Overview
SmartSpaceHub is a management platform for coworking and flexible office space operators. The admin interface lets you manage your locations, spaces, tenants, and bookings from a single web application.
The sidebar on the left provides navigation between the main sections. The active section is highlighted. Your account menu is accessible via the person icon in the top-right corner of the screen.
Signing In and Out
Signing in
Navigate to the root URL of your SmartSpaceHub installation. If you are not already signed in, the login form will be displayed.
Enter your Email and Password, then click Sign in.
Access to the admin interface requires an account with one of the following roles: admin, manager, or superuser. Accounts with other roles (such as standard members) will be rejected at login.
Signing out
Click the person icon in the top-right corner of any page to open the account menu. Select Sign out. You will be redirected back to the login screen.
Dashboard
The dashboard is the home screen after signing in, and is also accessible by clicking Dashboard in the sidebar.
Summary cards
At the top of the dashboard are four summary cards:
| Card | Description |
|---|---|
| Locations | Total number of locations. Clicking navigates to Locations. |
| Available Spaces | Total spaces across all locations. Clicking navigates to Spaces. |
| Active Bookings | Number of currently active bookings. Clicking navigates to Bookings. |
| Pending Requests | Bookings awaiting approval. |
Locations table
A quick-reference table listing all locations with their address and space count.
Recent Activity
A chronological feed of recent events across the system — new bookings, cancellations, and administrative actions.
Links
A quick link to the Reports section.
Locations
Navigate to Locations in the sidebar.
The summary cards at the top show the total number of locations, total spaces, and average occupancy across all locations.
The All Locations table shows each location with its address, space count, occupancy rate (shown as a percentage with a colour-coded progress bar), status badge, and monthly revenue figure.
Click a location name to open the Location Detail view.
Location Detail
The detail view shows two cards side by side:
- Location Details — address, contact phone and email, operating hours, and the manager's name.
- Amenities — the facilities available at this location (Wi-Fi, parking, kitchen, etc.).
Below these, a Spaces at this Location table lists every space, with its type, capacity, rate, current status, and current tenant if occupied.
The Edit Location button (top right) opens the location editor. The Deactivate button marks the location as inactive.
Spaces
Navigate to Spaces in the sidebar.
The summary cards show headline counts for the space inventory.
The All Spaces table is populated from the database and lists every space across all locations:
| Column | Description |
|---|---|
| Space | The space name. Click to open the Space Detail view. |
| Location | The location this space belongs to. |
| Type | Space type (e.g. Private Office, Meeting Room, Hot Desk). |
| Capacity | Maximum number of occupants. |
| Rate | The primary rate — monthly if set, otherwise daily, otherwise hourly. |
The filter bar above the table (search box, location filter, type filter) is available for future use.
Space Detail
The detail view shows two cards side by side:
- Space Details — location (linked), type, capacity, floor and room reference, size, status badge, and rates (monthly and daily).
- Current Tenant — the tenant occupying the space (if any), their contact name, lease dates, and booking reference. Also shows the space's amenities.
Below, a Booking History table shows all past and current bookings for this space.
The Edit Space button opens the space editor. The Mark Unavailable button takes the space out of service.
Tenants
Navigate to Tenants in the sidebar.
The summary card shows the total number of tenants in the system. The All Tenants table is populated from the database and lists each tenant with their name (linked), email address, and phone number.
Click a tenant name to open the Tenant Detail view.
Tenant Detail
The detail view shows two cards side by side:
- Tenant Details — full name, status badge, company name, member-since date, email, phone, preferred location, and billing address.
- Account Summary — total spend, number of active bookings, total bookings all time, number of cancellations, and outstanding balance.
Below, a Booking History table lists all bookings made by this tenant, with reference numbers (linked to the booking detail), space, location, dates, amount, and status.
The New Booking button (top right of the booking history card) creates a booking for this tenant. The Edit Tenant and Deactivate buttons are at the top of the page.
Bookings
The Bookings section is reached by clicking the Active Bookings card on the Dashboard.
The summary cards show: active bookings, pending requests, total bookings this month, and cancellations.
The All Bookings table lists every booking with its reference, tenant/guest name, space, location, date or period, amount, and status badge:
| Status | Meaning |
|---|---|
| Confirmed | Booking is active and paid. |
| Pending | Booking is awaiting approval or payment. |
| Cancelled | Booking has been cancelled. |
Click a booking reference to open the Booking Detail view. The filter bar allows filtering by name, reference, space, location, status, and space type.
Booking Detail
The detail view shows two cards side by side:
- Booking Details — reference, status badge, space (linked), space type, date, time, amount, payment status, and created/modified timestamps.
- Tenant Information — tenant name (linked to the tenant detail), company, email, phone, and member-since date. Below this, an Activity Log shows the history of status changes and payment events for this booking.
Three action buttons are available at the top:
| Button | Action |
|---|---|
| Edit Booking | Opens the booking edit form. |
| Approve | Approves a pending booking. |
| Cancel Booking | Cancels the booking. |
Editing a Booking
The edit form allows changing: tenant, status, location, space, start and end dates, start and end times, amount, payment status, and internal notes. Click Save Changes to apply, or Cancel to return to the booking detail without saving.
Reports
Navigate to Reports in the sidebar.
Use the filter bar at the top to select a date range (current month, last month, last 3 months, last 6 months, current year, or custom range) and to filter by location.
The summary cards show total revenue, number of bookings, occupancy rate, and average booking value for the selected period.
Three report cards display:
- Revenue by Location — revenue contribution from each location with a proportional bar.
- Bookings by Space Type — breakdown of booking volume by space type (Hot Desks, Meeting Rooms, Co-working, Private Offices).
- Occupancy by Location — occupancy percentage for each location with colour-coded bars.
Below these, two further tables show Top Tenants by Revenue and Monthly Trends (revenue and booking counts for the past several months).
Use the Export CSV or Print buttons at the top right to export report data.
Settings
Navigate to Settings in the sidebar. Settings are organised into four sections.
General
Configure the organisation name, admin contact email, default currency, and timezone.
Booking Rules
Set system-wide defaults for bookings:
| Setting | Default |
|---|---|
| Minimum Booking Duration | 1 hour |
| Maximum Advance Booking | 3 months |
| Cancellation Notice Period | 24 hours |
| Late Cancellation Fee | 50% |
Notifications
Toggle email notifications on or off:
- Booking confirmation emails to tenants
- Cancellation notification emails
- Daily summary email to admin
- New tenant registration alerts
- Low occupancy alerts (below 40%)
- Weekly revenue report email
- Maintenance reminder notifications
Operating Hours (Default)
Set the default opening and closing times applied to new locations. Individual locations can override these defaults. Options include weekday opening and closing, Saturday opening and closing, and toggles for Sunday and bank holiday opening.
Click Save Settings to apply changes, or Reset to Defaults to restore all settings to their original values.