> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/adding-and-managing-offices.md). # Adding and Managing Offices ## Creating a New Office Navigate to **Dashboard → Offices** Click the **"Add Office"** button Fill in the office details: ## Basic Information * **Name**: Give your office a clear identifier * **Description**: Add helpful details about the office's features * **Seating Capacity**: Indicate how many people the office can accommodate. This caps how many **named occupants** (including the primary contact) you can assign on each office rental contract in the dashboard. * **Office Image**: Upload a photo to showcase the space ## Operating Hours Set opening and closing times for the office ## Pricing Options Enable one or more pricing options: * **Hourly Rate**: For short-term bookings * **Daily Rate**: For full-day usage * **Monthly Rate**: For long-term leasing * **Yearly Rate**: For annual contracts For each enabled option, set: * Price in your space's currency * Minimum units (hours, days, months, etc.) * **Require an inquiry?** — When checked, customers submit a request instead of paying directly. You review and approve before they pay. When unchecked, customers can book and pay instantly. Each period (hourly, daily, monthly, yearly) can be configured independently. **Defaults:** Hourly and daily options default to instant payment. Monthly and yearly default to inquiry-based approval. ## Free Access for Members You can offer certain offices for **free** to members on specific membership plans. In the office settings, use the **Free Access** section to select which plans qualify. Members on those plans will see "Free" when booking the office—no payment is required. This is ideal for offering private offices as a membership perk (e.g., premium members get free access to a small meeting room). ## Amenities Select available amenities: * Standard options (TV, Whiteboard, WiFi, Projector, etc.) * Add custom amenities specific to your office ## Availability Toggle whether the office is available for booking ## Understanding Rental Types Your office pricing options work differently depending on the rental period: ## Short-term Rentals (Hourly/Daily) **How it works:** * Customers can book and pay instantly * No approval needed from you * Payment is processed immediately * Office access granted right away **Best for:** * Meeting rooms * Interview spaces * Day offices * Workshop spaces * Quick private calls ## Long-term Rentals (Monthly/Yearly) **How it works:** * Customers submit rental inquiries with their desired dates * You review and approve/decline each request * Approved inquiries create rental contracts * Customers complete payment to activate the contract * Office becomes available for their use period **Best for:** * Dedicated office space * Team rooms * Permanent workspace solutions * Executive suites * Long-term client arrangements ## Why the Difference? * **Short-term**: Simple, instant bookings for quick use * **Long-term**: Inquiry system allows you to: * Screen potential long-term tenants * Negotiate terms and pricing * Ensure good fit for your space * Handle special requirements * Process larger payments carefully ## Managing Your Offices ## Office Settings * **Edit Details**: Update office information, pricing, or amenities * **Availability**: Temporarily disable booking for maintenance * **Images**: Add or update photos to showcase the office * **Operating Hours**: Adjust when the office can be booked ## Pricing Management * Set different rates for various rental periods * Enable/disable specific rental options based on your business needs * Configure minimum rental durations ## Managing Inquiries and Contracts Navigate to **Dashboard → Offices → Inquiries** The Inquiries page lets you manage customer rental requests. Use the **Add Booking** button (in the header) to create short-term hourly or daily rentals directly. Use **Add Contract** from the dropdown to create long-term contracts for any rental period—including custom pricing when an office has no configured rate for that period. ## Handle Customer Inquiries **What customers submit:** * Desired start and end dates for their rental * Office they want to rent * Any special requirements or questions in their message * Their contact information **What you see:** * Complete inquiry details with dates and customer message * Customer's membership information and history * Automatic pricing calculation based on your rates * Availability check against existing bookings **Your options:** * **Approve**: Creates a rental contract and notifies customer to pay * **Decline**: Rejects the inquiry and notifies customer **What happens after approval:** * System creates a rental contract automatically * Customer receives payment notification * Contract status shows as "Pending" until payment completed * Once paid, contract becomes "Active" and office is theirs ## Inquiry Tabs Use the tabs to filter inquiries by status: * **Pending**: New inquiries awaiting your approval * **Approved**: Inquiries you approved—contracts created; customers may be awaiting payment or rentals may be active * **Declined**: Inquiries you rejected ## Create Contracts Manually Use **Add Contract** from the Offices menu to book offices directly for customers: * Choose customer, office, and rental period (hourly, daily, monthly, or yearly) * Enter custom price when the office has no configured rate for that period * Process payment or record external payments (cash, bank transfer) * Invoices are generated automatically ## Office Timeline Navigate to **Dashboard → Offices → Timeline** to see day-by-day availability. The timeline shows only **confirmed** rentals (where payment is complete)—pending or unpaid bookings do not appear. Each rental is shown at its actual duration (e.g., a 2-hour booking appears as 2 hours, not a full day). You can add new short-term bookings from the **Add Booking** button on the Timeline or Inquiries page. ## Active Rentals Navigate to **Dashboard → Offices → Active Rentals** to see **confirmed** office leases that have **not ended yet**, in a simple list. Each row shows the office image (when you have uploaded one), who holds the contract, the rental period, how many occupants are recorded, and **Manage occupants** (for managers). This view is useful for day-to-day operations on live leases without opening the inquiry workflow. Adding named occupants is optional and is done from **Manage occupants** on an approved inquiry, from this list, or from the Timeline booking bar. ## Important Notes ## Rental Workflows * **Direct payment**: When "Require an inquiry?" is unchecked for a period, customers book and pay immediately—booking is confirmed right away. * **Inquiry-based**: When "Require an inquiry?" is checked, customers submit a request with desired dates. You review and approve or decline. Approved inquiries create a contract; the customer pays to activate it. Each pricing option (hourly, daily, monthly, yearly) can be set independently. By default, hourly and daily use direct payment; monthly and yearly use inquiry. ## Inquiry System Details * Controlled per pricing option via the "Require an inquiry?" checkbox * Gives you control over which rentals need approval before payment * Allows time to review customer fit and requirements for high-value or long-term arrangements * Use for any period where you want to approve before confirming * Enables custom pricing negotiations ## System Limitations You cannot delete offices that have: * Active rentals * Pending inquiries ## Pricing and Payments * All pricing is displayed in your space's default currency * Taxes will be applied according to your space's tax settings * Minimum rental durations help ensure profitability * Double bookings are automatically prevented ## Best Practices * Use descriptive names that indicate office type, size, or location * Add high-quality photos showing the office layout and amenities * Enable appropriate pricing options based on your target market * Maintain an updated list of amenities to accurately reflect what's available * Set competitive rates with appropriate minimum durations * Respond promptly to customer inquiries for long-term rentals