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🏆 Commonspace Exploration Challenge: Announcing Our Champions! 🚀

The Commonspace Exploration Challenge has officially concluded! First and foremost, a massive THANK YOU to every single person who participated. Your enthusiasm, questions, and shared knowledge were instrumental in making the launch of our community a resounding success. We truly appreciate your support as we built this new platform together!Following an incredible two-month run of exploration and friendly competition that wrapped up on Friday, December 5th, we are thrilled to announce our challenge winners!🌟 Top Explorers and Prize WinnersThe following community members racked up the most points and have earned a fantastic prize:🥇 ​@Mishka 🥈 ​@lordtrackball  🥉 ​@jessking 📧 What Happens Next?The winners listed above will receive a direct email from our team by the end of the day, December 8, 2025.This email will contain all the details regarding your prize, how to claim it, and next steps. Please ensure you check the email address associated with your Commonspace account.Thank you again for making the launch of Commonspace so successful. Keep exploring, keep engaging, and keep sharing your expertise!Happy Connecting! The Commonspace Team 

Enablement Resources

Power BI Dashboard Card: Best Practices

Power BI Dashboard Card: Best Practices IntroductionThe Power BI Dashboard card in Appspace allows organizations to display dashboards from the Microsoft Power BI visualization tool, which includes various custom data visualization charts. These Power BI dashboards offer a convenient, concise way for employees to view relevant data on supported devices. Key BenefitsImplementing Power BI Dashboard cards offers several benefits:Data Accessibility: Provides employees with immediate access to relevant data on digital signage, mobile apps, tablets, and enterprise messaging applications. Seamless Integration: Connects securely via a virtual passport that remains active until manually revoked. Automatic Synchronization: Updates made within the Power BI system are automatically reflected in the Appspace card without manual intervention. What This Guide CoversThis guide will cover the following topics:Passport Setup: Establishing the connection between Appspace and Microsoft Power BI. Configuration: Best practices for designing dashboards within Power BI for signage. Audience Strategy: Considerations for layout and security based on location. Device Capabilities: Understanding live rendering vs. screenshot modes.  PrerequisitesBefore you can configure the Power BI Dashboard card, ensure you meet the following requirements:You must have a valid Power BI service account to authenticate the connection via Passport. You must have Publisher permissions (or higher) to create and edit cards in the Appspace Library. The dashboard must already exist and be fully configured in Power BI, as it cannot be created or styled within Appspace. Ensure your target devices are capable of displaying the card (either in Live mode or Screenshot mode). Set up your Power BI PassportBefore you create a Power BI Dashboard card on Appspace, an initial connection must be established between Appspace and a Microsoft Power BI service account. This is stored in a virtual passport in Appspace.The passport allows the card to establish a connection with the third-party system at runtime. This passport can be used continuously until the service account revokes or cancels the integration.To learn more about setting up a Power BI passport, visit this article: Cards: Display Power BI Dashboards | Community Configure your Power BI DashboardThe Appspace Power BI Dashboard card only reflects the dashboard you already have on Power BI; it does not allow you to style or configure your dashboard directly within Appspace.The only items you can add to the Dashboard card in Appspace are:An article A caption A referral linkTherefore, it is best practice to configure your dashboard in Power BI before you create your card. It’s also important to build your Power BI Dashboard while considering the screens it will be on, such as a 16:9 screen.If you have updates to add after you configure the Dashboard card in Appspace, you can add the update in the Power BI system, and they will reflect automatically in the Power BI Dashboard card.Note on Filters: If you want to add filtered reports to your Dashboard card, you should first add filters to the reports on the Power BI site and then add those reports as tiles on the dashboard. You will not be able to add filters on the Appspace card, so these items must be configured ahead of time.  Consider your Dashboard Audience and LocationWhen creating your Power BI dashboard, it’s important to consider who your audience will be and where the dashboard card will be displayed.Visual LayoutAudiences who will be viewing your screens from a distance may need a larger, clearer layout compared to those who may be viewing it from a shorter distance.The size of your display screen can affect how you design your dashboard and the amount of content you can add. Crowding your dashboard with too much information can make it hard for viewers to understand or read.Data SecurityYour audience will also determine what devices you will publish the Dashboard card to.Use Case: A Dashboard containing confidential or proprietary information should not be added to a device in a public-facing location like a Lobby. Create your Power BI Dashboard CardOnce the Power BI dashboard is set up, users with publisher permissions can create the Power BI Dashboard card in their Library.Link the Dashboard: Select your passport and enter the Power BI dashboard URL (or search for the dashboard). Preview: After selecting a dashboard, preview how it will appear on different types of screens and orientations. Publish: Confirm the format and layout are correct before publishing to a device. Keep the Capabilities of Your Devices in MindOnce the Dashboard card is configured, it can be added to a channel on a supported device. While most devices support displaying a live Power BI dashboard, some devices do not have the processing power required to display live dashboards.Live vs. Screenshot ModeLive Dashboard: Supported devices will render the dashboard interactively. Screenshot Mode: For devices that cannot support the live dashboard, a screenshot of the Power BI dashboard will be displayed instead.Screenshot SpecificationsIf the dashboard display is not live on these devices, the following rules apply:Screenshots are updated every 15 minutes. Screenshots are only available in landscape 16:9 (1920 x 1080) and portrait 9:16 (1080 x 1920) aspect ratios. If a card is assigned to a different aspect ratio zone, it will use uniform fill.To view which devices support the live Power BI dashboard, visit this article: Supported Appspace Cards | Community

