Home / Spaces & SignUp Staff Login / Spaces Help

Spaces Help

Print

Receiving a Room Request

When you get a meeting room request from a customer, you will need to check availability via Spaces. 

Here’s what you need to do:

  1. Log into Spaces.  This should be the same login as you are using for Signup or your Library Login
  2. Select Reserve Space on the left side of the page
  3. Select Location – gray bar at the top of the page – then click on the box next to Select All.  This will de-select all locations.  Scroll down the list until you find your location and check the box next to the location.  Select Search – green button on upper right side of the page
  4. This search should result in a list of all meeting rooms at your location.
  5. There are two ways to search for a date.  You may click on the displayed date.  This will produce a drop-down window in a calendar view.  Or you may click on the word “date”.  This will list one week at a time giving the option to select one date to view available rooms.
  6. You may select a specific time for the event using the slide bar.  Click on the word Time and then use the green tabs to select the desired time of the event.
  7. Once you have selected the date and time, click on the search button.  This will then display all rooms available using these parameters.
  8. If a space is unavailable, it will be indicated with a red bar.  Available space is indicated with a green bar.
  9. Existing programs and events can be viewed by hovering over the colored bar.  Library programs will be indicated with a blue bar, MLS Internal events will have a yellow bar. 
  10. Once you have determined that the requested space is available for the customer, you may quote availability and rate and let the customer know that we will forward a contract via email.

Login Permissions:

Library Login – (Library name – password: Library). 

  • May view reservations
  • Book study rooms with auto approval
  • Make reservations for additional rooms for approval.

Reserve Login – (Reserve – password: Reserve). 

  • Study rooms are reserved with auto approval.
  • Make reservations for additional rooms for approval.
  • Add payment (at view function). Cannot edit or cancel

Reports Login – (Reports – password: Reports).  

  • View and print reports from Run Reports function.

Creating an Organization

To make a reservation in Spaces, you must first determine if the organization has already been created. 

  1. On the gray bar at the left side of the page, choose Find Organizer, then select Find Organization.
  2. Enter the name of the organization and search.
  3. If the organization has already been created, the name will appear in the lower half of the page.
  4. If the organization has not yet been created, select Add Organization.
  5. Enter the complete name of the organization, address, telephone number and email address.
  6. Select the appropriate Organization Type:
    • Category 1 = MLS Programs & Events
    • Category 2 = Exempt Organization (Library Policy)
    • Category 3 = Study Rooms by individuals/groups
    • Category 4 = Education Tenant
    • Category 5a = Certified 501(c)3 Organizations
    • Category 5b = Business or private individuals/groups
    • If the category “No Organization” is selected, fees will be charged at full rate.

      NOTE:  It is very important that the correct type is attached to the organization as this determines the fees charged.

  1. Once the organization has been created, the reservation can be entered.  On the left side of the page, select Reserve Space, select your location and search.
  2. You may select a specific room or search all rooms at your location
  3. Select the appropriate reservation date and time
  4. Once the desired space has been determined, select Pick Me
  5. The next page will reveal a series of stipulation questions. Answer these questions completely.  Use upper and lowercase, do not use N/A or None as an answer. Use standard setup descriptions such as Audience, Classroom, Conference, U-shape, Hollow Square. (The answers to these questions will help when using the set-up report).
  6. Once all of the stipulation questions have been answered, click Continue.
  7. At the bottom of the second page you will find Payment Summary.  The hourly rate shown here should reflect any discount connected to the Organization Type indicated for the reservation, i.e. 501c3 Certified Organization receive 50% discount off regular hourly rate.
  8. Add Staff Adjustment is used to add additional discounts such as 25% discount for reservations of 4 hours or more.  Note the purpose of the adjustment in the text box and then enter the rate adjustment ($0.00) and Update. 
  9. Submit Reservation.                                    

Running Reports

Use the Report feature to run the Room Setup Report daily.  This report has already been created for you.

Here’s what you need to do:

  1. Select Run Reports on the tool bar at the left side of the page
  2. Select the Room Setup Report  located in the box labeled Run Saved Report
  3. Click on the edit button
  4. You may now select the desired date and location you wish to view
  5. Once you have selected the date and location, click on Run Report
  6. You will see the date, space name, patron name, organization, start and end time of the event and a column labeled Custom Answer.  This column contains the answers to the stipulation questions we use to create the reservation.   The answers correspond as follows:
    • Have you read the room rental policy and do you agree?    (true)
    • Is your organization 501c3 certified?  (Yes or No)
    • Describe your audio visual requirements:  (this will often say N/A )
    • Will you charge for the event?  (Yes or No)
    • How many guests do you expect?  (number)
    • Describe your room setup requirements:  (set up style and/or equipment requested)
    • Describe your food & beverage requirements:  (this will often say N/A)
  7. You may print this report by selecting Print.  *Best Practice:  Set print preferences, finishing, Landscape, apply* 
  8. The Room Setup Report should be used by staff for preparing meeting rooms for events.  This is the information the customer has provided and is in their contract.

Processing Payments

You may process meeting room payments via the new POS.  You may verify the amount due by searching for the record in Spaces.

Here’s what you need to do:

  1. Select Reservation List on the toolbar at the left side of the page.
  2. Using the drop-down boxes at the top of the page, select the desired date, location and status (pending, approved) and search
  3. List of all events for the selected date will appear. 
  4. Click on View to see the reservation details.  Scroll down to the bottom of the page and click Continue.  This will take you to a second page that contains the Payment Summary. 
  5. Select Add Payment. Use the dropdown box to select either partial payment or paid, method of payment (cash, check, credit). Enter amount paid. Save Payment.
  6. Using the POS, record the customer’s payment.

Note:  Meeting room payments can be taken at any library location. When taking payment for an event held at another location, be sure to enter the payment into Spaces as well as POS.

Site Feedback