Create a space

Create a space with its name and warehouse setting, then add its address, capacity, dimensions, amenities, collection and photos.

People with the «Spaces» permission in edit mode. With view mode you can open spaces but not change them.

Before you can rent a room or say where your equipment is kept, Filmo needs a record for that place. You create it once, with a name and a few choices, and then fill in the rest on its page whenever you're ready.

Let's create the Garden Room, the event room Landmark Venues wants for the wedding dinner.

Create the space

Open the list In the sidebar, go to «Spaces» and click «Create space».
Name it In «Space name», type “Garden Room”. It can be up to 50 characters.
Decide if it's a warehouse starts on. The Garden Room doesn't store equipment, so turn it off. Leave it on for a place like your main warehouse, where you'll want aisles and shelves.
Choose a collection Optional. For example, “Event rooms”.
Leave the reference empty is optional: if you leave it empty, Filmo gives the space the first free three-digit number, such as 001.
Add a description and tags Both optional. You can create a tag by typing its name.
Create it Click «Create space». The space's page opens.

The «Create space» window over the spaces list. «Space name» holds “Riverside Loft”, «Warehouse space» is switched on, «Collection» shows «Select collection» and «Internal reference» shows 001 in grey. On the right, a tag search box with the account's tags. «Cancel» and «Create space» are at the bottom. — «Warehouse space» starts on: turn it off for a room that doesn't store equipment.

The Garden Room exists now. Along the way, Filmo set some defaults:

It's active, so it can go on orders.
Its is «Private». That only matters for the Campus app.
It has no price. To charge for it, see Set a space's rental price.
On orders it takes part in the discount, not in the insurance, and it asks for no deposit.

Complete the general information

On the space's «Summary», the «General information» card holds what identifies the space and where it is. Click «Show» to expand it, then «Edit», and «Save» when you're done.

Field	What to know
«Name»	Required and unique in your account, whatever the capitalization.
«Collection»	One collection from the spaces tree. «Configuration» opens the tree.
«Internal reference»	Required, unique and numbers only.
«Visibility»	«Public» or «Private». Only the Campus app uses it.
«Warehouse space»	Whether the space can be divided into internal locations.
«Description»	Free text.
«Building», «Address», «City», «Country»	The space's address. The postal code isn't edited here.

Warning: Choosing “No collection” and saving doesn't take the space out of its collection: it keeps the one it had. To change it, choose another collection.

Add a space's capacity, dimensions and amenities

Two more «Summary» cards describe the space as a place. None of it limits a booking or changes a price: it's information for whoever rents or manages the space.

«Physical specifications»: in people, floor (negative for a basement), width, length, height and area. If you leave the area empty and fill in the width and length, Filmo works it out and shows it as «Calculated area». Sizes appear in the unit system your account uses.
: two free-text lists. «Features» is for things like “WiFi” or “Parking”, and «Equipment and services» for things like “Projector” or “Mixing desk”. Click «Add» to add an entry. “WiFi” and “wifi” count as different entries.

Warning: Clearing a box and saving doesn't delete it: capacity, floor, dimensions and area keep their previous value. If you only fill in some of the dimensions, check them again after saving, because they may appear in the wrong boxes.

Some details have no form in the app: catering, house rules (smoking, pets, minors), additional guests, a contact person and the postal code. Ask to fill them in, for example “The Garden Room allows pets and works with outside caterers”.

Organize spaces with collections, tags and photos

Collections: spaces have their own tree, separate from items, staff and vehicles. You manage it in «Entity collections», on the «Spaces» tab; it works like the items tree described in Organize items with collections and tags.
Tags: the same account tags other records use, in the right column.
Custom fields: on the «Summary» and the «Relations» tab. «Relations» needs the custom fields add-on.
Images: as many as you like, in the right column. The first one is the thumbnail in the list and the space's photo in the Campus app.
Notes, files and tasks, also in the right column. They're deleted with the space.

What happens next

To rent the space, give it a price: Set a space's rental price.
If it's a warehouse, divide it into aisles and shelves: Organize a warehouse into aisles, shelves and levels.
On a Campus account, make it «Public» to show it to students: Space visibility in the Campus app.
The order's search box can take a moment to find a new or renamed space, even though the space is already saved.

Other ways to create a space

While adding stock to an item

When you add stock to an item and the place doesn't exist yet, you can create it from the same window. The same «Create space» dialog opens. See Add stock to an item.

From a spreadsheet

«⋯» → «Import» in the list creates spaces from a file. Imported spaces are always active and, if the insurance cell is empty, take part in the insurance. The items importer also creates, as a private warehouse, any space its file names that doesn't exist yet.

If you see an error

Message	What to do
Another space with that name already exists	Another space has the same name, even with different capitalization. Choose another name.
Another space with that internal reference already exists	Choose another reference, or leave it empty when you create the space.
The internal reference can only contain numbers	The reference has letters or hyphens, usually because it came from a file. Change it to a number before saving anything else in «General information».
Internal reference is mandatory	You deleted the reference while editing. Enter one.
Name required / Name is required	Enter a name.
Capacity must be a valid number (or another field)	Type only the number, with no letters or symbols.
Area cannot be negative (or another field)	Only the floor can be negative. Correct the value.
Invalid data — Please correct the errors before saving	Correct the fields marked in red.

Frequently asked questions

Still stuck? Contact support