Enablement Resources

Resource Rules: Definitions and Use Cases

Resource Rules: Definitions and Use Cases IntroductionThis guide provides definitions and examples of the rules Administrators can create within Appspace to control how users interact with reservable resources. There are four types of rules available: Constraints, Checkpoints, Workflows, and Automations. Key BenefitsImplementing resource rules offers several benefits:Controlled Interaction: Limits how and when users can reserve resources, ensuring fair and optimized usage. Enhanced Compliance: Requires users to acknowledge policies or complete forms before securing a space. Automated Management: Streamlines approval processes and automates occupancy status based on real-time data. What This Guide CoversThis guide will cover the following topics:Constraints: Limiting reservations based on time, capacity, or user type. Checkpoints: Requiring user interaction (e.g., forms, notices) during reservation. Approval Workflows: Setting up approval processes for specific resources. Automation: Using sensor data to trigger reservation actions.  PrerequisitesBefore you can configure resource rules, ensure you meet the following requirements:You must be an Administrator with access to the Appspace console. Reservable resources must be created and mapped within Appspace. ConstraintsA constraint is a rule that limits or controls how end-users can interact with a reservable resource. It can define parameters such as maximum reservation duration, capacity limits, or check-in requirements.  List of ConstraintsThe following table outlines the available constraints: Constraint Definition Use Case Allow visitor reservations Visitors can be invited to buildings that are not reservable. A location doesn’t allow employees to reserve meeting rooms, but visitors can be invited to the building. Allow visitor drop-in Visitor drop-ins can check in with a different host if the original host has not responded to the guest's arrival notification within a certain duration. The original host who invited the visitor is out of the office, but another host is available to check the visitor in. Minimum advance reservation period Users will have a minimum period of time in which they can make a reservation in advance. An employee will have to create a reservation at least an hour before their meeting time. Maximum advance reservation period Users will have a maximum period of time in which they can make a reservation in advance. An employee can create a reservation one day ahead of time. Min reservation duration Users will have a minimum duration of time they can set for a reservation. An employee will have to reserve a meeting room for at least 30 minutes. Max reservation duration Users will have a maximum duration of time they can set for a reservation. An employee will only be able to reserve a room for 2 hours at the longest. Max capacity A resource will have a maximum capacity of a certain number of people on a reservation. A meeting room will only be able to have four people at a time. Min duration between reservations A resource will have a minimum period of time between each reservation. A meeting room will have a gap of time where cleaning services can prepare before the next meeting. Only available on specific days and/or times A resource will only be available for reservations on designated days and times. An employee won’t be able to reserve a meeting room outside of company hours. Recurring reservation limits Users will be limited on the number of times they can reserve the same resource within a certain period of time. An employee won’t be able to reserve the same meeting room five times within the same week. Concurrent reservation limits Users will or won’t be able to book a resource up to its max capacity of reservations. A meeting room will have a limit of eight back-to-back reservations in a day. Mutually exclusive resource reservations Users can be blocked from booking specific resources at the same time. An employee won’t be able to book two meeting rooms at the same time. Requires Check-in Users will have to check in at the time of their reservation. An employee must check into their reservation at most 15 minutes beforehand, or the reservation will be canceled. Zombie Meetings If a meeting organizer misses a certain number of recurring meetings in a row, all future meetings in that series will be automatically canceled. An employee who is out of the office forgot to cancel the reservations they made for the week, so after two missed reservations, the rest were canceled. In-Person QR Code Actions A resource can only be reserved or interacted with if the employee scans the QR Code in person. An employee must scan the QR code on the screen outside the meeting room’s door to make a reservation. Visitor multi check-in/check-out Hosts and facilitators can allow visitors to check in and check out multiple times throughout the duration of their event, using the same QR code. A visitor can check in and check out with the same QR code as they leave and return to a conference room. Lock resources while reserving A user will have a period of time to create a reservation where no other users can reserve the same resource. The locking period begins when the resource is selected. An employee can have time to create a reservation for a resource, and not have other employees reserve the resource during that time.  CheckpointsA checkpoint is a rule designed to provoke interaction with the end-user. Information can be displayed, or an acknowledgment may be required before a team member can reserve the resource. Configuration OptionsYou can determine whether the checkpoint is required by selecting one of these options from the Checkpoint dropdown:At reservation: The user must finish the checkpoint to reserve the resource. On-demand: The checkpoint can be finished when the user creates their reservation or completed at a later time. When making the reservation, these checkpoints will be displayed as options under the Services section. List of CheckpointsThe following table outlines the available checkpoints: Checkpoint Type Definition Use Case Consent A consent form that employees or visitors can accept or decline. A form that covers the procedures a person must follow when using a space. Notice A notice that employees or visitors can read and then click Done. A notice that informs the person of the cybersecurity policy of that building. Form A checklist form where employees or visitors have to select options and click Submit. A URL link to a form where the person can answer a health screener checklist. Service A form where employees or visitors can order from the business or catering services. A form that offers options for a person to order from the location’s catering menu.  Approval WorkflowsA workflow is a rule that enables organizations to specify that meeting organizers must go through an approval process when attempting to reserve certain resources.  How It WorksThe approval workflow is started when the organizer creates the reservation for a resource that requires approval. The assigned approver is notified that the reservation is pending approval and can choose to approve or decline it. When the allocation is approved, the resource status is changed from pending approval to reserved. The organizer is notified through email that the reservation is approved.Use Case: An administrator adds an approval workflow rule to a resource that is reserved only for a specific group of people. The assigned approver is the representative of that specific group. AutomationThe automation rule currently focuses on automating occupancy status within resources by integrating sensor data. By adding a sensor-based rule, the data collected will automatically trigger actions based on whether a room is occupied. When a sensor detects occupancy, it can change a resource's reservation status.Use Case: An employee arrives for a meeting but does not check in to their reservation. If the sensor detects their presence for 5 minutes, the rule that has been set will automatically check them in.  

