What is the BrainSpacewell Automation?
The Workplace Brain Spacewell Automation enables you to define conditions (for example "IF temperature is higher than 25°C") and actions (for example: "Send an e-mail to John Doe") which you can link together. If a condition is met, an action is triggered.
The Brain Spacewell Automation does not have a user interface. This means you cannot login to a Workplace touch point and start creating conditions and actions. For now, only a fixed set of rules scenarios is available (you find that list below). Reach out to your Spacewell Account Manager to have a Brain Rule an Automation scenario implemented.

If you are a creative person and want to create rules scenarios which are in the same trend as the rules belowones described here, but which are not exactly the same: we also have a solution for you. Please use the template below and send send in a product request via your Spacewell Account Manager.

Scenario description

• Automatically sends a message to cancel in case no occupancy has been detected during the first X minutes after the start of the reservation. 

  • It’s also possible to define a buffer period (Z minutes) prior to reservation start: if presence is detected during this grace period, the brain rule Automation will not be executed

• Sends a message to the meeting organizer containing a deep-link. When clicked, the meeting will not be cancelled, independently on the detection of presence.

• The system will auto-cancel the meeting Y minutes after the message has been send (and in case no occupancy has been detected in the meanwhile).

Scenario exceptions

• If no phone number/e-mail address is available, the rule scenario will not be executed.

• If no presence signal (of any kind) has been received for 24 hours, the rule scenario will not be executed.

• Multi-day booking feature is not compatible with this brain ruleAutomation . Therefore multi-day reservations are filtered out and not taken into account for this brain ruleAutomation.

Components

• Buffer Time (grace period) before message is triggered Z

  • Default = 0 minutes (defined in milliseconds)

• Time before message is triggered X

  • Default = 15 minutes (*)

• Time after the message has been send and canceling the reservation Y

  • Default = 15 10 minutes

• Message type

  • Options = Mail or SMS

  • Default = e-mail

• Message subject for e-mail

  • Default = “Your reservation is about to be cancelled"

• Message text

  • Default = “We noticed your booked space (<NAME>) is empty. We’ll cancel it in 10 minutes. If you’re running late, click this link and we’ll keep it alive: <deep link>”

• Locations

  • Options = All locations (where presence is measured) or a selection of locations (for example only meeting rooms)

Requirements

• Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain Automation exclusively) are needed. Ideally, set up a system account which can perform the required operations.

• In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

• The phone number and/or the e-mail address of the reservation responsible needs to be configured

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor

    are

    • is in scope for this

    Brain rule request

Scenario description

• Automatically ends (= changes the meeting end-time) a meeting in case no occupancy has been detected in a meeting room for X minutes.

  • The no occupancy timer starts running as soon as no occupancy is detected, it doesn't necessarily starts counting at the start of a reservation.

• Sends a message to the meeting organizer containing a deep-link. When clicked/confirmed not to touch the reservation, the meeting will not be shortened, independently on the detection of presence. 

• The system will auto-end/shorten (not cancel!) the meeting Y minutes after the message has been send (and in case no occupancy has been detected in the meanwhile).

Scenario exceptions

• If no phone number/e-mail address is available, the rule scenario will not be executed.

• If no presence signal (of any kind) has been received for 24 hours, the rule scenario will not be executed.

• Multi-day booking feature is not compatible with this brain ruleAutomation. Therefore multi-day reservations are filtered out and not taken into account for this brain ruleAutomation.

• Due to the integration method of Bosch Parking Sensor into Workplace: this brain rule Automation is not compatible in combination with Bosch Parking sensor

Components

• Time before rule scenario becomes active

  • Default = 15 minutes (*)

• Time before message is triggered

  • Default = 15 minutes (**)

• Message type

  • Options = Mail or SMS

  • Default = e-mail

• Message subject for e-mail

  • Default = “Your reservation is about to be stopped"

• Message text

  • Default = “We noticed your booked space (<NAME>) is empty. We’ll end your reservation in 10 minutes. Click this link to keep it alive: <deep link>”

• Time between sending a message and ending the reservation

  • Default = 10 minutes

• Rooms

  • Options = All rooms or a selection of rooms (only rooms where presence is measured)

Requirements

• Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain Automation exclusively) are needed. Ideally, set up a system account which can perform the required operations.

• In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

• The phone number and/or the e-mail address of the reservation responsible needs to be configured

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking in of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request

    • based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this

    Brain rule

    • Automation request

Additional comments

(*) When used in combination with the auto-cancel rulescenario, you want the auto-end rule scenario only to kick-in after a while. For example: when in the first 15 minutes no presence was detected, you want the meeting to be cancelled. If no presence is detected afterwards, you want the meeting to be made shorter automatically.

(**) When occupancy is measured using Tracknet Browan PIR sensors, the "time before the message is triggered" cannot be lower than 15 minutes. Since Tracknet Browan PIR sensors only send a new "occupied" signal anywhere between every 8 - 12 minutes, every value lower than 15 minutes would trigger faulty messages to be distributed. When measuring occupancy using Pointgrab sensors, the "time before the message is triggered" can be as low as 1 minute.

