Space Manager

Overview of Space Manager

The Space Manager app enables facility managers to configure integrated devices such as Cisco Catalyst, Cisco Meraki, Cisco Webex, and Cisco IoT devices and sensors in your workspace to provide access to real-time occupancy data like meeting room capacity and availability.

Figure 1. Space Manager

This app also displays environment and occupancy-related telemetry, including ambient temperature, humidity, CO2 levels, air quality, noise, people count, and presence status on 3D digital maps for the meeting room, floor, or building.

  • In the Devices section, you can view the configured devices and their telemetry details on digital maps

    Devices are displayed on the map when they have rich-map placement or valid coordinate/geolocation data available for the selected location.

  • In the Manage Rooms section, you can view the count of configured meeting rooms and their details such as number of associated devices. You can also add or remove devices from the selected meeting rooms.

  • In the Manage Desks section, you can select workstations to add bookable hot desks to your Cisco Spaces employee experience applications and optionally assign IoT or Collaboration Devices to show live occupancy status. The Manage Desks option is displayed only for locations or accounts where desk support is enabled. If desk support is not enabled, the app redirects to the Overview page.

  • In the User Management section, you can view a listing of all Space Manager users and their assigned roles. You also have the option to invite users to a specific campus, Meraki Org, building or network.

The Space Manager app is tied to these license types:

  • ACT (displayed in UI as Advantage)

  • UNLIMITED

  • PREMIER_W

  • PREMIER_CW

Figure 2. Space Manager App

Manage Devices

Procedure

Step 1

In Cisco Spaces, choose Dashboard > Space Manager.

The Space Manager window is displayed.

Step 2

In the left pane, click Devices.

Step 3

From the filter options drop-down list, choose the building and floor.

Step 4

View these device details:

  • Total Devices

  • Webex

  • Catalyst

  • BLE

  • Meraki

  • Wired

Note

 

Devices that do not have rich-map placement or usable coordinates may not appear in the Devices map or normalized device list.
Figure 3. Devices

Manage Rooms

In the Space Manager app, you can view information about various rooms in a building or floor in the Manage Rooms page.

If you select a room, you can add Capacity and Tags metadata to the room details to provide additional information. These changes are intended to help you manage rooms more efficiently

Procedure

Step 1

In Cisco Spaces, choose Dashboard > Space Manager.

The Space Manager window is displayed.

Step 2

In the left pane, click Manage Rooms.

Figure 4. Manage Rooms

Step 3

In the Manage Rooms page, a table listing of configured rooms is displayed.

You can view configuration information about these parameters:

  • Webex Workspace

  • Occupancy Sensor

  • Calendar

  • Sensors

Use the Search field to search for meeting rooms.

Step 4

From the filter options drop-down list, choose the building and floor.

Step 5

To filter the records, click from any one of these drop-down lists:

  • By Sensor: Choose the required sensor filter options.

  • By Webex: Choose the required filter options.

  • By Calendar: Choose the required filter options.

Step 6

Click Export if you want to export the room details in a CSV format.

Step 7

Perform these if required:

  • Click Edit icon to edit any of these parameters.

  • Click the three dots to view these options: Add IoT Sensors, Connect Webex Workspace, and Disconnect Webex Workspace.

    • Click Add IoT Sensors to add sensor devices. For more information, refer to Add IoT Sensor(s).

    • Click Connect Webex Workspace to connect Webex workspaces. Only Webex devices that are compatible with Cisco Spaces are mapped to this space from Webex workspaces. You can add or remove Webex devices from the Webex Control Hub.

    • Click Disconnect Webex Workspace to disconnect Webex workspaces.

  • Click the Settings icon to reset or filter the display options. For more information, refer to Table Settings.

Step 8

Click the room to view the summary of the room metadata from digital maps, added sensors and other relavant information.

The left pane displays these options:

  • Room Details

  • Webex

  • IoT Sensor

  • Calendar

  • Occupancy

Note

 

If you make changes in a room details section and navigate away without saving, the app prompts you before discarding the changes.

Figure 5. Room details

Step 9

In the Room Details section, for the room you select, you can:

  1. In the Capacity field, enter the people capacity. The Capacity field supports values from 0 through 99999.

  2. Click Tags field to view the list of available tags.

  3. Check the required tag check box.

  4. Click Save.

    Note

     

    Users with write permission can add, change, or clear tags.
Figure 6. Room details

Step 10

In the IoT Sensor section, click Add IoT Sensor(s) to associate IoT sensor devices to the selected room.

Figure 7. IoT Sensor

Step 11

In the Calendar section, from the Select Calendar drop-down list, select and link a calendar to read calendar events.

Search the list of resources to read the calendar using Microsoft 365 or Google Calendar. When you link to a room with a Webex Workspace, Webex Hybrid Calendar events are overridden.

The room list can display calendar provider values for Google, Webex, Outlook, and Microsoft. In the Calendar detail section, you can search and link Google or Microsoft calendar resources.

Figure 8. Calendar

Step 12

In the Occupancy section, update the primary device for occupancy status.

Figure 9. Occupancy Device

  1. From the Occupancy Device drop-down list, select the device.

  2. Choose the Occupancy Type. The options are:

    • Presence + People Count

    • People Count

    • Presence

    Note

     

    The available Occupancy Type options depend on the selected device. Webex devices can support Presence + People Count, People Count, and Presence. Portal Beam devices support People Count. Presence-capable sensor families support Presence. Unsupported device families, such as Meraki sensors and Cisco Room Navigator Webex devices, are not shown as occupancy-device options.

    Figure 10. Occupancy Device with Occupancy Type

  1. Click Save.

Step 13

Click Save to save the updates.

