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Register / Edit Spots
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Contents
This page introduces how to set up spots on Acall.
What is a spot?
You can register any work space such as a seat, a meeting room, or a your house, a cafe office room outside of the office as a [spot] on Acall.
By checking in to [Spot], the situation of "who" is working "where" is shared with the team via Acall.
■Example: managing seats and meeting rooms in multiple locations
Kobe Office
∟2F
∟Meeting Room A
∟RA-01 (seats)
∟RA-02 (seats)
∟RA-03 (seats)
∟RA-04 (seats)
∟Meeting Room B
∟Office Area
∟A-01 (seats)
∟A-02 (seats)
∟A-03 (seats)
Tokyo Office
∟…
■Example: managing only seats in one location
2F
∟A-01 (seats)
∟A-02 (seats)
∟…
ATTENTION
Spots guarantees the operation guarantee with up to fourth levels. Please set within fourth levels.
Screen of Spots
Spot list
Click [Spots] on the side menu of Acall Portal and find a list of spots you have created.
You can create, edit, and delete spots, and change the hierarchy of spots.
| Icons | Description |
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If you turn ON, you can change the hierarchical structure with drag & drop. |
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Refresh the screen to see the latest information. |
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Create a spot on the first level |
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Open floor map edit screen. |
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Open spot edit screen. |
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Create a spot under the spot. |
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Indicates a spot that workers can check in with Acall Desktop. |
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Indicates a spot that workers can check in by scanning the QR code on the seat with Acall Mobile. |
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Indicates a spot that workers can check in with Acall Portal. |
Spot Creation Screen
There are [SPOT INFORMATION] tab and [SPOT PERMISSIONS SETTINGS] tab on the spot creation screen.
SPOT INFORMATION Tab
You can set basic information about the spots on the [SPOT INFORMATION] tab.
| Items | Description |
| Name | A spot’s Name |
| Parent spot |
It displays its parent spot’s name. Available only when you create a new spot in a second level～spot in a fourth level. |
| Category |
Category of the spots |
| Authenticators |
Set the check-in method. (Multiple settings are available) Acall Desktop: Workers can check in on Acall Desktop. Acall Portal: Workers can check in on Acall Portal. |
| Simultaneous Use Setting |
Set whether to allows to reserve and check in at the same time or not. ON: Multiple workers can reserve and check in at the same time. * The table below shows examples of settings for instant use and the number of people who can make reservations. |
| Capacity |
Limit the number of people who can reserve/use the spot at the same time. * If the number of capacity is set to 1, multiple spots can be selected (Shift + Click ) when making reservations from the floor map. * The table below shows examples of settings for instant use and the number of people who can make reservations. |
| Instant Setting |
Set whether to disable reservations in advance and enables only immediate use via check-in or not. ON: Disables advance reservations and enables only immediate use via ACALL mobile and iPad. |
| Open 24 hours |
Set whether to restrict the reservation time and check-in time or not. |
|
Auto Cancel Setting |
Set the time to have the reservation automatically cancelled if the spot has not been checked in after the start time of the reservation. Auto cancellation can be turned ON or OFF, and the time can be specified between 1 minute and 120 minutes. |
|
Limit Reservable Time Period |
Specify how many days in the future workers to be able to create reservations. You can specify whether the restriction is ON or OFF, and the time period from 1 day to 1000 days. ※ This restriction does not apply to administrators. |
|
Sensor |
Assigns the sensor to a spot. |
| Description |
Enter a spot description. |
| Image |
You can register images for a spot. Recommended image size is approximately 788px x 320px |
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Cancel for creating and editing a spot. |
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Create a spot. |
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Delete a spot. |
*Examples of settings for Simultaneous Use Settings and Spot Capacity
| Simultaneous Use Settings | Spot Capacity | Possible Reservations（Examples） | Example of Use |
| OFF | １ |
Reservation1 (1 worker) |
Seat for one person |
| OFF |
４ |
Reservation1 (4 workers) | Meeting room with a capacity of 4 people |
| OFF |
0 |
Reservation1 (50 workers) | Meeting rooms with no limit |
| ON | ６ |
Reservation1 (2 workers) Reservation2 (3 workers) Reservation3 (1 worker) |
Free space with a capacity of 6 people |
| ON | 0 |
Reservation1 (2 workers) Reservation2 (3 workers) … |
Free space with no limit |
SPOT PERMISSIONS SETTING TAB
You can set spot permissions on the [SPOT PERMISSIONS SETTING] tab.
| Items | Description |
| Inherit permission settings from parent spot |
Inherits privileges of parent spot Permission settings inherited are displayed as shown below.
|
| Manager |
A list of workers/groups/companies will be displayed by spot permission settings. Please refer to [Set Spot Permission] for the difference by the settings. ・worker
・Group
・Company
|
| User | |
| Spot manage | |
| Read Only | |
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A description of the permissions will be displayed. |
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Add the spot permissions. Please refer to [Set Spot Permission] for the details. |
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Change permission settings. |
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Delete permission settings. |
Floor map editor
To edit a floor map, click on the 
icon at the beginning of the spot name.