The Workplace Team requires the ID of each room to link the Brain Rule Automation (and Floor ID if rooms are on different floors). This allows you to detail if there is a difference in "reaction time" ("after X minutes") for eg meeting rooms and workplaces.

Possible customizations of this

scenario while staying within setting up a standard

scenario (per tenant per

Automation)

• Time X before message is triggered: The timer starts counting as soon as no-occupancy is detected (see additional comments for minimal time per sensor type)

• Message type: e-mail or SMS

• Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected

• Message text: you can deliver an alternative text, as long as the standard tags are respected (<NAME> and <deep link>)

• Time between sending a message and ending the reservation

• Location scope

• Additional confirmation by clicking a button instead of just confirming by clicking the deep-link (see description in above chapter "How does it work")

Scenario description

• When occupancy was measured on a meeting room or workplace that has been set to inactive status, a social breach is detected a message will be sent to a dedicated group of user(s)

• The message is sent after detection

• This message is sent every X minutes per location to avoid too much notifications to be triggered for the same event

  • Default: 1 hour

Scenario exceptions

• If no phone number/e-mail address is available, the rule scenario will not be executed.

Components

• Message type

  • Mail or SMS

  • Default = e-mail

• Message subject for e-mail: "Occupancy detected ${location.name}"

• Message text

  • Default: "We have detected occupancy in ${room/workplace name} of ${building name} building while this location should not be used"

• Phone or email addresses of the receivers

• Location scope

  • Only locations where occupancy is monitored

  • Options: all locations in scope or a selection of locations in scope

Requirements

• Occupancy is measured for locations out of use/set to Disabled status

• In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available.

• The phone number and/or the e-mail address of the reservation responsible needs to be configured

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request

    • based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this

    Brain rule

    • Automation request

Additional comments

When occupancy is measured using Tracknet Browan PIR sensors, the "time before the message is triggered" could be 15 minutes. Since Tracknet Browan PIR sensors only send a new "occupied" signal anywhere between every 8 - 12 minutes, every value lower than 15 minutes would trigger faulty messages to be distributed. When measuring occupancy using headcount sensors, the "time before the message is triggered" will be 1 minute.

The Workplace Team requires the ID of each location to link the Brain Rule Automation (and Floor ID if locations are on different floors). This allows you to detail if there is a difference in "notifications to be triggered for the same event in time" ("message is sent every X minutes per location") for eg meeting rooms and workplaces.

Possible customization of this

scenario while staying within setting up a standard

scenario (per tenant per

Automation)

• Duration “X” for repeated messages

• Message type: e-mail or SMS

• Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected (${location.name})

• Message text: you can deliver an alternative text, as long as the standard tags are respected (${room/workplace name} and ${building name})

• Location scope

Scenario description

• When the utilization threshold is exceeded, and a social breach is detected, a message will be sent to a dedicated (group of) user(s)

• The message is sent after detection

• This message is sent every X minutes per location to avoid too much notifications to be triggered for the same event

  • Default: 1 hour

Scenario exceptions

• If no phone number/e-mail address is available, the rule scenario will not be executed.

Components

• Message type

  • Mail or SMS

  • Default = mail

• Message subject: Capacity limit exceeded <room/workplace name>

• Message text

  • Default: “We have detected <headcount for room or workplace> in <room/workplace name> of <building name>, while the maximum utilization should not exceed <upper limit utilization threshold for room or 1 in case of workplace >”

• Phone or email addresses of the receivers

• Location scope

  • Only locations where headcount is monitored can be in scope

  • Options: all (headcount) rooms in scope or a selection of (headcount) rooms in scope

Requirements

• In Workplace back-end Studio: room capacity thresholds for utilization must be enabled

• In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/) with sufficient budget needs to be made available

• The phone number and/or the e-mail address of the reservation responsible needs to be configured

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request

    • based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this

    Brain rule

    • Automation request

Possible customization of this

scenario while staying within setting up a standard

scenario (per tenant per

Automation)

• Duration “X” for repeated messages

• Message type: e-mail or SMS

• Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected (<room/workplace name>)

• Message text: you can deliver an alternative text, as long as the standard tags are respected (<headcount for room or workplace>, <room/workplace name>, <building name> and <upper limit utilization threshold for room or 1 in case of workplace >)

• Location scope

Remember that Brain Rules Automation scenarios are not compatible with Exchange that have a room-centric approach, as reservations can only be changed/canceled in the system they are created in (e.g. either in Outlook or in Workplace). So a reservation created via Outlook, cannot be changed in any way in a Spacewell Workplace touchpoint (hence also not by the Brain RuleAutomation).

