Best Practices for tracking Studio Spaces in Cheqroom

Setting Up Studio Spaces in Cheqroom

Manage your spaces and equipment all in one place. Tracking studios or other spaces in Cheqroom connect your team, equipment, and projects- no app switching required.

Initial Setup

Creating a Custom Item Type

• Navigate to Settings > Item Types
• Create a new custom item type called "Studio Space" or other relevant space names

Settings recommendations:

• Brand, Model, Purchase Date, Purchase Price, Warranty Date and Residual value generally do not make sense in the context of spaces and should be hidden (un-checked)
• Enable “Available for reservations” and “Available for check-outs” depending on workflow
• Typically, spaces will not be available for custody and this option should be disabled

Add relevant custom fields such as:

• Square footage
• Maximum capacity
• Available equipment
• Special features like projectors, lighting set up, or furniture included in the room

For more detail on setting up Item Types, see:

How to Enable and Use Custom Item Types

Calendar Management

Effective use of calendars is crucial for managing studio spaces efficiently. Here's how to optimize your calendar setup:

Calendar Views

• Gantt View: Use this to see all studio bookings in a chronological layout, organized by studio. Access under the Item menu → Calendar
• Week View: Perfect for detailed planning and identifying peak usage times during the week. Access from the Calendar tab
• Month View: Ideal for long-term planning and identifying booking patterns. Access from the Calendar tab

Calendar Integration Tips

• Enable calendar sync with your calendar platform (Google Calendar, Outlook or Apple) for visibility while working in external systems
• Use colored labels to distinguish between different types of studio bookings. Users can sync a subset of bookings to their external calendar based on colored label if only some reservations or check-outs are applicable to them.

Best Practices for Studio Management

• Create detailed descriptions for each studio space that include permanent features of the room
• Include floor plans or photos in the item attachments
• Set up regular maintenance schedules as recurring reservations for things like cleaning and restocking
• Use custom fields to categorize studios by type or use case (photo, video, audio, etc.)

Managing Bookings

When managing studio bookings, follow these guidelines:

• Reservation Windows: Set appropriate minimum and maximum booking durations. Note that booking restrictions are the same for all items in a workspace. Items and Studios will have the same booking restrictions at this time.
• Access Control: Set up proper user permissions for booking different studio types. Equipment Access groups can restrict the types of users who can book studio spaces.
• Roles and Permissions: If needed, adjust roles and permissions to control which roles can manage and book studio spaces. Note that roles and permissions are global to the workspace at this time.

Migrating Existing Items to a Studio

If you have previously created a Studio in your general Items category that you wish to move to your new “Studios” item type, you can do so through item migration tool.

1. Select item or items you wish to change the type
2. In the action menu, select “Change Item Type”
3. Select which item type you’d like to migrate to
4. Fill in any new fields relevant to Studios
   1. Fields left blank will be treated as empty in the new item type
   2. If you wish to keep existing values, check “Don’t override existing values”
5. Take note of all fields that will be removed by making this item a Studio
6. Set new availability for the item if needed
7. Complete migration

Tracking and Reporting

Make use of Cheqroom's reporting features to:

• Monitor studio utilization rates
• Track popular booking times
• Generate usage reports for different departments
• Analyze maintenance needs based on usage patterns