Understanding the CMS Integration Behaviour

When you enable the CMS integration in Smart Space, it’s important to know how and when the system links desks to the corresponding desk in CMS Engage. This article explains what to expect so you’re not caught off guard the first time you use it.

How the Integration Works

Once enabled, the CMS integration doesn’t immediately populate desk data. Instead, it waits for the first booking on each desk to actually begin. At that moment:

1. The integration checks the desk details with CMS.

2. It maps the desk, site and space to CMS Engage.

3. The desk is updated in SmartSpace.

This initial lookup happens only once per desk — the first time a booking starts after the integration is turned on.

Things to Keep in Mind

• Full-day bookings: If a desk is booked for the entire day, the CMS lookup won’t occur at midnight or at the time of booking creation. It will only initially trigger at the actual start time of that booking.

• Ongoing updates: After the first lookup, all future bookings for that desk will show the correct information automatically.

• No pre-fill: The system does not pre-populate all desks as soon as the integration is enabled. It’s an on-demand process triggered by booking activity.

Example Scenario

• You enable the CMS integration at 9:00 AM.

• A user has a full-day booking for Desk 101 starting at 8:30 AM.

• The integration will not update Desk 101 until the next booking begins (for example, tomorrow morning at 8:30 AM).

Best Practice

If you want to ensure desk mapping is up to date quickly, encourage users to check in and start their bookings as scheduled. This will trigger the initial integration process for each desk.