The Spaces Module

Spaces enables councils to deploy a systematic method which permits residents to apply for any space ranging from parking to public amenities, etc.

The module provides miscellaneous configuration options for the user to plan and construct their spaces applications that will be available to customers. Spaces work with contract templates to map the spaces elements that are applicable to the appropriate contract.

Spaces offers a user-friendly interface. The user can set up waiting lists to facilitate maximum users and ensure effective use of resources.

The steps to configure spaces are as follows:

Status

The status value relates to the current status of a spaces item. The values are static and additional ones cannot be added by the user. The user can change the existing name and style.

The user can change the status of the spaces item from the available list.

How can the administrator view pre-configured statuses for the spaces module?

Go to Administration -> Spaces -> Status

The list of available static statuses are displayed as below.

The user can click on the edit icon to view and edit the details of that status. 

Type

The value relates to the type and sub-type of the spaces item. The user can create different types. A spaces item will be associated with the type as configured by the user.

During configuration the user can select the type of the spaces item.

How can the administrator view, add or edit the types of the spaces module?

Go to Administration -> Spaces -> Type

The list of available types will be displayed as below:

The user can click on the edit icon to view and/or edit the details of that type.

Any changes made will be retained by clicking on the Save button.

To add a new type, click on ‘Add’ button.

Enter the name and code for the Type and save changes.

The user can add sub-type to the main type as per the requirement.

Spaces

The Spaces element refers to the actual item which will be used as a plugin for the customers. The user can create multiple spaces items. These are the main blocks of the Spaces module.

How can the administrator view and/or edit the existing spaces items?

Go to Administration -> Spaces -> Spaces

The list of existing Spaces items will be displayed as below.

The administrator can click on edit icon to view and/or edit the details of that spaces item.

Any changes made will be retained by clicking on the Save button.

How can the administrator add a new spaces item?

The user must have an advanced contract in place prior to creating a new spaces item. The booking of the spaces item must be mapped against a contract template.

Go to Administration -> Spaces -> Spaces

Click on the Add button and fill in the relevant details:

• 
  Type – Select the type from the list as configured under Administration

• 
  Sub-type – Select the relevant sub-type from the select list

• 
  Name – Give a name to the spaces item

• 
  Contract template ­– Select the contract template from the pre-populated list based on the contract templates under your MCS platform

• 
  Available start and end – Specify the date range for the spaces item defining its availability to the users

• 
  Enable – Select Yes to enable the spaces item

• 
  Days to accept - Specify a number within which the user must accept the spaces application once it is offered to them as per the waiting list

• 
  Description – Give description to the spaces item

• 
  Allow waiting – Select Yes if you want to give the facility of waiting list to the users. This means if currently no space is available for the user then they can join the waiting list and be notified if a space becomes available

• 
  Action when not accepted – The user will have certain days to accept the spaces application once they have been offered one. The user can choose what action needs to be taken when the customer does not accept it: 

• Withdraw waiting – This will close the waiting list option against the user for the particular spaces item
• Remove offered item from waiting list – The system will remove the spaces item against the user from waiting list
• Move waiting at the end – The system will put the user at the bottom of the waiting list for this spaces item

• 
  Maximum waiting customers – The user can configure the maximum number of the customers that can join the waiting list of the spaces item

• 
  Withdraw waiting if the item is not allotted in – The administrator can specify the number of days to close the waiting list against the spaces item if it’s not allotted in those many days

Adding sub-items to the spaces item

The user can add sub-items to the main spaces item and select the asset from the pre-populated list as shown in the screenshot.

If the asset is not selected or present in the list, then on clicking the Save button, the user will be prompted with the Asset creation page.

A new asset will be created and assigned to the sub-item automatically once the admin fills the necessary details. The new asset will have same name as that of the sub-type.

How to configure the spaces plugin in a form?

Just like any other plugin, it is quick and easy to set up a spaces plugin item in a dynamic form.

• Go to Administration -> Forms Builder -> Add item
• Item type -> Plugin, select ‘Spaces’ from the plugin list

• Go to Advanced section and select type and sub-type from the pre-populated list of available spaces created by the user under MCS platform.
• Enter the button text for the plugin.
• Save the changes and publish the form.

Once the plugin is configured; the customer needs to navigate to the plugin page via service request flow. 

The user will be presented with the following screen with details of the spaces item.

• Accept any spaces item – If the customer is comfortable with any available option within that spaces item, they need to select ‘Yes’.
• The customer can choose a date within which if they don’t get the requested allotment then their application will be revoked.

• If the user wants to go for specific spaces selection, then choose ‘No’.
• The user will be presented with all the sub-items of the main space item.
• The self-explanatory coloured text against the item indicates the availability of the items.
• The details of the spaces application made by the customer will then be submitted.

Managing the spaces applications

The Spaces tab is where the user can view and manage all the spaces applications.

The user can view all the entries by applications or spaces view.

The user can also add a new space item from the Spaces view.

Click on the edit icon to view and edit the details of that spaces item. The items can be filtered based on vacant, processing and allotted.

On the view by applications screen, the user can use the filter options to search for specific spaces entries.

The user can click on the waitlist to process the applications as required.

The applicants receive email notifications on applying for spaces, confirmation, and any updates as per the configuration.