1. Archibus can accept only one Primary location and multiple Secondary locations. However, there are interfaces between the Primary Location in Archibus, CLS (Campus Locator System) and the UCSF Directory. Only the Locations marked as Primary in Archibus will be shared with CLS/Directory. If an employee is spending equal amount of time at both the locations, then only one location can be made primary (in Archibus) and that location will inform the CLS/UCSF Directory. It is up to the employee/Space Coordinator to identify which location they want to show on customer-facing applications like CLS/Directory, and that location should be marked as Primary.
2. If you ADD a new primary location for any employee, e.g. Building A, Room 123 and the employee was previously assigned in Archibus to Building B, Room 234 as the primary location, then the previous primary location (Room 234) will be completely removed from the employee location (system will not give any error/warning message). And the new location 123 will be the Primary location in Archibus, and this update will also be made in CLS. When in doubt, please review the employee’s Primary Location via Space Update Form>All Rooms tab or look for multiple locations of employees in ‘View Employee’ report.
3. Using the space update form. Updating employee location does not require approval in Archibus. Therefore, you can update an employee’s location using the space update form. Once you are done updating employee location change and only if there are no other proposed changes, then you can withdraw this room from your update list. If you need to edit occupancy or edit Room Type/ Dept Assignment, you will need to submit the space update form, as approval is required for these changes.

Run the “View Employees” report, and apply a filter for your department.

Use the Notes field to capture this information.

No, you do not, unless it is for a PI, and then you may select “PI Assignment Pending.”

Campus Planning wants to see how space is used as it was originally intended to be used. Do not assign employees to the space if an employee does not sit there.

A quarterly check of employee locations is strongly recommended (frequent review through the year will make the next annual space survey much easier).

Some employees may appear in the same place after removing after nightly updates. This may happen due to multiple factors – connectivity issues, multiple locations not edited correctly, other system related issues. It is recommended to confirm your changes a day after, ‘View Employees’ Report will be the fastest route to confirm. If a removed occupant reappears in a room please reach out to [email protected] for assistance. Our team is working with various teams to fix this permanently.

Employee assignments can be edited via the Space Update Form in Archibus by a Coordinator or Strategist, or in the UCSF Directory by an employee (can only edit own record in Directory). Incorrect employees can be removed from Archibus via the Space Update Form > Room Details Occupancy section. Select the occupant you would like to remove and click ‘delete’. Deleted employees will be removed from the room and be moved to a ‘virtual room’ called Employee Location Required. The Space Analytics Team periodically reviews employees located in this virtual room.

Focus rooms are categorized as “CONFRNCE RM”.

If there are chairs against the wall, around the table, count them as stations in the room. Do not count chairs that are not a permanent component of the room capacity.

Tip: How to confirm there is no bad data for the Room Type and employee occupancy. Filter all your rooms by Room Type “CONFRNCE RM” or “CONF RM SUP” – there should be no employees assigned to these rooms. If you think the employee is assigned to one of the above room is accurate then probably the room type needs an update. Use similar analytics for other room types.

Do not assign any employees to this space. Instead indicate that it is a Hotel space. To do this, notify your Strategist that this room is a “hotel” room; the Strategist can indicate that the room is used for “hoteling”, on the Department/PI Splits Panel on the Space Update Form. Also, these rooms compliment the administrative function in the area and as such the Room Type should be coded “Admin Office Support.”

Station counts can be updated via the Space Update Form > Room Details tab under the Room Details section. This field can now be edited by Coordinators and Strategists and requires Admin approval before the change can be finalized.

The Availability field found in the Space Update Form is a system calculated field that takes into account the number of stations assigned to a room and subtracts the number of employees assigned to a room. For example, if an office with a station count of one has one employee assigned to a room, the availability for this room would be zero.

Coordinators do not have access to edit this field. Contact your Strategist to make this update via the Space Update Form > Room Details tab under the Department / PI Splits portion of the view. There is a check box for designating a room as a Hotel station.

A room should also be categorized by taking into account the predominate use of a room. Evaluate the percentage of time the room is being used by Faculty vs Administrative staff and categorize based on greater use.

A Room Type Reference Guide is available here on our space.ucsf.edu website. If you are having trouble assigning a room type, reach out to [email protected] for guidance

Use the Space Request Form to communicate with Archibus Admins that room reassignment is needed. Admins will look into the correct assignment and work with departments to update Archibus.

Archibus system and all our integrations with other systems are in real-time. A freeze on the database is not possible due to its changing nature. Employee updates from other systems are only received if there is an SRS or employee initiated request. If you have completed your survey before the survey end date, please work closely with your department manager/access administrator to monitor any new employee additions, separations, etc. to update them. Survey End Date = a snapshot of entire database will be exported for UCOP reporting on this day.

To see a list of all current Archibus users and filter by User Role, Control Point, or Division/Department level access, use the User Roles Report under the Reports bucket.

Login to MyAccess and search for Archibus Space Management. Click on the link for Archibus.

If you believe you should have been granted access, please send an email to [email protected] with your name, department name, and role that you have in Archibus.

Training materials for each role are located here. If you have questions about which modules to review, please contact [email protected].

If you have a question about how to use Archibus, please contact [email protected].

Log into Archibus, and click on Submit Feedback in the Help section of the home page. Enter the building and rooms you should be able to access, as well as the department they are assigned to,and click submit.

Close the browser and log back into Archibus. This error sometimes occurs when there is a brief loss of network connectivity.

If you are a Coordinator in Archibus, log into Archibus and click on the Space Request Form. Complete the form and click on submit. Your request will be routed to your Control Point Strategist for review. If you are not a Coordinator in Archibus, please contact the Space Coordinator in your department and they can complete the form for you. If you do not know who the Space Coordinator is for your department, please contact your Department Manager.

Please log in to Archibus and click on Space Request Form. Complete the form indicating the details of the loan. If you have a loan agreement, please attach it to the request form.

Please log into Archibus and click on Space Request Form. Complete the form indicating the building and room numbers, and the department the rooms should be assigned to. Please include any background information on the correct departmental assignments. Click on submit and the form will be routed to your Control Point Strategist for review.