Spaces are absolutely essential to your booking system! They're the things your users will book in your venue. Spaces are usually physical resources such as tennis courts, desks, studio rooms, academic labs, equipment, but they can also be used to represent anything that can be booked like appointment time slots with a person, virtual resources, and more!
The way Skedda spaces work is that it's one user booked per space at any given time, so that double bookings are always prevented.
If you need to allow multiple booking in one space, then create multiple spaces! For example, one study room can fit 5 students. This can be set up as Study Room Spot 1, Study Room Spot 2, and so on.
Adding spaces to your venue
In your Spaces settings page click on + Add a space.
If you need to add a large number of spaces at once make a list outside of Skedda (ex. Excel). Copy and paste this list into the add spaces pop-up window.
Tips on naming your spaces
Choose names that are familiar to your community and visitors. “Room 1” and “Studio 2” might not be as familiar as “Floor 2: Recording Room 1” and “The Blue Studio 2 ”.
Depending on your venue type, you might like to add loved icons/emojis! You can find a full list of icons to copy and paste into the title field here.
For example: 🎵 Recording Room | 🔵 Studio 2
Deleting a space
Select the space from your Spaces settings page list that you would like to remove.
At the bottom of the page find the Show delete options button. You'll be asked to confirm before it's deleted just as a double check.
Note that when a space is deleted all bookings in that space will also be deleted. Consider exporting your data before processing the removal.
If you need to delete many spaces at once, please reach out to Skedda support after you've exported all of your booking data.
Change the order your spaces appear in the scheduler by dragging and dropping them in the spaces list.
Space visibility setting
Under Visibility decide who can view your space and the bookings in them. There are three options:
All users can see the space - All users that have access to see your scheduler can see the space.
Users with certain tags - Only users with one or more of the user tags selected in the drop down list can see the space. If you haven't added these user tags yet, you can do this by selecting + Create a custom tag or Add/manage tags from the drop down list.
System User only - Choose Only users with any of these tags can see the space and then leave the set of tags empty.
This is a per-space setting; you can have some spaces visible to everyone, others that are visible to certain users, and some that are system user-only.
Also note that the ability to see a space doesn't necessarily mean that the user will have the ability to book it. The ability to create bookings is controlled by other settings like Booking Conditions and Access & Visibility.
Users will also only see bookings in the spaces that they are allowed to see. For example, if a user with limited space visibility is looking at the bookings in the scheduler List view, they may not see all of the bookings because some are in spaces hidden to them.
Space Description and Visuals
Show users exactly what they're booking with a detailed description and informative images, diagrams, photos, or any visuals. The description and visuals are shown to users when they click the i icon next to the space title in the Day view or in a pop-up window when they select a space in the Map view
The ability to add visuals is part of the Pro Pack.
Can I use a space for announcements?
Sure, why not! Create a space visible to everyone, but only bookable by System Users (using Booking Conditions). Ensure that all booking details are visible to everyone (in Access & Visibility). Create bookings for special announcements such as new staff members, birthdays, upcoming events, etc.
How can I manage multiple bookings in a space? Can more than one person book one space?
Skedda is designed to prevent over bookings / double bookings / conflicts and only allows one user booking on a single space per time slot. Should your space be able to accommodate multiple user bookings at a single time, then you can create additional spaces as 'slots' for your users to book.
For example, if you had a swimming pool that can have a maximum of 3 users at any one time, then you would create 3 bookable spaces and name them something like below:
Pool - Slot 1
Pool - Slot 2
Pool - Slot 3
If you manage your users with Microsoft 365 or Google Workspace, check out our Direct Integration with Microsoft 365 and Google Workspace feature to learn more about users inviting other people as attendees to their Skedda booking.
Can a user book both a space and a staff member? For example, the room for a lesson and a teacher. Also applies to a physical space and equipment.
Skedda isn't perfectly suited for "multi-resource" bookings, but we can handle this if you setup spaces for your rooms and more spaces for the staff. Your users could then do a multi-space booking for both a room and a staff member. Your users might not realize that they have to select two "spaces" (since Skedda cannot automatically choose a second space for your user or force them to do this).
We suggest adding in a required custom field checkbox that says something like "I have selected both a room AND a staff member.” This is not perfect because your users could technically agree to the above checkbox, but not actually have selected their staff member or room.
Can I tag spaces?
At the moment no, we just offer user tags. Check out the space views article to learn more about grouping your spaces.
Can I color code by space?
Our booking color coding rules allows you to just color by booking type, title, notes, name, email, organization, user tag or payment status. It isn't possible currently to add a full color to a space; however, there is a little trick! You can add colored icons directly to the names of spaces. Here's an example of what you would see in the List view:
To do this, copy any "emoji" character you like and paste it in the relevant space names. You can search the full list of available icons here.