Space Optimization - Key features and actions

  • Release version: Australia
  • Updated March 12, 2026
  • 4 minutes to read
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    Summary of Space Optimization - Key features and actions

    The Space Optimization module empowers space planners to efficiently manage and optimize workspace allocations across buildings within their organization. It enables creation and management of scenarios using stack plans and floor maps, providing a visual and data-driven approach to space planning. Users can track scenario metrics, view detailed information about scenarios and buildings, and perform key actions such as copying or deleting scenarios.

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    Key Features

    • Scenario Management: Create, view, and manage multiple space planning scenarios. Scenarios reflect different space allocation plans and can be viewed on floor maps or stack plans for easy visualization.
    • Scenario Metrics: Dashboard tiles display counts of all scenarios, scenarios owned by the user, draft scenarios, and published scenarios. Users can select any tile to drill down into detailed lists.
    • Scenario Details: View comprehensive lists of scenarios showing attributes like name, location, state, and owner. Lists are configurable to show preferred details, and actions such as copy, delete, and refresh are available to manage scenarios.
    • Building Details and Views: Access detailed lists of organizational buildings with key attributes such as capacity and location. Buildings can be explored in a stack plan view, which visually represents allocations by department or cost center, or in a floor map view when indoor mapping is configured.
    • Allocation Visualization: View space allocations by department, cost center, or workplace entity. Capacity details (count, ratio, total) are accessible via tooltips or selection on bars and spaces within the stack plan or floor map.
    • Scenario Editing Workflow: Direct editing of scenarios in building view is restricted to maintain data integrity. Instead, users copy an existing scenario to make edits, ensuring changes do not impact the deployed data.

    Practical Application for ServiceNow Customers

    ServiceNow customers can leverage the Space Optimization module to create and evaluate multiple workspace allocation scenarios, facilitating informed decision-making for workplace planning and utilization. The module’s visual tools, such as stack plans and floor maps, enhance understanding of space distribution and available capacities. The ability to filter, configure views, and track scenario statuses simplifies scenario lifecycle management. Additionally, the module supports efficient reuse of scenarios through copying, and helps maintain data consistency by restricting direct edits on active scenarios.

    By using these features, customers can optimize space usage, support organizational changes, and improve workplace efficiency while maintaining clear oversight of space allocation scenarios and building capacities.

    As a space planner, you can perform multiple scenario-related actions using the Space Optimization module. You can create a scenario using the stack plan and view it on a floor map and make changes directly.

    Figure 1. Space Optimization module
    Space Optimization homepage.
    You can create a scenario, track the scenario metrics, view scenario details, and view building details from the module. The Space Optimization displays the following information:
    • Scenarios: Displays the scenario metrics.
    • Create scenario: Option to create a scenario for a building. For more details on how to create a scenario, see Create a scenario.
    • Scenarios: Lists the details of the following:
      • Details of scenarios such as name, location, state, and owner.
      • Details of the building of your organization.
      You can select a scenario or building to view more details.

    You can also view scenarios created by you in the Scenario planning application. Navigate to All > Scenario Planning > My Scenario Plans.

    Scenario metrics

    As a space planner, you can see the total number of scenarios that are currently created in your organization in filtered tiles. You can select each tile to view more details in a list.

    In the Scenarios metrics tiles, the numbers are displayed based on the following:
    • All scenarios: Total number of scenarios that are created in the application.
    • My scenarios: Total number of scenarios owned by you.
    • Draft scenarios: Total number of scenarios created by you that are in draft state.
    • Published scenarios: Total number of your scenarios that are published.
    You can also select a tile to view the list.

    Scenario details

    As a space planner, you can view the list of all the scenarios created in your organization. The details such as name, location, state, owner, and more are displayed. You can configure the list view settings based on what details you want to view about a scenario. The homepage displays five scenarios at a time and to view more, select View all.
    • When you select View all, the list is opened in a separate tab where you can view all the scenarios created in your organization with their details.
    • You can also perform the following actions on the list:
      • Copy: Create another copy of an existing scenario to make new changes. You can copy only one scenario at a time. The copied scenario is created with the same name appended with '- Copy 2'.
      • Delete: Delete one or more scenarios if they’re no longer required.
      • Create scenario: Create a scenario.
      • Refresh the list.
      • Edit the column.
      • Add or remove filters.

    Building details

    As a space planner, you can view the list of buildings of your organization on the Space optimization module. You can configure the list view settings based on what details you want to view about a building. The homepage displays five scenarios at a time and to view more, select View all. When you select View all, the list is opened in a separate tab where you can view all the buildings of your organization and their details. You can refresh the list, edit columns, or apply building-related filters.

    When you select a building, the building is opened in a stack plan view where you can see all the space allocations and floor arrangements. A stack plan is a visual representation of all the allocations made on a floor of a building. Every allocation is displayed in a bar based on the department or cost center that is assigned to. For more information about stack plan view and floor map view, refer to Scenario and Building - Views, states, settings, and key features.
    • The details of the building such as its total capacity, total number of spaces, and location are displayed on top of the plan.
    • You can see the total number of unallocated spaces of the building in total as well as floor-wise.
    • You can view the building details in a stack plan view or a floor map view. The floor map view is available only if you have Workplace Indoor Mapping floor maps configured. The floor map view enables you to view the allocation on a floor map and make any changes directly.
    • You can view the spaces allocated to a department, cost center, or workplace entity in the stack plan or on the floor map. You can choose how you want to view the allocations. Select a view using the View by option.
    • You can select a bar on the stack plan or a space on the floor map to view more details, such as capacity count, capacity ratio, and total capacity. You can also select a bar to view the same details in a tooltip. Select a bar to to display details related to assignments and the department.
    • You can view other scenarios related to the building in the Related scenarios tab.
    • In the Settings tab, you can apply a filter based on which you want to see the spaces on a floor.
    • You can’t edit a scenario when you open it in the building view. To edit a scenario of a building, copy that scenario and make changes. The scenario copies the exact building data and enables you to make changes. The changes don’t affect the main data as long as it’s deployed. To create a scenario of a building, you can also select the Create scenario option when the building is open in the stack plan view.