Spaces | 1pm Help

Spaces started life as a way to save a venue once and reuse it on every event, so you stop retyping the same name, the same address, the same "loading dock around the back, gate code 4327" fifty times a year. That's still the heart of it. But a Space is really any reusable resource your events are scheduled around, and plenty of the things you schedule around aren't places at all. A photographer, a celebrant, a food truck, a marquee, an AV rig: each is something you book onto an event, can only commit to one event at a time, and want to pull up again on the next job. 1pm treats all of them as Spaces.

This article covers what a Space is (places and resources alike), how to rename the section to match what you actually track, what's on a Space record, how to attach one to an event, how Spaces appear to crew on the live link, how Space files work, and how the Zone field on an event fits alongside Spaces.

What a Space is

A Space is a reusable resource an event is scheduled around. It comes in two flavours, and 1pm handles them the same way.

Physical places. The original case, and still the most common one for venues: a venue room (Grand Ballroom, Stables Restaurant, Conference Suite 4), an outdoor area, a park, a public reserve, a warehouse, a street corner. Anywhere with an address. One real-world venue often becomes several Spaces in your library. The Plaza Hotel might be three: Grand Ballroom, Stables Restaurant, Rooftop Bar. Each carries its own address, its own access notes, its own capacity, because crew arriving at the venue need to know they're heading to the loading dock behind the Stables, not the front lobby for the Ballroom.

Resources that aren't places. A photographer, a celebrant, an AV technician, a food truck, a coffee cart, a PA system, a lighting rig. Anything you assign to an event, that can only be in one place at a time, and that recurs across your calendar. For an event professional running their own jobs rather than hosting at a fixed venue, this is often the more natural reading of the feature: your Spaces are your people and your kit, not rooms. A wedding photographer's Spaces might be the second shooters they call on. A caterer's might be the trucks and the mobile kitchens.

The reason both live in one feature is that they behave identically where it counts. A photographer can't shoot two weddings in the same slot any more than a ballroom can host two galas at once. So the same double-booking protection, the same before-and-after buffers (travel time for a person, turnaround for a room), and the same reuse-across-events apply whether the Space is a place or a person.

Spaces are owned by you. They aren't shared across the 1pm user base. Two accounts working with the same venue, or booking the same freelance photographer, each keep their own Space record with their own notes and their own contact. That's deliberate: parking arrangements, gate codes, rates, and "key under the gnome" instructions tend to be relationship-specific.

Renaming Spaces to match what you track

If you mostly track photographers, "Spaces" is the wrong word to be staring at all day. So you can rename it.

Go to your Account profile and find the Space wording setting. Set the singular and plural to whatever fits what you keep in the list: Photographer / Photographers, Celebrant / Celebrants, Truck / Trucks, Room / Rooms, or a catch-all like Resource / Resources. Presets are suggested as you type, or type your own. The new label then shows everywhere the old one did: the sidebar link, the page heading, the New button, and the help text on the form.

The rename is per account and purely cosmetic. It doesn't change how the feature works, and it doesn't move or delete any data. The underlying web address stays /Spaces and every capability is unchanged: it just relabels the section so the app speaks your language instead of ours. If you ever want it back, set the wording to Space / Spaces again.

One thing worth knowing once you've renamed it: the sidebar item shows a small "Spaces has been renamed to Photogs" tooltip on hover, and the list page carries a line at the top spelling out the same thing, so anyone else on the account (or you, six months later) isn't left wondering where the Spaces page went.

Where Spaces live

In the sidebar, click the section (Spaces, or whatever you've renamed it to). The page lists everything you've saved, with a search box that matches against name and address. The New button opens an inline form on the list page; clicking an existing row opens the edit form in place.

The section is also reachable from the event form. When you're filling in an event and want to attach a Space that doesn't exist yet, the picker has an Add new option at the bottom of the dropdown. That opens the same form as a modal, so you can save a new Space without leaving the event you were editing.

What's on a Space record

The record splits into fields that apply to anything you'd track, and a set of fields that only make sense for physical places. On the form the physical ones are grouped together at the bottom under a "Physical spaces only" heading, so if your Spaces are people or kit you can skip that whole block.

Fields that apply to any Space:

Name. Required, up to 200 characters. Examples: The Plaza Hotel, Central Park Pavilion, Jane the second shooter, Truck 2. Use the name whoever's working the event will recognise on the day.

Main contact. Optional. A crew member from your Crew list. Use it for venue coordinators, site managers, council reps for parks, or, when the Space is a person, the person themselves. If the contact crew record carries a phone or email, crew on the live link can tap through to reach them. Leave it blank for parks, public spaces, or anywhere without a coordinator.

