Get More Room-Booking Power with Spaces

Posted by Susan M. Brackney

Getting More From Spaces

Whether you currently use Spaces to manage your library meeting rooms or you’re just curious about this room-booking tool, we wanted to show you how you can put your best foot forward with Spaces.

Using Images

Assuming you’ve staged your rooms carefully, you probably have some decent shots to share with the room-booking public. There are a few places where you can include these.


First, be sure to include a room thumbnail image. After entering in a specific date and time range, your patrons will see a list of your available meeting spaces. In addition to the names of rooms that can be reserved, they’ll see small images of the rooms, too.

By clicking on each thumbnail, the patron can see a larger image of your available space, along with a detailed description. Thumbnail images should measure no more than 138 pixels wide by 85 pixels tall. Larger images can measure 348 pixels wide x 240 pixels tall.


Room Layouts

When patrons click “See more” on a particular listing, they can reveal additional room layout images. “You can get creative with room layout images. These don’t have to be just static drawings or blueprint images. They can be extra photos, if you want to show extra things,” Todd Feece, Manager of Quality Assurance and Customer Support noted.

Have special equipment that comes with the room? You could include close-ups of different configuration options for your equipment in the room layout image area. For best results, room layout images should measure 122 pixels wide by at least 80-90 pixels tall. You can use up to five room layout images per room listing.

Branded Banners

You can also add branding to your room-booking landing page. Insert your library’s logo, a photo of the library or library staff, or some other design as a banner at the top of the page. Your image should be no larger than 940 pixels wide by 132 pixels tall.

“To add images, you can just put them on Flickr or a similar image-hosting site,” Todd said. To make that image your custom banner, please get in touch with support with the link to your image, and we can take care of it from there.

Room Policy Options

Spaces includes an optional “Room Policy” area which can appear in a sidebar to the left of your room listings. There you can include text about your room policies or use hyperlinks to room policy information elsewhere on your library’s website.

Hyperlinks are especially useful for multiple branch situations. Todd explained, “If we put in the text for each individual branch in a multi-branch system, it could be a mile long—and if you’re the ‘W’ branch, hardly anyone would see your room policy. So, in a multiple branch scenario, you could have a series of hyperlinks: for the Central Branch, click here, for this other branch, click here, and so on.”

Have a room reservation application that you require patrons to complete? You could also hyperlink to the application document itself, if it is hosted somewhere on your website.

Adding Stipulations and Restrictions

If you wish, you can also add stipulations to the room reservation process. “The challenge with multi-branch scenarios is they may each have their own individual policy. So, in that case, we get creative and we say, ‘I have read and understood my branch’s Room Policy.’ We can get very specific here, because we know what location a particular space is in. So, we can say, ‘I’ve read and agreed to Central Branch’s terms in the column to the left,’” Todd said.

“It’s very customizable to meet their policies. For some libraries, to even be able to request a space, a patron might have to have filled out a specific form. The library might require that this form be on file that shows that the patron agreed to the rules. In that case, you can add a stipulation question asking whether you have the patron’s application on file. If they pick ‘yes,’ you can look and see if they do have it on file. If they don’t have one on file with you, you deny their room reservation request. So, you still have that control,” he added.

You can also enable registration restrictions. For example, you might want to require at least 24 hour’s notice prior for a room reservation or you might not want patrons to be able to book a room more than, say, six months in advance. Spaces affords that flexibility.

Screen Shot 2014-11-04 at 7.52.40 AM‘Location’ and ‘Equipment’ Labels

In addition to the “Room Policy” area, you also have “Location” and “Equipment” boxes. Want to list more than just available equipment? “We can change the labels for you. ‘Equipment’ doesn’t have to be ‘equipment.’ You could rename it ‘resources,’ and it could include equipment, but it could also include people. Like a security guard or teen volunteers or whatever you want to say there,” Todd said.

“What’s cool about that is that, when I change it there, it changes in the patron interface and in the staff interface. It changes anywhere we use the word ‘equipment.’” In other words? The label change is global, so you’ll want to be sure all of the libraries in your system agree on a particular label name beforehand.

Want to make a few changes to your current Spaces configuration? Just contact Support to get going.

Not a current Spaces customer? You can tour our “model home” demo site to see Spaces in action.
You can also call our Sales team at 888.331.0032 or email Sales to schedule a personalized Spaces demo.

2 Responses to “Get More Room-Booking Power with Spaces”

  1. Carlie Hoffman

    Is there a way to prevent someone from requesting to book a space more than once a month?

    • Evanced Support

      Hi Carlie-
      Yes, the Help article numbered 604 will show you all the options we have for restrictions in Spaces. The Support Team will need to set those for you, just send them an email with your restrictions. Thanks for reading our newsletter!


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