Community Panel

The Community Panel is the building team's day-to-day operational workspace. This guide follows the current navigation and explains each visible module as a procedure rather than only listing its features.

Open the Community Panel

Navigation & building context

Select the working building

1. Sign in to the Community Panel.
2. Use the building selector in the header to choose the location you are operating.
3. Wait for the page data to reload before opening or changing a record.
4. Confirm the selected building again before processing a visitor, booking, card, extended-hours request, or client request.

Find a module

1. Use the left navigation to open Dashboard, Tickets, Community Desk, Cards, Clients, Extended Hours, or OD Leads.
2. Expand Bookings to open Day Pass, Day Pass Bookings, or Meeting Room Bookings.
3. Open Events, Printer Requests, or Notifications directly from the navigation.
4. Expand Inventory to retrieve Cabins, Meeting Rooms, or Common Areas.
5. Use the global search in the header when you know a client, ticket, booking, printer request, or event identifier.

Dashboard

The Dashboard is a read-only operational summary and requires report access.

1. Select the correct building in the header.
2. Open Dashboard.
3. Review the headline operational totals and the period shown on the page.
4. Review the booking, ticket, visitor, or revenue summaries returned for the selected building.
5. Follow any available card or table link to open the underlying module.
6. Select Refresh when you need to retrieve the latest dashboard values.
7. If a card is blank, confirm the building and date context before reporting missing data.

Tickets

Find and review a ticket

1. Open Tickets.
2. Use the available search and filters to narrow the ticket list.
3. Select the required ticket to open its detail page.
4. Review the requester, category, description, building/location, status, attachments, and other details supplied with the ticket.
5. Use the back action to return to the same ticket queue.

Create a ticket

1. Open Tickets and select Create Ticket.
2. Select or enter the requester information presented by the form.
3. Choose the applicable support category and location.
4. Enter a clear subject and complete problem description.
5. Attach supporting files when the form offers an attachment control.
6. Review the details and submit the ticket.
7. Open the created ticket from the list to confirm its initial status.

Update a ticket

1. Open the ticket and select the edit action available to your role.
2. Update the assignee, status, priority, notes, or resolution fields shown by the form.
3. Record enough information for the next operator to understand the work completed.
4. Save the ticket.
5. Reopen it from the list and confirm that the updated status and details are visible.

Community Desk

Community Desk is the reception workflow for expected visitors, host approval, arrival, check-in, and checkout.

Invite an expected visitor

1. Open Community Desk.
2. Select Invite Visitor. This action requires booking-create access.
3. Select the host or member the visitor is meeting.
4. Enter the visitor identity and contact details requested by the form.
5. Enter the visit date, time, purpose, and any additional visit information shown.
6. Review the host and building before submitting the invitation.
7. Return to Community Desk and locate the visitor under the applicable date and status.

Process an arriving visitor

1. Open Community Desk and choose the visit date.
2. Use the status filter or search to find the visitor.
3. Open the visitor detail drawer and confirm the visitor, host, company, and purpose.
4. If the visit is waiting for host approval, use the approval action available for that state.
5. When check-in becomes available, record the arrival/check-in information requested by the screen.
6. Confirm check-in and verify that the visitor moves to the checked-in state.
7. When the visitor leaves, reopen the visit and select the checkout action.
8. Add checkout notes if requested, confirm, and verify the checked-out state.

Do not bypass the state-specific action shown by the screen. Awaiting arrival, pending check-in, pending host approval, approved, checked in, and checked out records expose different actions.

Cards

The Cards module is for RFID stock and client-level assignment administration. It requires member-access management permission.

Review card inventory

1. Select the operating building.
2. Open Cards.
3. Search or filter the list using the card identifier or status offered by the page.
4. Confirm whether the card is available or already associated with a client.
5. Review the displayed assignment before using the card in another workflow.

Import RFID cards

1. Open Cards and choose the RFID inventory import action.
2. Prepare the file in the format required by the import screen.
3. Upload the file and review its validation feedback.
4. Correct rejected rows in the source file and upload it again when necessary.
5. Submit the valid import.
6. Return to Cards and search for a sample of the imported identifiers.

Import client-card assignments

1. From Cards, open the client-assignment import action.
2. Confirm that the target clients and cards already exist in the selected building.
3. Upload the assignment file in the format shown by the page.
4. Review validation results and resolve duplicates or invalid references.
5. Submit the valid assignments.
6. Search the Cards list and verify the client shown against each sampled card.

Member-level RFID assignment is a separate action in the Member Web workflow; do not describe a client assignment import as an invitation-time member assignment.

Clients

1. Select the required building.
2. Open Clients.
3. Search or scan the list for the client.
4. Open the client record.
5. Review only the client, contact, location, or account information returned to your role.
6. Use the related operational module—such as Cards, Bookings, Tickets, or Extended Hours—for work performed outside the client view.
7. If expected financial or contract information is missing, request the corresponding permission or use the Admin Panel; do not infer values from another client.

Extended Hours

Review a submitted request

1. Select the building and open Extended Hours.
2. Choose Pending, Approved, or Rejected to set the queue.
3. Locate the client request and review the service date, requested time, service lines, rounded hours, billing mode, total, and synchronization status shown.
4. For a pending request, select Review if your role has approval permission.
5. Review every service line and the calculated amount in the modal.
6. Approve or reject the request and enter the information required by that decision.
7. Confirm that the request moves to the correct status tab.

