Appspace is a web-based system for employees to view published corporate content, make workspace reservations, and reserve building passes.

Focused on employee communications and space reservations, the Employee View improves the traditional information sharing workflow across an organization, making it easy for employees to access information or make reservations from their computers, tablets, or mobile devices, regardless of where they are. We’ve also made it really easy for publishers to add content to any channel they have access to, directly from the portal, without the need to navigate back to the console.

Administrators may also brand the Employee View for their own organization by changing the theme color, logo, and home banner, with a myriad of options.

This topic provides illustrations on navigating the Employee View in Appspace, allowing employees to make reservations, and access corporate content that has been published to them either via the Appspace console, or directly from an enterprise messaging app, such as Slack, Webex Teams, and Microsoft Teams.

The below illustrates the default dashboard display of the Appspace Employee App portal when viewed from a web browser.

Presence

(New) The Presence feature provides employees with a simple way to configure their own visibility and status in real-time within an organization. Users can set their status - such as Available, Do Not Disturb, Away, or Offline - on their user icon on the Employee App. This status is displayed to other employees in the organization throughout the Employee App (such as the user icons displayed for authors of posts, stories, and pages in the news feed), as well as on their People profile page. Users can also personalize their presence by adding an additional custom message and icon, which appear on their own user profile and People profile page.

Administrators can also set the presence feature to be integrated with Microsoft Office 365 to automatically update the user’s status in the Employee Experience.

To set your current visibility and user status, perform the following steps:

Click your user icon in the upper right corner of the Employee view to display the user window.

• Click the current status and change it to another status (e.g. Available, Do Not Disturb, Away, or Offline)

  The available status options may vary depending if Presence is configured to be synced with an external provider passport (such as Microsoft Office 365).

• Click the Status message field and enter a custom message. Click the emoji icon to select a custom emoji to be displayed with the message.
• After creating a message, you can click the Trashcan icon to clear the status.

Search

The Global Search bar on the Home page of the Employee App is comprehensive and completely displays results of all types, ranging from topics, pages, channels, stories, and channel groups, to people, places, and reservations.

Additionally, under each tab and sub-tab, such as Places, Reservations, People, and Explore, you will have another localized search bar that will allow you to search for a resource specific to that section, such as a reservation or building pass under Reservations, or topics, channels, pages, and stories under Explore. See the individual sections below for more information.

The Employee App utilizes predictive search across all searches and displays results as soon as characters or numbers of the keyword are entered in the search field.

Menu

• The menu is displayed at the top of the page in the portal. The menu items displayed are dependent on the features required by your organization. These sections can be toggled on and off by an administrator (refer to Note above).
• The default menu contains all the following items:
  • Home – lists all the latest content posted to you or your user group.
  • Places – find buildings, and reserve a workspace or building pass.
  • Reservations – view and manage workspace reservations in a list view.
  • More
    • Visitors – displays the Visitor Management system to invite visitors to a meeting or event held at your company.
    • Explore – displays all topics, channels, channel groups, pages, and stories posted to you or your user group.
    • Videos – displays all videos posted to you or your user group.
    • Concierge – provides employees concierge permissions to view a calendar of all reservations under their purview. (requires concierge permissions).
    • Apps – displays third-party application links that are applicable to the employee’s needs.
    • People – displays users and their profiles within the organization.

Banner

The banner shows media content, a webpage, or even recently posted content.

Pin and Unpin Posts or Stories in a Channel

Account Admins, Publishers (including users with inherited roles from user groups), and Editors may pin or unpin posts (including event posts, questions, polls, and praises) and stories published in a channel. Pinned posts or stories are positioned at the top of the channel Overview page in the Employee App.

To pin a post or story to the top of a channel, perform the following steps:

1. Log in to the Appspace Employee App.
2. Go to the More > Explore section, and select the Channels tab. Select a channel.
3. The channel Overview page displays its posts and stories.
4. Click the ellipsis (…) of a post or story and select Pin post. For the Expires after field, select one of the following options:

   

   • Never – the article is pinned indefinitely until it is manually unpinned.
   • 7 days – the article is pinned for 7 days.
   • 30 days – the article is pinned for 30 days.
   • Custom date – the article is pinned until the selected date. Select the year, month, and date from the calendar.
5. After selecting an option, the article is pinned at the top of the channel Overview page. If several articles are pinned, they are sorted by published date.

