The RX and OfficeSpace integration was added in v2022.4 - August
Using the OfficeSpace Integration, bookings created in OfficeSpace can now be displayed throughout the RX system.
Functions such as Book, Check-in and Check-out are synced between the two systems.
https://www.officespacesoftware.com/Pre-requisites
An OfficeSpace Admin Account
Resources created in both OfficeSpace and ResourceXpress.
OfficeSpace Integration is enabled for your ResourceXpress server.
For SaaS customers please contact helpdesk@qedas.com and request for this option to be enabled.
For On-Prem customers please expand the section below.
OfficeSpace Configuration
OfficeSpace API Key
For RX to communicate with OfficeSpace an API Key will be required.
Using an OfficeSpace admin account navigate to the OfficeSpace API settings.
This can be found by accessing https://<officespace-url>/admin
Replace <officespace-url> with the correct URL for your OfficeSpace system.
Select OfficeSpace API.
Under the Legacy API Keys heading click the button GENERATE API KEY (LEGACY).
You will be presented with a popup form.
This API Key will require Full Access, then enter a clear name in the Note section.
Click GENERATE NEW API KEY.
You will now see a new API key available in the list of available keys.
Copy the newly created key.
Store this key, it will be required in the RX Configuration section of this guide.
Service User Account
A user account will need to be created for ResourceXpress to view, create and modify bookings.
Using the menu button, found at the top right of the OfficeSpace admin dashboard select Insights Hub.
From the Insights Hub, select People Reports, then choose People Manager.
From the People Manager create a new user by selecting the Create New User icon.
You will be shown a Create New Record popup.
Fill in this form and click Save.
The only required field is First Name.
Once the account has been created you will need to copy the ID value for this user.
This can be copied from the user's table.
Store this ID, it will be required in the RX Configuration section of this guide.
If you are using Authentication in RX your user accounts will need to be linked using unique OfficeSpace ID numbers, it may be beneficial to take a copy/export of all your user details here.
RX Configuration
Connect RX to OfficeSpace
Navigate to your ResourceXpress Admin Console.
You can connect RX to OfficeSpace in 3 different locations.
System Settings - This is the default global configuration that all profiles can utilise.
Location-based Settings - This will be available only to resources assigned to the chosen location.
Resource Settings - This will apply only to a singular resource profile.
System Settings
Using the menu, select Administration Settings then System Settings, from here select the Resource Server tab.
Using the Booking System dropdown, choose OfficeSpace.
Enter the below URL into the Server Host Name field.
https://<officespace-url>/api/1
Replace <officespace-url> with the correct URL for your OfficeSpace system.
Under the OfficeSpace Integration header, enter the Legacy API Key and Service User ID which were created in the OfficeSpace Configuration section of this guide.
Click Save
Location-based Settings
Using the menu, select Administration Settings then System Settings, from here select the Locations tab.
Find the location with you want to configure and click the “Edit Location Settings” icon (
).
Select the Resource Server tab.
Using the Booking System dropdown, choose OfficeSpace.
Enter the below URL into the Server Host Name field.
https://<officespace-url>/api/1
Replace <officespace-url> with the correct URL for your OfficeSpace system.
Under the OfficeSpace Integration header, enter the Legacy API Key and Service User ID which were created in the OfficeSpace Configuration section of this guide.
Click Save.
Resource Profile Settings
Link RX Profiles with OfficeSpace
For each OfficeSpace resource that you want to link with RX, a matching Profile will need to exist in ResourceXpress.
For more information on creating resource profiles in RX please check out our guide here.
Create & Edit Resource Profiles
Similar to ResourceXpress, each OfficeSpace resource has a unique ID number.
We will use this ID number to link an RX Profile with the OfficeSpace Resource.
Finding the OfficeSpace ID
To find the OfficeSpace ID number navigate to the OfficeSpace Visual Directory.
This can be found by accessing https://<officespace-url>/visual-directory
Replace <officespace-url> with the correct URL for your OfficeSpace system.
From the Visual Directory, select the Resource that you need.
The ID number will be shown at the end of the URL in your browser.
In this example the OfficeSpace ID is 999.
Add OfficeSpace ID to RX
Once you have the OfficeSpace IDs navigate to your ResourceXpress Admin Console.
Using the top menu, select Administration Settings, then choose Resource List.
Find the correct Profile that you want to connect with this OfficeSpace Resource and click the “Edit Profile” icon ().
Enter the OfficeSpace ID number into the Resource Name field.
Scroll to the bottom of the page and click Save.
After the page has been saved, navigate to the Connection Properties tab.
Using the Booking System dropdown select OfficeSpace.
If you are using the Resource Profile Settings you will also need to configure the following settings
Select Yes for Specify Credentials.
Enter the below URL into the Host Name field.
https://<officespace-url>/api/1
Replace <officespace-url> with the correct URL for your OfficeSpace system.
Under the OfficeSpace Integration header, enter the Legacy API Key and Service User ID which were created in the OfficeSpace Configuration section of this guide.
Click Save.
Link user accounts
RX Unauthenticated
If you are using ResourceXpress without User Authentication then all actions with OfficeSpace will use the Service User Account. This includes Book, Check-in and Check-out.
You do not need to link user accounts, however, any bookings created in ResourceXpress will be displayed in OfficeSpace as being created by the Service User.
For bookings created in OfficeSpace, there are three possible ways that bookings will be shown in ResourceXpress. This depends on your User Settings.
With existing RX User Accounts
If an OfficeSpace user already has an account created in ResourceXpresss then any bookings created in OfficeSpace will be linked to the user RX account via their email address.
Without existing RX User Accounts
If an OfficeSpace user does not have a user account created in ResourceXpress then bookings will be displayed in one of two ways.
If you do NOT have “Auto Create User Records From Bookings” enabled then bookings created in OfficeSpace will appear in RX with the “booked by” value set to the user's email address excluding everything after and including the @ symbol.
If you DO have “Auto Create User Records From Bookings” enabled then bookings will be shown with the user's full name. A new user record will also be created in RX with this user's details populated as shown below.
RX Authenticated
If you are using Authentication in ResourceXpress then you will need to have user accounts in ResourceXpress.
If you do not already have user accounts created check out our guides on users.
Users
For bookings to be successfully created in OfficeSpace as the authenticated user they will need to have their OfficeSpace ID linked with their RX Account.
To get an OfficeSpace User ID please follow the steps for finding the Service User Account ID as detailed previously in this guide.
Once you have the required user IDs navigate to the Users page in ResourceXpress.
This can be accessed under the User Management navigation menu dropdown.
From here you can either use the Export & Import tools to update users in bulk or individually modify users by clicking the edit icon ().
Enter the appropriate OfficeSpace ID into the Client Employee ID field.