas spaces related to a natural area can only be categorized as general purpose. You can also enter a Desktop code for the space (if the place to which it belongs has a Desktop code). This allows the space to also be available in the Desktop application. This can be useful for planning where classes will be instructed or advisors have their offices. The Marketing Blurb will be visible to anyone who can view information about the space from J1 Web and the Campus Portal's Event Requests feature.
Contacts & Scheduling. Associate J1 Web users to the space as contacts, coordinators, and scheduling approvers. Scheduling approvers are responsible for reviewing and approving/denying any requests to schedule the space for meetings, appointments, and events. They will be assigned tasks when requests are made and can view all requests from the Pending Location Approvals block. If the space cannot be scheduled, this information may not be needed and can be updated if scheduling changes. If your school has a Campus Portal as well as an Events licensing, you can choose to promote a space in the Campus Portal's Event Requests feature. If the space is available for scheduling and you wish to give Campus Portal users the option to book the space for events, you can mark it as Visible in Portal which will allow Campus Portal users to request the location. Setting the place as Promoted will promote the space on the front page of the Event Requests feature.
Place and space scheduling features are flexible. A space can have the same scheduling availability as the place it is in, or its scheduling availability can be entirely independent.
Physical Characteristics. Enter and select the defining characteristics of a space such as available equipment, prohibited items, accessibility, etc. Some characteristics are automatically the same as the place which the space is a part of, but these can be updated as needed.
Available characteristics vary according to the type of space being created. For example, classroom spaces can have characteristics related to internet availability, A/V resources, desks/chairs whereas restroom spaces only have characteristics related to gender. You can also enter a Desktop code for the space (if the place to which it belongs has a Desktop code). This allows the space to also be available in the Desktop application. This can be useful for planning where classes will be instructed or advisors have their offices.
Confirm & Finish. Review and update all of the information you entered for the space. Each step of the wizard and all related options appearing showing your entries and selections as well as the information not entered at the time. You can update or add information by clicking the edit icons and saving.
Tip
As you are creating spaces, here are a couple of tips to keep in mind:
Enter as many known details as possible. A space may have multiple uses and the more information known about it can help determine how it can be used. For example, a conference room in the Administrative building could be used for advisor meetings or classroom instruction if there is maintenance being done or an event is occurring. More information can also be useful when making spaces available for events.
Use simple, but unique names. Use names that make the space easy to identify for users across campus. If a learning hall has multiple classrooms, enter the room numbers.
Note
For this example, a classroom is being created. Options and steps will vary slightly according to the category of space you are creating.
From the Category drop-down, select the type of use for the space.
In the Name field, enter a unique name for space. If there are multiple classroom spaces, you may want to add unique identifiers such as the room number. For example, a building may have Classroom 101, Classroom 102, and Classroom 103.
Tip
Make this a commonly understood name to ensure other users can easily identify it.
From the Status drop-down list, select the space's current standing.
Note
Only spaces in a Decommissioned/Demolished status are unable to be set up for scheduling. A space's ability to be scheduled is set in the Contacts and Scheduling Information section.
Planning/Construction
Active
Temporarily Inactive (e.g., during renovation)
Decommissioned/Demolished
Sold/Lease Expired
In the Abbreviated Name field, enter a summarized name for the space.
In the Building/Room Code field, enter a brief unique code to create a corresponding room on the Desktop Room Definition window, which ensures the new space can be used in the Desktop application. For example, when setting up where courses will be instructed.
From the Area drop-down, select the area of the place this new space will be located. If the place to which this space belongs does not have defined areas, this option will not be available.
From the Space Type drop-down list, select the general classification of the space. For example, a lecture classroom which may have a 200 student capacity versus a standard classroom which may only have a 40 student capacity. If the space is a restroom, designate if it is available to the public (Public Restroom checkbox) and if it is for men or women (select from Room Gender drop-down)
If the space can be used for instruction, select the Available for Classes checkbox.
In the Marketing Blurb field, enter a brief summary about the space for promotional information, event planners, etc. This will be available to anyone who can view information about the space in J1 Web and in the Event Requests feature if your school has a Campus Portal.
In the Notes/Comments field, enter any additional important information about the space. For example, the type of seating if any.
Click Save & continue. The Contacts & Scheduling page appears.
The Contact Name and Contact Phone fields show contact information for the place the space belongs to. To update the contact name, start typing the name of the person who can be contacted regarding the space and select the contact from the names automatically appearing in the drop-down list, select the contact.
Note
Only Web users can be entered as a contact. If a user's name is not appearing, verify they are an active Web user (Desktop Users window) and are assigned to a Web role (Web System Administration).
In the Main Phone field, enter a phone number specifically for the space. For example, a conference room may have a number separate from the number for the place.
If this space can be reserved for scheduling, select the Available for Scheduling checkbox. The scheduling options appear. If this place cannot be scheduled, deselect the Available for Scheduling checkbox and proceed to step 11.
If your school does not have a Campus Portal or Events licensing, skip to step 6. If your school does and you wish for this location to be available for scheduling via the Event Requests feature on your school's Campus Portal, select the Visible in Event Requests Feature checkbox. The Promoted checkbox appears.