This is an edit screen for the floor map.
| Buttons | Description |
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Reload the screen. |
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Display the entire map. |
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Show/hide the spots’ labels. |
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Adjusts all the selected spots to the height of the first spot selected. |
|
|
Align all the currently selected spots with the row of the first spot selected. |
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Create a spot (a room) on the floor map. |
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Create a spot (a seat) on the floor map. |
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Open the editing screen for the selected spot. |
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Update a floor image. |
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Save. |
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Change the selected spot to the unallocated state. |
Set up a spot to make it available
To make a spot available, the following settings must be made.
- Create a spot
- Create a floor map
- Allocate a spot on the floor map
This page explains how to set up a spot according to the following hierarchical structure spot settings.
Set the permissions of the spot to make available for all workers in the company.
Tokyo Office (check-in is not available)
∟2nd Floor (check-in is not available)
∟Meeting Room A (check-in is available)
∟Office Area (check-in is not available)
∟A-01 (check-in is available)
NOTE
If you do not need them delete spots registered by default.
1. Create a Spot
Create a spot（first level）
Create a first level spot, "Tokyo Office".
Tokyo Office (check-in is not available)
∟2F (check-in is not available)
∟Meeting Room A (check-in is available)
∟Office Area (check-in is not available)
∟A-01 (check-in is available)
Click Spots on the side menu of Acall Portal, and click [Create Spot] on the three dots in the upper right corner of the screen.
Fill in information of "Tokyo Office" in the first level on the [SPOT INFORMATION] tab.
Create "Tokyo Office" as a spot which check-in is not available.
Create a spot with "Authenticators" left blank to create a spot which check-in is not available.
Next, open the "SPOT PERMISSIONS SETTINGS" tab.
By default, no permissions are set and the administrator only can view/use the spot.
You can find the way how to set spot permissions to make available for all workers in the company below.
Setting spot permissions at this time is not mandatory.
Please set the spot permissions when general workers start to use the service.
Click [ + ] on the "User".
Search by company name and select.
Click [ADD].
The "User" permission setting has been added.
Click [CREATE].
"Tokyo Office" in the first level spot is created.
If it is not displayed, please refresh the screen.
In this page, we have set the permissions to make available for all workers in the company to use the spot. However, you can also set detailed permissions for each spot.
Please refer to [Spot Permissions]for details on spot permissions.
Create a spot (in second level～ in fourth level)
Create a second level spot, "2F".
Tokyo Office (check-in is not available)
∟2nd Floor (check-in is not available)
∟Meeting Room A (check-in is available)
∟Office Area (check-in is not available)
∟A-01 (check-in is available)
Create a spot under "Tokyo Office", the first level spot.
Click [ + ] on the right side of "Tokyo Office".
Enter the spot information for the second level "2F" in the "SPOT INFORMATION" tab.
Nest, open "SPOT PERMISSIONS SETTINGS".
Since the permission transfer is turned on for the second level spot and below and permissions settings inherit from parent spot, there is no need to set individual spot permissions settings.
Click [CREATE].
The second level spot "2F" will be created.
Follow the same procedure to create the third and fourth level spots.
Tokyo Office (check-in is not available)
∟2nd Floor (check-in is not available)
∟Meeting Room A (check-in is available)
∟Office Area (check-in is not available)
∟A-01 (check-in is available)
Create "Meeting Room A" and "A-01" as a spot which check-in is available.
Select "QR Code" as "check-in method" for spots which check-in is available.
Once you completed the creation of spots in the third and fourth levels, they will be displayed in a hierarchical structure as shown below.
2. Create a Floor Map
Create a floor map to allocate spots.
Create a floor map for a spot one level above for reserving and checking in.
In this case, we will create a floor map on the "2F" in the second level, to make the third level "Meeting Room A" and the fourth level "A-01" available to reserve and check in.
Tokyo Office (check-in is not available)
∟2nd Floor (check-in is not available) ★Create a floor map
∟Meeting Room A (check-in is available)
∟Office Area (check-in is not available)
∟A-01 (check-in is available)
Click the edit icon on the spot where you want to register a floor map.
Check the [Use as a floor] and click "[REGISTER].
Upload a floor map image by selecting a file or dragging and dropping.
After you uploaded the image, enter the actual height or width of the floor.
About floor map image,
・Recommended image size: 1/25 of the actual size
・Supported extensions: jpg/png only
A floor map has been created.
3. Allocate a Spot on a Floor Map
Allocate spots on the floor map you have created.
Unallocated spots are displayed on the right side of the floor map editor screen (floor map editor).
Click the Square/Chair icon on the left of the spot name to switch between room spots and seat spots. (Square: room spots, Chair: seat spots)
First, allocate a room, and then seats under the room.
After you allocated all the seats, use the Horizontal and Vertical tools on the left side of the screen to arrange the spots.
After allocating spots on the floor map, the floor, the number of room spots and seat spots will be displayed on the list screen of spots.
4. Print a QR code of the Spot
To check in a spot, you need to scan the QR code of the spot on Acall Mobile.
The administrator must print out the QR code of the spot and affix it to seats or meeting rooms in advance.
Click the [edit] icon of the spot you want to print out a QR code.
Scroll to the bottom of the edit spot screen and you will find a QR code.
Right-click on the QR code and click [Save Image As...].
Save the image with any name.
Print out the image and affix it to seats or meeting rooms.
Spot setup is complete.
You can reserve and check in the spots you have set up on Acall Portal or Acall Mobile.
Please be aware not to forget to set spot permissions for general workers to use.
Please refer to the following on how to use the spots.
FAQ for Spots