To unpin a post or story in a channel, perform the following steps:

1. Log in to the Appspace Employee App.
2. Go to the More > Explore section, and select the Channels tab. Select a community.
3. The channel Overview page displays its posts and stories.
4. Click the ellipsis (…) of a pinned post or story and select Unpin.
5. In the Unpin post window, select Unpin.
6. The article is removed from the pinned section and placed in its regular position within the channel, sorted by published date.

Quick Post

Authors, Publishers, and Account Owners can quickly create posts (including events, questions, polls, and praises), stories, and pages within the Appspace Employee App, resulting in an improved content creation workflow experience that allows authors to quickly post articles with text and media without leaving the Employee App (and go to the Appspace console). They can create a post or story, upload media, and publish it to a community or channel from the Home dashboard or any community or channel in the Employee App. The content of the post will be automatically translated to digital signage and enterprise messaging formats by the Appspace platform.

Similarly, Authors, Publishers, and Account Owners can also create a page directly from the Home dashboard, to be published to users subscribed to that topic in the employee app.

Additionally, you have the option to create an event within your Employee App. Events and updates can be announced via posts on your Employee App in the News or Events sections, and Employee App users can indicate their attendance for events that require RSVP. You can also edit any of the posts that you are the author of.

Edit Post

To update a post, navigate to the News or Channels section of your Employee App. From there, you can edit any post you find there.

Edit Post in News

Follow the instructions below to edit any post in your Employee App:

1. To edit, navigate to your desired post in the Home > News section.
2. Click on the ellipsis next to a post and select Edit. You can also delete your post by clicking the Remove button.

   

3. Proceed to edit the content and click Save.

   

Edit Post in Channels

Follow the instructions below to edit any post in your Employee App:

1. Go to the More > Explore section.
2. Select the Channels tab.
3. Select the Group or Channel that you want to edit the post in.
4. In the group or channel, click on the ellipsis next to a post and select Edit. You can also delete your post by clicking the Remove button.

   

5. Proceed to edit the content and click Save.

Edit Page

To update a page, navigate to the News or Explore section of your Employee App. From there, you can edit any page you find there.

Edit Page in News

Follow the instructions below to edit any post in your Employee App:

1. To edit, navigate to your desired post in the Home > News section.
2. Click on the ellipsis next to a post and select Edit. You can also delete your post by clicking the Remove button.

   

3. Proceed to edit the content.

   

4. Once done, click Publish Updates.

Edit Page in Explore

Follow the instructions below to edit any page in your Employee App:

1. To edit, navigate to your desired post in Explore > Pages.

   

2. Select the page you desire to edit.
3. Click on the page and select Edit.

   

4. Proceed to edit the content.
5. Once done, click Publish Updates.

Edit Story

To update a story, navigate to the News or Explore section of your Employee App. From there, you can edit the stories you find there.

Edit Story in News

Follow the instructions below to edit a story in the Employee App:

1. To edit, navigate to the desired story in the Home > News section.
2. Click on the ellipsis next to a story and select Edit.

   

3. Proceed to edit the content.
4. You can also edit the story settings by clicking the Settings icon. refer to the settings panel in the Create Story section above.

   

5. Once done, click Publish Updates.

Edit Story in Explore

Follow the instructions below to edit a story in the Employee App:

1. To edit, navigate to the desired post in Explore > Stories.

   

2. Click the story that you wish to edit.
3. On the story page, click the ellipsis icon and select Edit.

   

4. Proceed to edit the content.
5. Once done, click Publish Updates.

Edit Story in Channels

Follow the instructions below to edit a story within a channel in the Employee App:

1. Go to the More > Explore section.
2. Select the Channels tab.
3. Select the Group or Channel that you want to edit the post in.
4. In the group or channel, click on the ellipsis next to a story and select Edit.

   

5. Proceed to edit the content and click Save.

View Quick Post Insight

Quick Post Insights transforms how employees connect and share within your organization. This powerful feature in Employee Apps makes posting updates a breeze, allowing employees to quickly share text, images, and videos, all while providing valuable analytics to measure post performance. By understanding what resonates with their audience, both authors and admins can refine their communication strategies, leading to greater transparency, stronger connections, and a more engaged workforce.