Allow concurrent bookings. Off by default. Leave it off for a Space that can only do one thing at a time (a normal room, a single photographer): any overlapping event, Tentative or further along, is then blocked when you try to save it on this Space. Turn it on for a divisible Space (a ballroom that splits, a shared foyer, an open lawn) where two events can run at once, in which case an overlap is allowed only when the two events sit in different Zones.

Buffer before and after. Optional, in minutes. Time held on either side of every booking so two timed events can't sit back to back with no gap. For a room that's turnaround: cleaning and reset. For a person or a truck it's travel time between jobs. 0 means no buffer. Only applies to events that have both a start and an end time. To change the buffers for one booking, use Buffer before and Buffer after on its Location tab; leave them blank to use the Space's own.

Turning concurrent bookings off, or lengthening a buffer, can make bookings already in the Space overlap. The change still saves, and a message lists the bookings that now overlap so you can move one of each pair.

Fields for physical spaces only:

Address. Optional, a multi-line text area up to 500 characters. Start typing a street or a venue's name and pick from the Google Maps suggestions, or paste one from the venue's website. You can edit a picked address before you save. Line breaks are preserved when it shows to crew, so a three-line address looks like a three-line address. The address box on an event's own Location suggests addresses the same way.

Access and parking. Optional, a separate multi-line text area up to 1000 characters. Deliberately not part of the address. It's the where-do-crew-park, which-entrance, what's-the-gate-code briefing for someone arriving for the first time. Typical content: "Crew parking on Level B2, use the service lift to floor 3. Loading dock around the back via Smith Lane, gate code 4327 between 6am and 8pm. After hours, call the duty manager on 0400 000 000." Splitting access from address means pasting a fresh map address over the top of the existing one doesn't accidentally wipe the parking notes underneath.

Capacity. Optional. The maximum guest count the place holds, a single number. Pick whichever number matters most for the events you run there.

Size. Optional. The floor area (square feet or square metres). Useful on the BEO header so a chef or duty manager can scan the physical constraint alongside the setup style.

Attaching a Space to an event

Open the event's settings and go to the Location tab. The Space picker is at the top. Start typing the name and any matching Space comes up. Pick one and the event is linked. The event row carries the link.

If the Space you want doesn't exist yet, the dropdown's Add new option opens the Space form as a modal. Fill it in, save, and the new Space is selected on the event automatically.

You can attach exactly one Space per event. For an event that needs more than one resource (a room and a photographer, say), attach the primary one here and track the rest as crew, or run the pieces as separate events. For events that span more than one room or location, see Zone below.

Changing or removing the Space on an event doesn't touch the Space itself. The Space stays in your library; only the link on this event changes.

Double-booking protection

Because a Space can only be committed to one event at a time, 1pm stops you double-booking it. When you save an event on a Space that already has an overlapping event, the save is blocked unless the Space allows concurrent bookings and the two events sit in different Zones. This is the same protection whether the Space is a room or a person: it's exactly as useful for stopping a photographer being promised to two couples on the same afternoon as it is for a ballroom. There's a separate article on how the double-booking check works in detail.

Busy times from an outside calendar

If a room or a person is also booked somewhere else, such as a Google calendar, a hotel sales system or a personal Apple Calendar, you can connect that calendar to the Space. The Space then lists the times it is already busy there, without the entry titles, so you can check a date before you quote it. These busy times never block your own bookings. You can choose to have them close slots on your appointment booking page, so clients cannot book a time you are busy elsewhere. See Connecting an outside calendar to a Space.

Zone: the sub-area inside a Space

Beside the Space picker on the Location tab is a small free-text field called Zone, labelled (sub-area). Zone is a catch-all for whatever you want to label inside a Space.

Typical uses: "east wing", "main hall + breakout 2", "stage left", "VIP terrace". A wedding running across two rooms in the same venue might have a single Space (the venue) and a Zone of "Ballroom + Terrace". A conference using one corner of a larger pavilion might have a Zone of "north end". The field is free text up to 200 characters, with per-owner autocomplete so previously-used Zones come up as suggestions when you start typing.

Zone is optional. If the whole Space is the event, leave it blank.

What crew see on the live link

When an event has a Space attached, the briefing card on the crew's live link shows:

The Space name in bold at the top of the location block.

Capacity and size in a small grey caption beneath the name when either is filled. "Capacity 200 · 350 sqm" if both, just the one that's filled otherwise.

