Workspace Configuration

Your Semana workspace has just been created, all you need to do is to configure it in order to launch it within your teams. 

The configuration of a Semana space is based on two essential points: the configuration of your spaces and that of your collaborators, both of which can be found in the "Settings" menu of your space. 

To access the "Settings" menu, click on the ⚙️ icon in the menu on the left.

The following sections cover the various settings you can configure directly as an administrator to customize your Semana space.

Summary:

• 1. Collaborators configuration.
  • 1.1 Organization of the communities.
  • 1.2 Configuring collaborators via an import.
  • 1.3 Setting up collaborators manually.
• 2. Floors Configuration.
  • 2.1 Adding a Floor.
  • 2.2 Plan Configuration.
• 3. Workspace Configuration
  • 3.1 Status edition.
  • 3.2 Staff Reservations.
  • 3.3 E-mails and Notifications.
• 4. Integrations Configuration.

1. Collaborators configuration.

From the "Collaborators" tab, you can add and edit collaborators. There are two ways to add new collaborators:

• Make a mass addition, via importing a file in CSV format.
• Making individual additions manually, via the "Add" button.

If you are adding several collaborators, it is highly recommended that you import a collaborator, as this will take much less time.

Note: The communities must be created before the collaborators if you want to assign a collaborator to a given community when adding him/her. Moreover, if you choose to import collaborators, the name of your communities in your CSV file must be identical to the name of your communities created in Semana. 

 

1.1 Organization of the communities.

From the "Community" tab you can add and edit the list of communities in your workspace. 

To add new communities, just click on the "Add" button. You will then be taken to a window called "Edit a community". A community is defined by the following properties:

• Its name.
• Its abbreviation.
• Its parent community: You can link your community to another one, so this community will be the child of an existing community. For more information: 
• Its color. 

To edit a community, click on the pencil icon to change its name and color. 

To delete a community, click on the trash can icon on the right of the screen.

For more informations about floor editing, click on this article : Community Management

1.2 Configuring collaborators via an import.

You can export and import a spreadsheet with the complete list of collaborators by clicking on the buttons above the table of collaborators. The CSV file should have the following structure - five columns named: ("email", "name", "community", "role" and "status").

email	name	community	role	status
[e-mail]	First name Last name		collaborator/admin /manager	enabled / suspended

Note that for the role and the status, these must be filled in English so that the import can take place. 

To be sure to use the right format, you can first click on "Export" to get a blank reference file. In addition, a blank CSV file is attached to this article. 

1.3 Setting up collaborators manually.

To add collaborators individually, click on the "Add" button. This will take you to the "Edit Collaborators" window. In order to create a collaborator in Semana, we need the following information:

• Email
• Name (first and last name are treated as a single piece of information)
• Community: a collaborator must be assigned to an existing community in Semana (this information is optional). 
• The status (enabled or suspended)
• The role (admin, manager or collaborator).

To modify some collaborator information, you can click on the pencil icon ✎ to the right of the collaborator's line, to open the "Edit Collaborator" window and modify any of the above properties.

 

2. Floors Configuration.

In the "Floors" tab, you have the possibility to organize your offices, load the images used as floor plans and modify the data related to the offices. Floors are mainly organized in "Buildings". 

 

2.1 Adding a Floor.

To set up your floors, you must first create a building, and then you can create as many floors as you want in the same building. Each floor will have the following properties

• The Name
• The Capacity - a presence gauge that specifies the maximum number of reservations accepted on that floor. By default, this is the number of available offices, but you have the option to reduce this gauge if you do not want all the offices on a floor to be booked. 

Once you have added a floor, you can upload an image by clicking on the upload icon to the right of the floor line.

2.2 Plan Configuration.

By clicking on the plan icon, the last icon on the right of your screen, you will access the Plan Editor, where you can add your reservation spaces (zones and offices) to your plans. You will also be able to modify the different properties of your available offices and zones.

To add an office or zone, simply select the object of your choice from the column on the left side of your screen and drag it to the desired location.

To assign a community to a space, select the relevant desk(s) (or zone(s)). A window will open on the right side of your screen, allowing you to assign the selected desks to an existing community or to a collaborator by clicking on Assignment. An office can have multiple assignments, be it several communities, communities and sub-communities, communities and collaborators (in this case the collaborator will have priority over the community), or several collaborators. 

This window will allow you to perform several actions:

• Clicking on the first icon will duplicate the number of selected desktops. A duplicated desk keeps its assignments and status (activated or deactivated).
• The locker allows you to deactivate a desk, i.e. make it unavailable for booking. Once a desk is deactivated, it appears with a lock. To make it available again, simply click on this icon again.
• To delete a desk, simply select it and click on the trash can. 
• By selecting multiple desktops, you will have different alignment options to make your floors more visually pleasing.

For more informations about floor editing, click on this article : Floor Edition

3. Workspace Configuration

In this tab you can access three different options:

• Edit Status.
• Collaborator Reservations.
• E-mails and Notifications.

3.1 Status edition.

In addition to the default statuses in Semana (Office, Telework and Absence), you can add additional statuses. To do this, simply click on Create a new status.

When creating a new status, you will be able to choose an icon and a color representing it. Note that once a status is created, it can be modified or deactivated but cannot be deleted. 

 

3.2 Staff Reservations.

This is where you can manage until which date the reservation of offices in the future is possible. Collaborators cannot make reservations in the past, but they are allowed to make reservations for the current and the next week.

It is possible to increase this period up to 6 weeks in the future.

You also have the possibility to activate or deactivate the half-day reservation. 

3.3 E-mails and Notifications.

You have three types of transactional emails that can be automated to simplify the launch process and the engagement of your employees:

• An onboarding email.
• A reminder email. 
• An incomplete week email.

3.3.1 The onboarding email.

You can send onboarding emails to new employees. This email is an invitation containing the link to access Semana and instructions on how the application works. 

You can enable the "Send onboarding emails to new collaborators" option, so that all newly added employees receive the onboarding email.

This is a highly recommended option to avoid having employees in your workspace who have never logged in. 

In addition, you have the "Send to existing collaborators now" button that sends the onboarding email to all employees already in your Semana workspace. This is especially designed for the launch phase, when the account is ready and you plan to launch it with all your collaborators.

3.3.2 Weekly reminder email. 

You can activate an automatic reminder email that your collaborators will receive at the day and time you choose. This mail contains the reservations made by the collaborator for the coming week.

3.3.3 The weekly mail for an incomplete week.

This is an email that reminds employees who have not completed their weeks to do so. As with the reminder email, you can choose the day and time of sending. 

4. Integrations Configuration.

You have the ability to integrate Semana with your communication tools and HRIS. These integrations are designed to make life easier for Semana users and integrated platforms, so it is strongly recommended to activate them whenever possible.

As each integration has its own way of working, you will find a detailed article for each integration below. 

Google : Google Integration
Slack : Slack Integration
Lucca : Lucca Integration
BambooHR : BambooHR Integration
Eurecia : Eurecia Integration