Enablement Resources

Appspace on Microsoft Teams Rooms: Digital Signage Best Practices

Appspace on Microsoft Teams Rooms: Digital Signage Best Practices IntroductionWith Appspace’s native integration with Microsoft Teams Rooms (MTRs), you can easily utilize idle meeting room screens for digital signage content. This practice helps engage employees wherever they are and maximizes the use of your existing display real estate. Key BenefitsMaximized Real Estate: Leverage existing MTR screens as powerful digital signage communication tools when the room is idle. Employee Engagement: Ensure content is displayed to engage employees wherever meeting rooms are deployed. Administrative Control: Empower publishers and administrators to maintain performance and reliable content delivery. What This Guide CoversThis guide will cover the following topics:How to optimize content file size and implement caching strategies to manage bandwidth limitations. How to assign a content channel during MTR configuration to prevent the Appspace App from closing. How to navigate design considerations related to the MTR banner (room name/calendar preview).  PrerequisitesIn order to allow for the configuration of Microsoft Teams Rooms and these best practices, you need to meet the following requirements:You must have a Appspace Publisher or Administrator role. Microsoft Teams Rooms devices are registered and enabled for digital signage integration. You must have access to the Microsoft digital signage tenant management page (for banner configuration). Displaying Digital Signage Content Limit Content File SizeMTR devices are streaming-only and operate at full bandwidth, which can cause performance issues if content file sizes are large.To reduce bandwidth usage and ensure smooth streaming:Use Static Content: Publish only static images to assigned channels. Videos stream in full and consume significantly more bandwidth. Optimize Resolution: Reduce video and image resolutions to minimize overall content file size. Implement Caching: Explore implementing a caching strategy (such as CDN or Reverse Proxy) to improve streaming performance. (Note: Contact your CSM for assistance.) Assign a Channel During ConfigurationMicrosoft has a built-in failsafe that causes the Appspace App to immediately close if there is no channel or content assigned to the device. If content has not been assigned to the device, the device will show a "please publish content" message or a black screen while idle. When this happens, the MTR device will launch the Appspace App for a split second and then won't relaunch it until the MTR itself is rebooted.To prevent this situation:Single Channel: When generating the MTR integration ID, select "Admins assign a single channel" under the Channel Selection Mode option. This ensures the MTR defaults to a known working playlist. One or More Channels: If you want the devices to autoplay on or more channels, ensure at least one channel with content is published to the root location of Appspace so that newly configured MTRs inherit that assignment. Design Content Around the MTR BannerThe MTR device automatically displays a banner (including the room name and calendar preview) that takes up the top 15% of the screen height. You have two options with this banner:Keeping the Banner: Avoid placing critical text or images in the top 15% of the screen when designing content. Disabling the Banner: The banner can be disabled from your Microsoft digital signage tenant management page.To learn more about this process in Microsoft, check out this page: Digital signage with Teams Rooms - Microsoft Teams | Microsoft Learn  

Enablement Resources

Decommissioning a Location in Appspace: User Guide

