Set up workplace categories and resources

Which places your employees can book is decided by you as the administrator – not in the Workplace module but in the system configuration. Two terms determine the structure:

Category – groups places that you want to assign or filter together (e.g. “Open-plan office Digitalstadt”, “EV parking spaces”).
Resource – an individual bookable place within a category: a specific desk, a room, a parking space. The resource is what your colleagues ultimately book.

What you set here appears in the three views and as a selection in the New booking dialog.

What a category does

The category bundles places that you want to assign or filter together. It has no booking mechanics of its own – it helps with sorting and filtering in the Workplace overview (the All filter drop-down) and with searching in the New booking dialog. The category also determines the colour of the booking stripes in the Employee overview.

Examples from a typical configuration:

Open-plan office Digitalstadt – ten equivalent desks, every employee may book.
Single offices floor 3 – four self-contained rooms with one place each, for focused work.
Coworking lounge – eight flexible places for external people and those present on a project basis.
Covered parking spaces – six spaces for cars.
EV parking spaces – two spaces with a charging point.

The four fields of a resource

A resource is an individual place within a category. For each resource you record four properties:

Capacity – how many people the resource accommodates. A desk has capacity 1, a single office likewise, a developer office with six workstations correspondingly 6. The capacity is the upper limit of the remaining capacity in the Workplace overview.
Availability – whether the resource is bookable at any time or only within certain time slots. You choose it as a keyword (default Full day); via the + you can add further time slots – so it is a fixed selection, not a free time picker.
Equipment – what defines the resource: whiteboard, height-adjustable desk, projector, coffee machine, charging point. You maintain it as feature keywords (add via the +). Filterable in the Workplace overview.
User group – which employees are allowed to book the resource at all. A resource that is not in an employee’s group does not appear for them in the New booking dialog in the first place.

System configuration with the list of workplace resources and the open Edit workplace resource dialog (category, name, availability, capacity, equipment, user group) — System configuration: creating a workplace resource with the four fields Capacity, Availability, Equipment and User group.

Where you create categories and resources

Creation and maintenance run through the system configuration. You find the access via the avatar menu at the top right:

Click the avatar at the top right.
Activate the “Administrator mode” toggle.
Click the “System configuration” button (in configuration mode, administrator mode is always active anyway).
In the category list, open the Calendar area. There you find the two tabs Workplace categories (create categories) and Workplace resources (create and maintain individual resources with their properties).

The Workplace resources list shows, per resource, the columns Name, Description, Category, Location, Capacity, Equipment, User group, as well as Active and Release when absent.

System configuration under Calendar, Workplace categories tab with the category cards Home office, Office Digitalstadt and EV parking, grouped by Workplace and Parking — System configuration: the Workplace area in the sidebar with the list of categories and their resources.

Without active Administrator mode you do not see the entry – the setup is an admin task, not an end-user function.

You create or edit an individual resource via the Edit workplace resource dialog. Besides the four core fields, it also contains Name, Image, Location, Description, an Active switch, Release when absent and the Time zone.

The user group decides who books

The user group per resource is the lever with which you control who sees a place at all. A resource that only the Development group may book is not selectable for any other group in the New booking dialog.

With the same mechanism you build coworking areas for external people, reserved rooms for a project team, or parking spaces that only certain people are entitled to. What user groups are called, who belongs to them and what rights they carry is governed by the topic Topic: Permissions.

Common questions & needs

You want to …	How to
Make a new desk bookable	In the system configuration, create a resource in the appropriate category, set capacity `1`.
Represent an office for six people	Create a resource with `Capacity` = 6 – the remaining capacity then counts down from 6.
Allow only certain employees	On the resource, set the `User group` to the authorised group.
Mark places with an EV charging point	Maintain the resource’s `Equipment` accordingly – it is filterable in the `Workplace overview`.
Filter parking spaces separately from offices	Put parking and workplaces in separate categories; the `All` filter drop-down then separates them.
Release a resource only in the afternoon	Set the resource’s `Availability` to the desired time slot.

Workplace – introduction Workplace Introduction
The three views Workplace Concept
Topic: Permissions Permissions