The full address below the name, line breaks preserved, with an Open in Maps link directly underneath. Tapping the link opens the OS default maps app, so crew can navigate without copy-pasting.

An expandable Access and parking section if access instructions are filled. Defaults closed so the briefing card stays compact for events without much access detail; one tap on the disclosure expands the full text.

The main contact's email and mobile icons sit on the contact rows of the briefing card when the contact crew record has those details set. A crew member who needs to reach the coordinator mid-event can tap to call or email.

For a Space that's a person or a piece of kit rather than a place, most of these blocks simply don't render, because the physical fields are blank. The name and contact still show, which is usually all that's relevant.

Live updates to crew

The same real-time channel that pushes run of show changes also pushes Space changes. When you edit a Space's address, access instructions, capacity, or size, it reaches every crew member with the live link open within seconds, on every event that uses that Space, not just the one you're currently looking at.

This matters when a venue rings you the morning of the event to change the loading dock arrangement. Edit the Space once, every crew member sees the new instructions. No need to message anyone separately.

Files attached to a Space

Each Space can hold up to fifty files: floor plans, capture sheets, photos of the loading dock, scanned venue maps, a supplier's insurance certificate, anything a crew member benefits from seeing. Files go on the Space record itself, not on a specific event, because the floor plan for the Grand Ballroom is the same floor plan whether the event is a wedding, a gala, or a conference.

To attach files, open the Space (click an existing row on the list page). The edit form is followed by a Files panel that lets you upload, rename, drag-to-reorder, and delete. Each file is up to 10 MB. Accepted types: PDF, PNG, JPEG, WebP.

Files attached to a Space show up automatically on the crew's live link on every event using that Space. The crew briefing card lists them with their titles; tapping a row downloads or opens the file. An image shows in the briefing itself, as a smaller web-sized copy that loads quickly on a phone, and tapping it opens your original at full size. There's nothing to wire up per event: once the file's on the Space, it's on every event using the Space.

Note: you can only attach files after saving the Space for the first time. A brand-new Space has no id yet to pin files to, so the panel only appears once you've saved and reopened it.

Maps link and public share

On the public share link for an event (the /r/ URL, the one you can post on a printed sign or share publicly), the same Space block renders with the address, the Open in Maps link, and the access instructions. The main contact's email and phone don't show on the public version; they're reserved for the authenticated crew view.

The planner header in your own view also shows the Space name and address, but stays terse: no Maps link, no access instructions block. You already know where the event is; the surface is there for at-a-glance confirmation.

Minimum spend

A Space can also carry a minimum spend: the least a booking in it has to come to. Fill in Minimum spend on the Space and 1pm warns you on any quote or set of charges for that Space that falls short, and offers to add the difference as a line. Leave it blank and the Space carries no minimum. Minimum spend covers it in full, including how to keep the room hire out of a food and beverage floor.

Deleting a Space

A Space with upcoming Tentative or Confirmed bookings in it can't be deleted. A booking with no Space counts as taking every Space on its dates, so it would start blocking your other bookings. Move those bookings to another Space or cancel them first.

Otherwise, deleting a Space is non-destructive to events. Any event currently referencing the Space simply has the link cleared. The event itself stays intact: name, date, status, run of show, crew, everything else is untouched. The next time you open the event you'll see the Space picker empty and can attach a different one. Leads that name the Space lose it in the same way.

Some things do go with the Space, and the confirmation lists the ones that apply before you commit:

Files attached to the Space are deleted, so if you're moving a Space's files elsewhere, do that before you delete it.
Connected calendars are removed, along with the busy times they brought in.
Past and cancelled appointments on the Space are deleted.
The online booking link stops working, and so does the booking form anywhere you have embedded it on your website. Take the embed off your site as well, or visitors will see a page that no longer opens.
If it was your default Space for new leads, the account is left with no default until you pick another on Profile.

A Space with an appointment still to come can't be deleted. Cancel those appointments, or move them to another Space on the Calendar, and then delete it. That way a client who has booked a time is never left holding a link to an appointment that has vanished.

When you don't need Spaces

Spaces are optional. If you run one-off events that never repeat ("we'll never be in this room again"), you can skip Spaces entirely and use the Zone field on the event form to capture wherever the event is. The briefing card on the crew side still shows the Zone as a sub-area label, and the printed run of show still labels the event correctly.

The section is built for the case that pays off over time: the venues, people, and equipment you work with repeatedly. The first time you save one it's a couple of minutes of typing. Every event after that is one click in the picker. The break-even point is usually the second or third event.