Record directly approved usage

1. Open Extended Hours and select Record usage if your role exposes the action.
2. Select the client and service date.
3. Enter the start and end time and choose the billable service lines presented by the form.
4. Review rounded hours, billing mode, tax, and total before submitting.
5. Save the usage and confirm that it appears in the approved queue.
6. If the synchronization status is failed and a retry action is offered, review the displayed error and retry only after the record itself is correct.

OD Leads

Review a lead

1. Open OD Leads.
2. Use the available search, status, building, purpose, or date controls to narrow the list.
3. Open or expand the lead record offered by the page.
4. Review its identity, contact, company, address, employee count, workspace purpose, and current status where those values are present.
5. Continue follow-up using the actions exposed for that lead and your role.

Create a lead manually

1. Open OD Leads and select Create Lead.
2. Enter the person's name and contact information.
3. Add company, address, and employee details where applicable.
4. Select the workspace purpose requested by the prospect.
5. Review the selected building and captured details.
6. Submit the lead and verify it in the OD Leads list.

The legacy On-Demand Users URL redirects to OD Leads. Account conversion, KYC approval, and notification side effects require backend verification.

Day Pass

Create or purchase day passes for a user

1. Expand Bookings and open Day Pass.
2. Select the supported existing or on-demand user type offered by the form.
3. Find or enter the user information requested by that selection.
4. Confirm the building and choose the number of passes or eligible bundle.
5. Review the subtotal, discount, GST, and final total shown by the page.
6. Select the payment method and enter any payment reference requested.
7. Add a discount only when authorized. A value above the configured cap follows the approval state shown by the form.
8. Review the complete order, then submit it.
9. Open Day Pass Bookings and confirm the created record and current status.

Day Pass Bookings

1. Expand Bookings and open Day Pass Bookings.
2. Select the building and use the available search, date, or status filters.
3. Locate the booking using the user, booking reference, or date shown in the list.
4. Open the record or available action to review pass quantity, use state, payment, and visitor/access context returned by the page.
5. Perform only the state-specific action offered to your role.
6. Refresh or return to the list and confirm the updated state.

Meeting Room Bookings

Check availability and create a booking

1. Expand Inventory, open Meeting Rooms, and choose the required room.
2. Open the room detail and select Book if your role has booking-create access.
3. Choose the booking date.
4. Select an available start time and duration within the room's displayed rules.
5. Select the client, member, or supported user requested by the form.
6. Enter attendee, visitor, and internal-note information where applicable.
7. Review the price, discount, GST, credits/payment choice, and total shown.
8. If a discount requires approval, submit it and wait for the resulting status; payment is not completed while discount approval is pending.
9. Otherwise, choose the payment method and complete the booking.
10. Open Meeting Room Bookings and verify the reservation.

Manage an existing meeting-room booking

1. Expand Bookings and open Meeting Room Bookings.
2. Use the list filters to locate the reservation.
3. Open the booking and review its room, date, time, user, amount, payment, and status.
4. Use only the actions exposed for the current state and permission, which may include payment, visitor, Matrix/WiFi access, or RFID-card operations.
5. Confirm the result in the booking list after completing the action.

Events

Create and publish an event

1. Open Events and select Create Event.
2. Enter the title, description, event date/time, and RSVP closing time.
3. Enter the location and capacity when applicable.
4. Add the event media and speaker information supported by the form.
5. Review all dates carefully, including the RSVP cutoff.
6. Select Save as draft when the event needs more work, or Create & publish when it is ready.
7. Return to Events and verify the event's displayed status.

Edit an event and review RSVPs

1. Find the event in Events.
2. Select Edit when event-update access is available.
3. Change the required details and save.
4. Open the event's RSVP view.
5. Review the registration list and totals shown by the page.

Printer Requests

1. Open Printer Requests.
2. Use the queue controls to retrieve the relevant request.
3. Open the request detail.
4. Review the requester, file/job information, quantity, instructions, and status returned by the page.
5. Use the available operational action for the current request state.
6. Return to the queue and confirm the updated status.

The current route is protected by report-read access. Charging, file delivery, and downstream printer execution require service/backend verification.

Notifications

1. Open Notifications.
2. Review the newest entries for the selected operational account and building context.
3. Open a notification when it provides a destination or related record.
4. Complete the required work in the destination module.
5. Return to Notifications and use any visible read-state control as needed.

The frontend confirms the notification list and navigation. Delivery channel, recipient selection, and backend trigger timing are not guaranteed by this guide.

Inventory — view only

Community users use Inventory only to retrieve and inspect workspace records. Creation, editing, bulk import, allocation, and inventory-status administration must be completed in the Admin Panel.

View cabins

1. Expand Inventory and open Cabins.
2. Confirm the selected building.
3. Use the available search or filters to find a cabin.
4. Open the cabin detail.
5. Review its identifier, floor, capacity, category, status, and other returned information.
6. Return to the list without changing the record.

View meeting rooms

1. Expand Inventory and open Meeting Rooms.
2. Find the room using the available list controls.
3. Open its detail to review capacity, availability, hours, pricing, amenities, and booking rules returned by the page.
4. If a booking is required and the Book action is available, continue through the Meeting Room Booking procedure; booking does not edit the inventory record.

View common areas

1. Expand Inventory and open Common Areas.
2. Find the required area for the selected building.
3. Open the detail page.
4. Review its name, type, floor/location, access association, and other returned information.
5. Request any correction through the Admin team rather than changing the record in Community.