How to Perform an Effective Floorplan Space Survey in 4 Easy Steps

The purpose of the Space Survey tool is to conduct space surveys, which involves collecting data about the occupancy and status of spaces on every floorplan within buildings.

This includes information on whether spaces are vacant, occupied, or inaccessible, and potentially additional notes. 

Space Survey Tool User Guide

This document provides a step-by-step guide on setting up and conducting a space survey using the Space Survey tool.

1. Setting Up the Survey Team

• Navigate to the “Space Survey” section at the bottom of the dashboard.
• Click on “Team.”
• Add new team members by clicking on the “Contact” control and selecting the desired individuals.
• Mark individuals as “Surveyors” to enable them to participate in campaigns.

2. Creating a Survey Campaign

• In the “Space Survey” section, click on “Survey Campaigns.”
• Click on “New Campaign.”
• Fill out the required details:
  • Provide a friendly name for the campaign.
  • Leave the default surveyor assignment controls (or adjust as needed).
  • Optionally, enter a description for the campaign.
• Select the buildings to be included in the survey:
  • Manually check the desired buildings from the list.
  • Alternatively, use the “Filter” option to select buildings based on specific criteria (e.g., administrative buildings).
• Set a filter to specify the type of space to be surveyed (e.g., office space).
• Click “Save.”

3. Configuring Campaign Details

• Click on the newly created campaign and select “View/Edit.”
• Assign surveyors to specific floors:
  • Select a floor and assign it to a surveyor from the dropdown list.
  • Click “Save.”
  • Repeat for each floor.
• Set up the recurrence pattern:
  • Navigate to the “Recurrence” tab.
  • Use the controls to specify the survey frequency (daily, weekly, etc.), duration, days of the week, and times of day for data collection.
  • Click “Create Instances.”

4. Activating the Campaign

• Once all configurations are complete, mark the campaign as “Active.”
• In a typical scenario, the activation process would occur automatically a few hours before the survey start time. However, for testing purposes, it can be done manually.
• Upon activation, surveyors will receive notifications on their dashboards, prompting them to begin the survey.

Additional Notes

• The “Documents” section allows for uploading relevant documents to the campaign.
• The “Internal Comments” section facilitates communication among team members.
• The “Tracking” system records all changes made to the campaign.
• The “Reporting” area provides tools for generating survey reports (to be explored later).

Conducting a Space Survey on iPad or Android Tablet (Landscape Mode)

Logging In and Getting Started

• The space surveyor logs into the iPad app in landscape mode.
• The dashboard is optimized for the iPad and may have customizable buttons and widgets.
• A red exclamation point in the space survey section indicates pending survey tasks.

Accessing and Navigating the Survey

• Tapping the red exclamation point displays the list of floors to be surveyed.
• Tapping a specific floor opens the main survey interface.
• The interface includes:
  • Selection tools on the left (single or multiple selections)
  • Help messages at the top
  • Legends indicating survey progress (pending, surveyed, etc.)

Performing the Survey

• Users can pinch to zoom and select individual spaces on the floor plan.
• Selecting a space opens a form on the right with various status options:
  • Vacant
  • Occupied
  • Not a Workstation (for non-work areas)
  • Inaccessible (e.g., locked rooms)
• Users can update the status and add notes (optional).
  • Saving is required only when adding notes.
• The legends update to reflect the survey progress.
• Multiple spaces can be selected using the plus button and then updated simultaneously.
• The selection can be cleared using the clear button.

Completing and Exiting the Survey

• Once the floor is surveyed, the user can:
  • Exit to the floor list to survey other floors (if assigned)
  • Return to the dashboard
• The system automatically detects survey completion and notifies the coordinator.

Key Considerations

• The iPad’s landscape mode enhances the drawing interface.
• The dashboard and available tools may be customizable.
• Efficient selection and status update processes are provided.
• The system automates notifications and progress tracking.

Generating Survey Reports

• After the survey period (e.g., a couple of weeks), the space manager accesses the dashboard.
• They navigate to the “Space Survey” section and click on “Survey Campaigns.”
• They select the relevant campaign and go to the “Reporting” tab.
• The reporting tool provides comprehensive details about the campaign.
• The report includes:
  • Summary Page: Overview of surveyed square footage, number of spaces, etc.
  • Building Breakdown: Detailed information on individual buildings, including square footage breakdown and occupancy distribution.
  • Survey History: Timeline of all survey instances (date, time, etc.).
  • Floor Plans: Visual representation of floor plans with occupancy legends.
  • Surveyor Comments: List of all comments entered by surveyors during the survey.

Note: The data in the sample report is randomized and may not reflect real-world variations in occupancy.