Archibus SaaS / Space
Space / Space Inventory
Space / Occupancy
Accessing and Updating the Space Inventory Data with the Archibus Mobile Apps
Once a space inventory is developed, sites will want to access the space inventory and floor plan drawings when not connected to the company network. For example, when meeting with real estate brokers, attending off-site meetings, or meeting off-site with vendors, your staff will want to access the valuable space and occupancy data that has been developed.
With the Archibus Space Book mobile app and Space & Occupancy Survey mobile app facilities staff will have quick and easy access to key building data and floor plan drawings from their mobile devices. The mobile apps also have features for conducting paperless field surveys of current conditions at the site so that you can keep your space inventory current.
The following is a summary of the users who might benefit from the Archibus space mobile apps:
| Role | Feature | Benefit |
|---|---|---|
| Space Planner |
Review space survey results from field auditors before posting to inventory. In the field, review department allocation plans with department managers. Keep a transaction history of changes, who made them, and when. |
Immediately view changed allocation plan. Reduce financial audit risks by improving accuracy of space chargebacks. Reduce business interruption due to space crunches or errors in move planning. Improve efficiency by better allocation of space to department needs. |
| Facilities Manager |
Review floor plans to verify that certain spaces are appropriate for their space use and employee standard. Find vacancies for new hires. |
Improve appropriate utilization of existing spaces and speed onboarding of new employees. |
| Facility Engineer |
Quickly find rooms with reported issues. Have building contact information right at hand. |
Speed resolution of issues and, at need, escalations the appropriate building contact. |
| Move Manager |
Review vacancies and space allocations in the field prior to moves. Review status after a move to see if "post-move shifting" is needed. |
Reduce problems and conflicts on move day by verifying information in the field. |
| Life-Safety Engineer |
Review egress plans to verify exit routes and distances. Review hazmat plans to ensure that information for first-responders is accurate in case of an emergency or fire |
Improve compliance to life-safety policies and reduce risk to staff and organization. |
| Lease Broker | Review highlighted plans showing existing leases, dispositions, expiration dates, and unassigned suites. | Reduce vacancy rate by anticipating renewals and finding unassigned or incorrectly assigned suites. |
| Field Auditor |
In the field, compare real-world room assignments to the electronic space inventory. In the field, compare the real-world occupancy conditions to the electronic occupancy inventory (Space & Occupancy Survey mobile app only) Use the smart phone to electronically record discrepancies. |
Improve effectiveness of communications, compliance to policy, and timeliness of feedback. |
With the exception of the field auditor performing space surveys, the above users will find that they can use either space mobile app to access space data and floor plans in the field. However, the mobile apps do differ in the type of space surveys they support.
- can be used with either a transaction-based space inventory (workspace transactions) or a non-transaction inventory/ (The Space module supports only the non-transaction method.)
- support accessing and updating occupancy data.
- do not support survey projects.
- require the mobile user to update the electronic inventory with survey changes; managers cannot first review the data.
- are designed for a non-transaction inventory (The Space module supports only this method.)
- do not access and update occupancy data.
- support survey projects.
- allow the site to control whether the mobile user automatically update the electronic inventory with survey changes, or if managers first review the survey data in Web Central and then update the official electronic inventory.
For information on which mobile app's survey features are best for your site, see Space Surveys and Mobile Apps (Concept)