Decommissioning a Location in Appspace: User Guide IntroductionThis guide provides information on how to migrate resources and channels out of a location before permanently deleting that location from Appspace. Key BenefitsPreservation of Assets: Ensures that valuable content, channels, and Appspace-managed resources are migrated and preserved before the location is permanently deleted. Data Integrity: Guarantees a clean and controlled decommission process, maintaining the integrity of user and group assignments by relocating them to a new location. Efficient Clean-up: Facilitates the permanent removal of an obsolete location and its infrastructure from the platform. What this guide coversHow to manually move Appspace Channels and Resources to a new location. How to permanently delete a location from Appspace. How to relocate associated users, user groups, and content. How to disable SCIM or JIT user provisioning globally.  PrerequisitesYou must have an Account Owner user role. You must have a platform license. A designated, existing target location in Appspace to migrate channels, resources, users, and groups to. A list of all channels and resources within the location that need to be preserved.  Before You BeginWhen you delete a location, all its associated components—like users, groups, and content—will be affected.The Appspace platform will prompt you to relocate some items, while others, like channels and resources in Appspace, must be moved manually beforehand. Before you delete a location, ensure all channels and resources you want to preserve have been moved. If the resources are managed by a third-party calendar provider (like Microsoft 365 or Google Calendar), those resources will not be deleted. Instead, they will be relocated to the Geo location or the original location they were assigned when they were first added. Decommissioning a Location Step One: Moving Your ChannelsTo move your channels and prevent them from being deleted along with your location, follow these steps:Go to the Channels tab on the Admin Console. Click the Location drop-down to select the location you are going to delete from the hierarchy. Select the three dots at the corner of the channel you want to move and click Edit. Navigate to the Settings tab of the channel. Click the Location section and select the location you want to move the channel to and then Apply. Step Two: Relocating Your ResourcesTo move your Appspace-managed resources to prevent them from being deleted along with your location, follow these steps:Go to Reservations > Resources. Click the Location you are going to delete from the hierarchy on the left menu to filter the resources under that location. If you want to move several resources to one location, click the box to the left of the resources and then select the Edit menu from the bottom left menu that pops up. From the Location drop-down, select the location where you want to move your resource. Click Save. Step Three: Deleting a LocationOnce you have moved any channels or resources to another location, you can now delete the location:Navigate to the Locations tab in the Appspace Console menu. Select the circle at the top left of the location you want to delete. On the bottom left menu that pops up, click the Delete button. A pop-up window will appear with a list of all users, user groups, and content tied to the location you are about to delete. You will be prompted to select a new location to relocate these items to. Select a new location from the dropdown menu. Click OK. Disabling SCIM or JIT ProvisioningAnother item you can disable in Appspace is SCIM or JIT provisioning of users in all your locations. Disabling your SCIM or JIT provisioning is a global setting, and cannot be changed for only one location. To disable the provisioning:Go to Users > Settings > User Provisioning. Change the User Provisioning option to Manual from SCIM or JIT. Click Save.If you disable provisioning:No new users or user changes will be added to Appspace. Existing users will have to reset their passwords because single sign-on (SSO) will no longer be available. Users who were already pulled into Appspace will remain and must be removed manually or through SCIM deprovisioning. 