For more information see High level features, prerequisites and current limitations

Scenario description

• When the pulse count value for a location reaches the configured High threshold for that location

• A ticket is created in Workplace Management

• The Current Count value for that location is reset to zero (0)

Components

• Location scope

  • Only locations where pulse count is monitored

  • Options: all locations in scope or a selection of locations in scope

Requirements

• Configuration of thresholds and reset functionality

• Configuration of External App in Workplace Management

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor

    are

    • is in scope for this

    Brain rule request

This Brain Rule / Scenario Automation can be set up for Status lights

Scenario description

• For location Y, if no occupancy is detected, light is green*

• When occupancy is detected, Status Light with device ID X will turn red

  • it will stay red as long as occupancy is detected + 15minutes*

Components

• Location scope

  • locations where occupancy is monitored can be in scope

  • Options: all rooms/workplaces in scope or a selection of rooms/workplaces in scope

• Status Lights scope

→ fill in the excel template based on a Basic Export from Studio Devices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario /brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule an Automation and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this

scenario: NA

This Brain Rule / Scenario Automation can be set up for Status lights

Scenario description

• For location Y, depending on Reservation made and Occupancy detected, following outcomes might be possible:

  • no reservation = Status Light with device ID X will turn green*

  • no reservation, but occupied = Status Light with device ID X will be blinking green

    • it will continue to blink as long as occupancy is detected + 15minutes*

  • reservation = Status Light with device ID X will turn red

    • it will stay red as long as occupancy is detected + 15minutes*

  • reservation, but not occupied = Status Light with device ID X will turn orange

Scenario exceptions

• Multi-day booking feature is not compatible with this brain ruleAutomation. Therefore multi-day reservations are filtered out and not taken into account for this brain ruleAutomation.

Components

• Location scope

  • locations where occupancy is monitored can be in scope

  • locations where reservations can be made can be in scope

  • Options: all rooms/workplaces in scope or a selection of rooms/workplaces in scope

• Status Lights scope

→ fill in the excel template based on a Basic Export from Studio Devices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario /brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule an Automation and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this

scenario: NA

This Brain Rule / Scenario Automation scenario can be set up for Status lights

Scenario description

• For location Y, depending on CO2 value detected:

  • if value = "excellent" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings*

  • If value = "fair" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings*

  • If value = "bad" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings*

Components

• Location scope

  • locations where CO2 is monitored can be in scope

• Status Lights scope

→ fill in the excel template based on a Basic Export from Studio DeviDevicesDevices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario /brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule an Automation and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this

scenario: NA

* Status light changes that are steered by a brain rule an Automation might take time to visualize on the devices. Latency up to 15min might be experienced.

Scenario description

• Send a message to the meeting organizer X minutes before the start of a meeting

• The meeting organizer has the option to confirm or cancel the meeting

• The system automatically cancels the meeting in case no confirmation has been received for location during the first X minutes after the start of the reservation (grace period Y).

Scenario exceptions

• If no phone number/e-mail address is available, the rule Automation will not be executed.

Components

• Timings:

  • Confirmation period X

    • Default = 15 minutes (*)

    • The message will be sent at the start of the confirmation period (hence x minutes before the planned start time of the reservation).

    • The message can be send max 24h prior to reservation start

  • Grace period Y: 10 minutes (*)

    • The meeting will be cancelled x minutes after the planned start time of the reservation, in case no “keep” trigger has been received via mail or SMS.

• Message type

  • Options = Mail or SMS

  • Default = e-mail

• Message subject for e-mail

  • Default = “Please confirm upcoming meeting, otherwise reservation will be cancelled"

• Message text

  • Default: “Your reservation at <ROOM NAME> will start in <CONFIRMATION PERIOD> minutes. Confirm your reservation to keep it alive: <DEEP LINK>. If you don’t confirm, we’ll cancel your booking <GRACE PERIOD> minutes after the planned start time. To cancel your booking immediately, click this link: <DEEP LINK>.”

• Locations

  • Options = All locations or a selection of locations (eg only meeting rooms)

• Label for deep-link

  • Default for confirmation: confirm

Requirements

• Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain Automation exclusively) are needed. Ideally, set up a system account which can perform the required operations.

• In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

• The phone number and/or the e-mail address of the reservation responsible needs to be configured

• Location Scope (choose a specific location set (= static list) or apply the rule scenario to all the locations categorized as Room/Workplace/Parking of the same category in the same building /or on the same floor (dynamic)):

  • static: provide a list of all the locations (based on Spacewell location ID) to which this rule scenario should apply by using following template.

    View file
    name Workplace Brain Rule Automation Request.xlsx

  • dynamic:

    • based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request

    • based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this

    Brain rule

    • Automation request

Additional comments

Spacewell Meeting Room Displays (MRD) have a stand-alone grace period functionality. If this is used in combination with the described brain ruleAutomation, it will cause a conflict. If the user clicks on “confirm” in the email or SMS, they still need to “confirm” on the display too. If this is unwanted behavior, the grace period for the display can be disabled.

Possible customization of this

scenario while staying within setting up a standard

scenario (per tenant per

Automation)

• Timing confirmation period (max 24h prior to reservation start)

• Timing grace period

• Message type: e-mail or SMS

• Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected

• Message text: you can deliver an alternative text, as long as the standard tags are respected (<ROOM NAME>, <CONFIRMATION PERIOD>, <DEEP LINK>, <GRACE PERIOD> and <DEEP LINK>)

• Location scope

• Additional confirmation by clicking a button instead of just confirming by clicking the deep-link (see description in above chapter "How does it work")

Verify which Brain Rules Automations are set up for your tenant through Brain Rules Automation visualization