Click on the post in the Newsfeed to view the analytics insights.

Broadcasts

Broadcasts are important messages published to the Appspace Employee App of teams and employees, such as emergency alerts and warnings, upcoming organizational events (for example, conferences or live town halls), or noteworthy company news. Publishers and Account Owners can create Broadcasts from the Appspace console, and send broadcast messages to the Appspace Employee App homepage of targeted users. Broadcasts will appear in one of two locations, depending on how the broadcast is configured:

• Notification – The broadcast will be displayed as a message above the banner of the Employee App homepage.
• Pinned Content – The broadcast will be displayed as pinned content below the quick post field on the Employee App homepage.

Broadcasts set as Critical will be prioritized before other broadcasts in their respective location.

Click the broadcast to view the entire message.

Featured Posts

Featured posts are content that is created in quick posts, event posts, stories, or pages that are set to be featured and published in the Appspace Employee App. Authors, Publishers, and Account Owners who create posts, stories, or pages within the Appspace Employee App can set their content as featured on the Appspace Employee App homepage. Featured posts are displayed in two locations:

• Featured section – Featured posts (including event posts, questions, polls, and praises), pages, and stories are displayed in the Featured section above the quick post field on the Employee App homepage.

  Note

  In this section, featured content is displayed after critical and regular broadcasts.

   

  

  Click on View all to go to the Featured view, which lists all featured posts, stories, and pages in chronological order. This view allows you to perform the following options:
  • Select one of the sort options on the left bar to sort content by the latest (All) or Most popular.
  • Search the titles of featured content by clicking the search icon on the right, then entering a letter or keyword.
  • View tags related to featured content under the Tags section. Select a tag to view posts under the tag.
  • Click on a post, story, or page to view it in full.
• Home content section – The post, story, or page is marked as Featured on the home content section on the Employee App homepage.

Click the content to view the post, story, or page in a window. When in window view, you can click on the ellipsis in the upper right corner of the window of an event post, story, or page and select Open in full page to view it as a full page.

My Workspace

The My Workspace section displays the building that is set as the home location of the employee, allowing employees to quickly create a building pass or a workspace reservation the same way they would at Places at the building they are most frequently working at.

Clicking the View All link redirects employees to the Building Pass, or Workspaces (if building pass is not enabled) sections on the Places tab.

This section is only available if Places is enabled by your organization.

Upcoming Reservations

Employees would be able to quickly view four of their current and upcoming building passes, or workspace reservations in this section. For current workspace reservations, they would be able to extend or end the reservation, while clicking the View All link redirects the employee to the Reservations tab.

This section is only available if Places is enabled by your organization.

Home

The Home tab displays the latest posts (including events, questions, polls, and praises), stories, and pages published to you or your user group. The items in this section allow you to perform the following options:

• You may bookmark a post (including event posts, questions, polls, and praises), story, or page by moving your mouse over the item, clicking the ellipsis icon (…), and selecting Bookmark. Bookmarked articles are saved to the Bookmarks widget (which must be enabled in App Theme Settings) and to your People profile (under the Bookmarks tab).
• You may indicate your attendance for events that require RSVP, click content to view in detail, or select one of the listed channel groups on the right to view all content posted to that channel group.
• You can identify Featured posts, stories, and pages in this section with the Featured mark. Click the Featured mark link to go to the Featured page which lists all featured content in chronological order.
• If a post, event post, question, poll, praise, or comment is in a different language, a See translation option will appear below the text. Click the option to auto-translate the text.
• Apart from viewing the latest content, you’ll also be able to make reservations and view your upcoming reservations for workplace resources that have been configured within your organization.

To view all other available or older content, such as more posts, stories, and pages, go to the Explore or Video tabs (in the More section).

Conversational AI

(New) Appspace has included the Conversational AI feature, an intuitive chat-like interface in the Employee Experience to provide users with answers, updates, and support with faster and more personalized communication.

You can type in your queries in the Conversational AI prompt. Depending on how your organization is set up, Conversational AI can handle more advanced requests. Here are a few examples:

• “List the 10 latest posts, stories, and pages about AI.”
• “Find Peter from HR.”
• “Show my manager.”
• “Summarize the policy for Personal Time Off.”