Note
Only check the Visible in Event Requests Feature checkbox if you would like users to be able to request the space for an event via the Event Requests feature in your Campus Portal.
If you wish for the location to be promoted on the main page of the Campus Portal's Event Requests, select the Promoted checkbox.
In the Space Coordinator field, start typing the name of the person responsible for arranging events, maintenance, etc. and select from the names that automatically appear. Depending upon your school's set up, this could also be the point of contact.
Note
Only J1 Web users can be entered as the space coordinator, space schedule approver, or additional resources manager. If a user's name is not appearing, verify they are an active J1 Web user (Desktop Users window) and are assigned to a J1 Web role (J1 Web System Administration).
If the space coordinator is also responsible for approving schedule requests, select the Space Coordinator is also Space Scheduling Approver checkbox and their name appears in the Space Scheduling Approvers field. If a different person is responsible for approving scheduling, start typing the approver's name and select it from the names that appear.
If there is an individual responsible for resources related to the space such as equipment, cleaning crews or supplies, etc., in the Additional Resources Manager field, start typing their name and select from the names that automatically appear.
When a space is marked as Available for Scheduling, it will automatically be set as available for scheduling on all calendar dates. You also have the option to designate custom date/time ranges for when it is available by creating as many time slots as needed. For example, you may only want to allow the workout room in your school's gymnasium to be available during the day even though the gymnasium is available in the evenings.
Tip
If a space that is under planning/construction will be available for scheduling in the future, you can set the space's scheduling availability to start on that date.
You can use the same availability as the place the space is a part by clicking the Duplicate parent schedule button.
If the space is available for date ranges different from the place, click the Edit icon to open Date Range options.
Select the Start Date and End Date to specify when the space is available for scheduling, or select No End Date if the space can be scheduled indefinitely.
Click Save.
Tip
Click Add another date range to include additional scheduling availability.
Click Save & continue.
Note
Physical Characteristics options available vary according to the type of space being created and for some spaces such as rest rooms do not have audio/visual characteristics.
Tip
Varying fields and drop-down options let you define handicap accessibility, smoking limitations, prohibited items, internet access, and central air conditioning availability. The more information you define about a place, the easier it will be for other users to determine if it is the right place for events, meetings, appointments, etc.
Review the information you entered for the space.
To jump to a particular section, click its link at the top. For example, to quickly access A/V information, click Physical Characteristics.
To update space information, click the Edit icon next to the information you want to update. The field becomes editable.
Tip
Updating the space category may change characteristic options.
Once you are done editing the field, click the Save button.
When you are finished reviewing and making any updates, click Save & finish or Save & create another.
If you click Save & finish, the Space page for the newly created space appears. If you click Save & create another, the new space is added to the place, a Space page is created, and the General Information page of the Create Space wizard appears where you can begin the process of adding another space again.
Only the fields marked with a red asterisk are required when you initially create a space. If you aren't able to finish entering in the rest of the space's details, you can come back at any time to finish.
To finish entering the space's information, go to the space's main page, click the Space options drop-down and select Review space details. The Review space details page appears with an Edit details button that allows you to edit all of the space's information and scheduling availability.
The Building/Room Code is a unique code that when entered, creates a corresponding room on the Desktop Room Definition window. You do not need to enter it, but if the space will be used in the Desktop application, you may want to add it. For example, when setting up where courses will be instructed.
In the Desktop application, a space must be associated with a place. If the space you are adding is a part of a place that does not have a code, then the related space cannot be added to the Desktop application. To make the space available in the Desktop application, assign the place it is a part of a Building/Room Code, and then assign the space a Building/Room code.
Marking a space as promoted displays the location in the Campus Portal Request an Event feature to users looking to submit an event request. To fully utilize this capability, your school must be using the Campus Portal Request an Event feature and be licensed for Events.
If your school has a Campus Portal and Events licensing, you can choose to promote a space in the Campus Portal's Event Requests feature.
As long as a space is available for scheduling, you can mark it as Visible in Event Requests Feature which will display the space in the Event Requests feature and allow users to search for it when looking for a location at which to book their event. If you wish to promote the space in the Event Requests feature, you can mark it as Promoted.
These settings can be set when creating the space or, if the space has already been created, can be edited on the space's Overview block or Review Space Details page in the Contacts & Scheduling section.
All required information must be entered before you can click Save & continue. If you have entered all required information, try clicking in another field. The Save & continue button should become available.
Required information is designated with red asterisk.
Verify the user is an active Web user (Desktop Users window).
Verify the user is assigned to a Web role (Web System Administration).
Depending upon your role and related permissions, you can update information about the space at any time. For example, a space may change its use from classroom to office or the scheduling availability may be impacted due to remodeling.
To update space information, characteristics, or scheduling availability, access the place's Spaces within block and click on the name of the space you want to update. The Space page appears where an edit option allows you to access and update the space details.
Places can be divided into areas as a way to group spaces . For example, your library may have an office area where several administrative offices and rest rooms are located or your performing arts hall may have an area with several rehearsal spaces, an area with several instructional classroom, and an area with a performance hall, rest room, and box office/ticket sales. Not all places are setup with areas.
The place the space is a part of may not have areas set up. For more information, contact your campus support team.