Enablement Resources

Global Branding for Cards: User Guide

Global Branding for Cards: User Guide  IntroductionWith the Global Branding for Cards capability, your organization’s branding is automatically applied whenever Publishers create a new card, which streamlines the authoring process.This capability ensures brand consistency across your organization's content. Key BenefitsUsing Global Card Branding offers several benefits:Effortless Brand Consistency: A unified brand identity is established with the automatic application of branding. Centralized Brand Control: The feature ensures that newly created cards adhere to established guidelines. Streamlined Content Creation: It reduces the time and effort needed to create a new, brand-compliant card. What This Guide CoversThis guide will cover the following topics:Navigating the Global Brand Center Editing the Card Theme Palette  PrerequisitesBefore you can configure Global Card Branding, you need to meet the following requirements:You must have a platform license. You must have an Account Owner role. Configuration and Usage Step One: Configuring Branding in the Global Brand CenterThe Global Brand Center is the location where key aspects of your organization’s brand can be configured and applied to brandable elements across the platform.Note: An exception to this is any home page themes for the Employee Experience that have different branding enabled.To add and configure your global branding:Navigate to Settings > Configuration > Global Brand.Configurable ElementsThese are the elements that can be configured in the Global Brand Center:Logo: Light and dark versions of your logo, which can be uploaded as either PNG or SVG files. Theme Colors: Light, dark, and accent colors, which are selected from a color picker using hex codes. Fonts: Fonts for both header and body text, which can be chosen from the menu of default typefaces or uploaded.The navigation panel’s color and the console’s logo can also be edited in Settings > Account Settings > Instance Settings.Step Two: Editing the Card Theme PalettesThe Card Theme Templates automatically apply a chosen palette to newly created cards.Available PalettesThree palettes are available for selection:Dark and Light palettes: These utilize your theme colors. Custom palette: This allows new card branding to differ from the platform branding.To edit the custom card theme palette:Click the Custom button. For each color, either select from the color picker or enter a hex code. Upload a new file or select from existing media to add a logo specific to cards.Important Note: Any custom card templates—developed either by Appspace Services or another developer—can override the selected card theme palette. 

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This Week's Challenge

🔥 This Week's Community Challenge: Go for the Top Spot! 🥇

The leaderboard **resets every Monday!** This is your best chance to grab the top spot and earn a coveted community badge. Start earning points NOW!

🎯 Quick Ways to Climb the Leaderboard

Focus on these high-impact activities to quickly earn points:

  • 💡 **Ask a thoughtful question** that sparks discussion.
  • ✅ **Answer a question** with a clear, helpful solution.
  • 🤝 **Share your knowledge** with other Appspace users via a new post.

Don't wait! Jump in, share your expertise, and show everyone what you've got before the next reset!

Show full leaderboard
This Week's Challenge

🔥 This Week's Community Challenge: Go for the Top Spot! 🥇

The leaderboard **resets every Monday!** This is your best chance to grab the top spot and earn a coveted community badge. Start earning points NOW!

🎯 Quick Ways to Climb the Leaderboard

Focus on these high-impact activities to quickly earn points:

  • 💡 **Ask a thoughtful question** that sparks discussion.
  • ✅ **Answer a question** with a clear, helpful solution.
  • 🤝 **Share your knowledge** with other Appspace users via a new post.

Don't wait! Jump in, share your expertise, and show everyone what you've got before the next reset!

Show full leaderboard
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