Add IoT Sensor(s)

The Add IoT Sensor(s) page enables administrators to associate available IoT sensor devices with a selected room. This page displays all the devices available in your workspace vicinity.

Procedure

Step 1

In the Add IoT Sensor(s) page, check the check box next to the required device tile.

Figure 11. Add IoT Sensor(s)

Step 2

For the selected device, click the down arrow to view these details.

  • Location

  • Sensor Type

  • MAC Address

Step 3

At the top of the left panel, you can use these filter options to refine the list of available devices.

  1. Use the Search field to find a device by name or identifier.

  2. From the Device Type drop-down list, choose the category to filter devices. The options are:

    • Wired

    • Wireless

    • BLE

    • Meraki

    • Presence

  3. From the Sensors drop-down list, choose any required sensor-related devices option to refine the display.

    The options are:

    • Humidity

    • AQI

    • Weather

    • Temperature

    • CO2

    • Presence

Step 4

Configure the floor map for the location.

Step 5

Click Save.

Table Settings

Table settings allow you to personalize the appearance and layout of the table by adjusting row density, selecting which columns to display, and arranging the order of columns.

To access Table settings, click the Settings icon in the Manage Rooms window.

Figure 12. Table settings

In the Table settings slide-in window, you can perform these actions.

Change Table Density

Under Table density area, select how compact or spacious the rows in your table appear. The options are:

  • Condensed: Displays more rows with tight spacing.

  • Compact: Offers balanced spacing.

  • Comfy: Adds more padding for easier reading.

  • Spacious: Provides the most spacing for maximum readability.

Show or Hide Columns

In Column settings, use checkboxes to control column visibility:

  • Check a check box to show a column.

  • Uncheck a check box to hide a column.

Available options include:

  • Webex Workspace

  • Capacity

  • Webex

  • IoT Sensors

  • Occupancy Sensor

  • Calendar


Note

The Room column is mandatory and cannot be hidden.

The table column include these options: Room, Webex Workspace, Capacity, Webex, IoT Sensors, Occupancy Sensor, Calendar, Sensors Type, and Settings. Among these, the Room and Settings columns are locked and cannot be modified. The Capacity, Webex, and IoT Sensors columns are hidden by default, so they do not appear initially in the table view but can be made visible if needed.

Reorder Columns

Within Column settings, drag columns using the drag handle (grip icon) to change their order. After applying changes, the table updates to reflect the new column arrangement.

Save or Discard Changes

At the bottom of the settings panel, you can click:

  • Apply: To save changes and update the table.

  • Cancel: To close the panel without saving.

  • Reset to default: To restore default settings for density, columns, and column order.

Manage Desks

Use this task to efficiently manage desks within your workspace environment. You can add new desks, search for existing desks, and remove desks as needed to keep your workspace configuration up to date.

This task is useful for workspace administrators who need to keep track of desk inventory or adjust desk assignments in response to organizational changes.

Follow these steps to add, search for, and remove desks using the Manage Desks page.

Procedure

Step 1

In Cisco Spaces, choose Dashboard > Space Manager.

The Space Manager window is displayed.

Step 2

In the left pane, click Manage Desks.

Figure 13. Manage Desks

Step 3

In the Manage Desks page, a table listing of configured desks is displayed.

Use the Search field to search for configured desks.

Step 4

From the filter options drop-down list, choose the building and floor.

Step 5

View these desk details:

  • Desks

  • Device

Step 6

Click Add Hot Desk(s) to add desks.

Step 7

Click Actions to perform these:

  1. Click Add PIR Sensor to configure the floor map for the location and add devices.

  2. Click Remove Hot Desk to delete a desk from the configuration.

Note

 

The Actions menu also include Add Webex, Remove Device, and Remove PIR Sensor(s) options, depending on the desk configuration.

Add Hot Desk

Use this task to add new hot desks to your organization’s workspace management system, enabling employees to reserve and use flexible seating as needed.

Adding hot desks ensures that employees can find and reserve available desks quickly, especially in dynamic or hybrid workplaces.

Procedure

Step 1

In Cisco Spaces, choose Dashboard > Space Manager.

The Space Manager window is displayed.

Step 2

In the left pane, click Manage Desks.

Step 3

Click Add Hot Desk(s) to add desks.

Figure 14. Manage Desks

Step 4

From the filter options drop-down list, choose the building and floor.

Step 5

Check the required workspaces check boxes. The map displays the hot desks as per your selection.

Step 6

Click Add Hot Desks.

In the Add Hot Desk flow, you can use Select All to select available workspaces. Existing hot desks are highlighted when the available desk list is loaded.

Manage Users

Procedure

Step 1

In Cisco Spaces, choose Dashboard > Space Manager.

The Space Manager window is displayed.

Step 2

In the left navigation pane, click User Management.

The User Management window is displayed.

Figure 15. User Management

Step 3

In the User Management window, click the Users tab.

Step 4

To invite other Cisco Spaces users to use the Space Manager app, click Invite User.

Step 5

Specify these parameters.

  1. Enter the user's email address associated with their Cisco Spaces account.

  2. Choose the role depending on the user's access privilege. You can choose between Read Write User (full access) or Read Only User (read-only access).

    Note

     

    To view user roles available in Space Manager, in the User Management window, click the Roles tab.

    • Role depending on the user's access privilege. You can choose between Read Write User (full access) or Read Only User (read-only access).

    • Location from the Location Hierarchy available in Cisco Spaces. Click Choose Locations to view all locations.

Step 6

Click Send Invitation.

Step 7

To delete an existing user, in the Users table, select the desired user(s) and click Delete.

The Users table is displayed listing available users and their assigned roles.