Table of Contents
Summary
Allocations define how a space is assigned or attributed over time — for example, which department occupies it, which cost centre it belongs to, or what cleaning level it is assigned to. Unlike a simple label, allocations are time-dependent: every allocation has a start date, and the system maintains a full history of how a space / subspace was allocated in the past.
Navigate to Settings → Allocation Types to configure your allocation structure before assigning values to spaces.
Key Concepts
Allocation Classes, Types and Allocation Values
Allocations are organised in three levels:
Level | What it is | Who controls it |
|---|---|---|
Allocation Class | A fixed, built-in list that the system uses to drive reporting and application behaviour. | Spacewell — cannot be changed. |
Allocation Type | A category or dimension you want to track — for example, Departments, Cost Centres, or Cleaning Level. | Your administrator — fully configurable. |
Allocation Value | The individual values within an Allocation Type — for example, 'Finance', 'HR', or 'Level A'. | Your administrator — fully configurable. |
Each Allocation Type has its own list of values. When you assign an allocation to a space, you select a value from the relevant type.
note21367edapanel_c1Note: Every Allocation Type includes a built-in value called Undefined. This is the default value assigned to a space when no allocation has been set. It cannot be deleted, but its name and colour can be changed.
Note: Every Allocation Type includes a built-in value called Undefined. This is the default value assigned to a space when no allocation has been set. It cannot be deleted, but its name and colour can be changed.
Allocation Classes
The following Allocation Classes are built into the application and cannot be changed:
NOAllocation Class | Typical use | |
|---|---|---|
1 | Cleaning | Cleaning levels or programs |
2 | Comfort level | Expected / targeted levels of wellbeing |
3 | Cost centers | Financial processing, cross charging of space usage |
4 | Departments | Organizational units like teams, divisions, departments, business units etc |
5 | Energy | Labelling related to energy efficiency or consumption |
6 | Fire safety | Safety zones, labels and regulations |
7 | Flooring | Types of floor covering |
8 | Maintenance | Space-related maintenance and compliance regulations |
9 | Organizations | Companies, tenants or large business units |
10 | People | Personnel names or functions/roles |
11 | Quality level | Accommodation levels and ratings |
Allocation Types
Navigate to Settings → Allocation Types to view and manage your allocation types.
Creating an Allocation Type
- Click Actions → Add and complete the following fields:
Field | Description |
|---|---|
Name | A descriptive name for the allocation type — for example, 'Departments' or 'Cost Centres'. |
Description | An optional description of what this allocation type represents. |
Allocation class | The system class this type belongs to. You can select any class — more than one Allocation Type can share the same class. For example, you could create both "Business Divisions" and "Teams" under the class "Departments". |
Status | Set to Active by default. Inactive types are hidden from allocation workflows. |
Note:
Maximum of 10 active Allocation Types A tenant can have at most 10 active Allocation Types in total, regardless of class. This limit exists to keep the Allocations panel usable, since each active Allocation Type appears as its own tab. If you try to create an 11th active Allocation Type, the system will show an error and block the save.
Note:
Maximum of 10 active Allocation Types A tenant can have at most 10 active Allocation Types in total, regardless of class. This limit exists to keep the Allocations panel usable, since each active Allocation Type appears as its own tab. If you try to create an 11th active Allocation Type, the system will show an error and block the save.
Adding Allocation Values
Once an Allocation Type is created, click on it to open its values list and add the values users will select from when allocating spaces.
Each allocation value has the following fields:
Field | Description |
|---|---|
Name | The display name of the value — for example, 'Finance' or 'Level A'. |
Code | A short reference code for the value. Must be unique if provided. |
Color | A colour used to visually identify this value in the UI and on floor plans. |
Status | Active values are available for selection. Inactive values are hidden but retained for historical reporting. |
Bulk Importing Allocation Values
You can import large quantities of allocation values from spreadsheets rather than creating records one by one.
How to Bulk Import
- Open the Allocation Type where you want to import values.
- Click Actions → Download Template to get the latest Excel template.
- Always download a fresh template before each import to ensure you are working with the most up-to-date format.
- Fill in the template with your data, following the instructions provided within the file.
- Click Actions → Import and select your completed Excel file to begin the upload.
Importing Allocation Values via API
Complementary to manually importing Allocation Values, your organization can also develop automatic data integrations that will provide a continuous feed of up-to-date Allocation Values.
For example, providing up-to-date lists of Persons, Cost Centers, Departments etc.
The Space Management application contains built-in, ready to use API methods for creating, editing and archiving Allocation Values.
Assigning Allocation Values to Spaces / Subspaces
Once your Allocation Types and Values are configured, you can assign them to individual Spaces / Subspaces. The process is exactly the same for Spaces and Subspaces – you can freely decide on which level you manage allocations. However, both are independent. An allocation to a Space does not propagate to its Subspaces and vice versa.
- Navigate to the Space/Subspace record in Space Explorer.
- In the properties panel, expand the Allocations section.
- Click the edit icon to open the Allocations panel.
- Each Allocation Type appears as a separate tab. Select the tab for the type you want to assign.
- Click + Add to assign a new allocation value.
- Complete the following fields and click Submit:
Field | Description |
|---|---|
Value | Select the allocation value from the dropdown. |
Distribution | A percentage. By default, Distribution = 100% when there is only 1 value (= single allocation value). In case of multiple allocation values, you can add/remove rows by using the “+” and “delete” buttons. For each row, you can specify a value and percentage. The total percentage of all rows is always 100% |
From | The start date from which this allocation is valid. Must be today's date or a date in the past. |
Comments | An optional note about this allocation. |
Note: The Until date is set automatically when a new allocation is added. Adding a new value for the same type will close the previous allocation's period and start a new one.
Note: The Until date is set automatically when a new allocation is added. Adding a new value for the same type will close the previous allocation's period and start a new one.
Managing Allocations using a Layout
Most space managers prefer using a Layout as graphical context when managing Allocations.
After opening a floor layout in “Explore” mode, you can consult the current Allocations of a Space/Subspace:
- Click on a Space/Subspace on the floor plan canvas.
- In the properties panel, expand the Allocations section to see the current values
To add/edit the Allocations of a Space/Subspace:
- Click on a Space/Subspace on the floor plan canvas.
- In the properties panel, consult the Allocations section.
- Click the edit icon to open the Allocations panel.
- Each Allocation Type appears as a separate tab. Select the tab for the type you want to assign.
- Click + Add to assign a new allocation value.
- Complete the following fields and click Submit
Note: The Until date is set automatically when a new allocation is added. Adding a new value for the same type will close the previous allocation's period and start a new one.
Note: The Until date is set automatically when a new allocation is added. Adding a new value for the same type will close the previous allocation's period and start a new one.
Allocation History
Every change to allocations is recorded. Within the Allocations panel, a History section shows all previous allocation values along with their From and Until dates. This gives you a complete audit trail of how a space/subspace has been used over time.
Things to keep in mind
- Allocation Types must be configured in Settings before they can be assigned to spaces / subspaces.
- Each space / subspace always has a value for every active Allocation Type. If no value has been assigned, it defaults to Undefined.
- The Start date of any allocation must be today's date or a past date — future-dated allocations are not supported.
- Deactivating an Allocation Value removes it from future selections but preserves its history on existing spaces.