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For details on the initialization wizard, see article: Initial configuration of the environment.

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It is possible that a client is already using Workplace Management, but is not yet using the Workplace Experience and our Workplace App for which the integration is setupintegration with the Workplace App, Go and any other touchpoints.

In which case users, buildings, areas and (if applicable) assets (equipment), catalog items (services) and cost centers will can already already be present in the environment.

• These will then need to be manually added to the External App*.
  This is explained in the Step “Configuration chapter 4 ‘Configuration of the external app“ later External App’ in this article.

• Also, Check check if the current building and area hierarchy is correct, the . The mandatory building and area hierarchy is described in the following Module activation article: Mandatory hierarchy for buildings and areas.

*An external app External App is used to linked link Workplace Management with other applications (in this case, Workplace Experience).

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Before starting the Workplace Experience integration

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module activation

Check if a trust relation has been set up

1. Press ‘Client settings’ on the administrator start Board;

2. ‘Authentication’ tab;

3. Scroll to the bottom of the page and press the ‘Trust relation’ tab;Go to ‘Client settings' → ‘Authentication’ tab → 'Trust relation’ include.

4. If no trust relation is available, contact Spacewell Support.

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Check if the access rules have been set up

1. Press ‘Client settings’ on the administrator start Board;

2. ‘Authentication’ tab;

3. Scroll to the bottom of the page and press the ‘Access rules’ tab;Go to ‘Client settings' → ‘Authentication’ tab → 'Access rules’ include.

4. The access rules should correspond exactly to what is shown in the screenshot below. If these look different:, please contact Spacewell Support.

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Check if the external app has been set up

1. Press ‘Client settings’ on the administrator start Board;

2. ‘External apps’ tab;

3. Scroll to the bottom of the page and press the ‘External apps’ tab;

4. An External app should of the category “Workplace Experience“ Go to ‘Client settings' → ‘Authentication’ tab → 'External Apps’ include.

5. An External App of the category 'Workplace Experience' should be visible. If this externall app External App is not visible; please , contact Spacewell Support.

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Via this step, the module activation for Workplace Experience integration: reservations Reservations is done. This is all described in detail here: Workplace Experience integration: Reservations module activation and information.

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After activating the module, the module setting ‘Use Workplace Experience’ is automatically set to ‘yes’ ‘Yes’ and a new Button bar buttonbar will become available on the start Board startboard of the administrator. On this button bar buttonbar several options are visible:

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4. Configuration of the External App

An external app External App is used to configure and monitor the connection to an external system. An external app External App can concern multiple objects (such as buildings, areas, system users, assets, catalog items and cost centers), and can define which objects are exposed to the external system.

The external app External App used for the Workplace Experience integration can be found via the Workplace Experience button bar buttonbar on the administrator startboard (or in an include via the client settings, authentication Client settings → Aiuthentication tab).

When configuring the External App, you actually determining what Workplace Management objects are becoce available in Workplace Experience.

Check cache configuration (only needed once)

The Cache cache configuration is used to periodically cache certain data for Workplace Experience. But this cache configuration needs to be enabled. If the cache configuration is not enabled, the data needs to be fetched every time a touch point does a request. This will result in performance issues.

1. Press the ‘External App’ button on the administrator start Boardstartboard

2. Open the external app External App configuration by pressing clicking on the reference

3. Cache configuration tab: check if the most recent cache configuration is enabled (Active = yesYes, (green light))

   1. if ‘active = no’ If ‘Active = No (red light)’ > open the cache configuration > press click 'Enable'

Manage what objects are exported to Workplace Experience

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1. Press the ‘External App’ button on the administrator start Boardstartboard

2. Open the external app External App configuration by pressing clicking on the reference

3. Building Buildings include: check if all buildings, that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) buildings.

4. Areas tab: check if all buildingsareas , that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) areas

5. If Services and Equipment (Assets assets and catalogitems catalog items in Workplace managementManagement) should be reservable via Workplace Experience, make sure to also add these to the external app External App via the designated includes as well.

6. If Cost cost centers should be set in (Service) reservations in Workplace Experience, make sure to add these to the external app External App via the designated include as well

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Via the module activation (see chapter 4) or via the module settings → 'Workplace Experience' tab, it is possible to indicate that (per type of object) any newly created object is added to the Workplace Experience external app External App by default:

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• Linking a regime is optional. If no regime is created are linked to any reservable objects, reservations can be made 24/7.

• Do not add a regime without availability. Make sure always at least one availability is added. See left screenshot.

• Wen When you want to use the option for ‘Multi-day booking’ bookings’ in the Workplace App you cannot have a regime. A regime will block multi day bookings. , make sure to not use regimes with availability during the day (e.g. 9:00AM - 5:00PM), because then multi-day bookings will not be possible

• It is optional to configure a deviating regime for a building or a specific area.

  • Note: when the tenant has buildings in countries that are in different timezones you MUST use regimes, because the regime allows you to set a timezone that differs from the timezone that you set in the client settings.

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7. Upload photos of areas/workplaces

Any time after the areas have been imported photo’s of the areas can be added. These photos are shown when making a room or workplace booking in Workplace Experience. To add a photo to a workplace, meeting room, parking, etc. follow these steps

• In the navigation Menu press ‘Buildings’ > buildings

• Now open a building

• Press the ‘Areas’ tab

• Open an area

• Now press the ‘…' behind the “Photo’ field to upload a photo OR drag- and drop the photo in this field

It is also possible to link one photo to multiple area/ workplaces (To avoid having to upload a general workplace photo a lot of times). Area photos can be uploaded via an easy overview, which can be found on the administrators startboard, Workplace Experience buttonbar. Via this overview, photos can be uploaded view instead of opening every area seperately and also photos can be linked to multiple reservable objects in one go. For example, 1 stock photo is used for all workplaces. The photo can be uploaded once and then linked to all other workplaces.

For more information on this, see: Workplace Experience dashboard: Area photo overview .

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You've now finished the integration on the Workplace management Management side. The next step is setup the integration on the Workplace Experience side (setting up Workplace Studio, device control, hardware, etc).
See that part of the knowledge base for more information: Workplace Experience.

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