Space management

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Space management

    Space management is a component of the Facilities Service Management application that defines and analyzes space usage at multiple organizational levels using consistent units of measure. It provides key metrics such as occupancy percentage and total available space to help organizations optimize facility usage. Note that this feature is no longer available for new ServiceNow customers.

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    This capability supports forecasting future space needs, simplifying chargeback processes, analyzing space for both actual and planned use cases, and grouping spaces into zones for better organization.

    Space hierarchy

    The space hierarchy models organizational facilities from the top down as campus, building, level (floor), and individual space. Customers can create custom space types and extend the base fmspace table accordingly, with proper access controls in place. This hierarchical structure enables effective tracking and analysis of space utilization.

    Space roll-up calculations

    Occupancy, area, and usage data roll up from lower-level spaces to higher levels in the hierarchy. Spaces can be marked as available for occupancy with a defined maximum occupancy. The system calculates real-time occupancy percentages based on current versus maximum occupancy. These calculations are driven by a script include that manages roll-up logic.

    Associated users and departments

    • Users: Employees can be assigned to multiple spaces with one primary location. Assignments update occupancy and availability metrics automatically. Space availability adjusts when users become inactive.
    • Departments: Spaces can be allocated to multiple departments for cost and reporting purposes. Department ownership percentages are calculated based on assigned weights, ensuring the total equals 100%.

    GeoJSON map files and customer-created maps

    Floor plan visualization leverages GeoJSON map files, an open standard for geographic data representation. Customers build maps by defining campuses, buildings, floors, and spaces in order.

    Data import and transform

    Data can be exported as .xls files via transform processes and imported into the ServiceNow space management application to keep records current and accurate.

    The concept of space is part of the Facilities Service Management application. Space provides a definition at all levels with the same unit measure, and presents metrics that are readily available for analysis. These metrics include occupancy percentage, total space available, and so on.

    Note:
    This feature is no longer available for new customers.
    The additional benefits of space management include:
    • Ability to forecast future space requirements
    • Simplification of the charge back process
    • Space analysis for actual and planned use cases
    • Addition of zones for creating different collections of spaces

    Space hierarchy

    A natural hierarchy models all the spaces of your organization. You can use this information to determine how effectively you are using your facilities space. The hierarchy from top to bottom is campus, building, level (floor), and space.

    You can create types of spaces as needed. New space definition tables extend the [fm_space] table. Be sure to set the proper ACLs. The following graphic depicts how tables are related to one another.
    Figure 1. Space table hierarchy
    Picture depicts order of tables as fm_campus, alm_building, fm_level, and fm_space and how they are extended

    Space roll up calculations

    The Facilities Service Management application can roll up occupancy, area, and usage information from lower to higher levels in the space hierarchy. Roll ups are spaces designated as available for occupancy. The occupancy values from that space roll up to the level above them.

    When you designate a space as available for occupancy, you can also specify the maximum occupancy. Depending on the actual occupancy, a percentage appears to show how much space is available. A script include modifies the roll-up calculations.
    Figure 2. Available for occupancy selected and dependent fields
    image is a screenshot showing the available occupancy check box and dependant fields
    The values that roll up are:
    • Occupancy
    • Max occupancy
    • Assignable area

    The percent occupied calculation takes place based on the current and max occupancy values.

    Associated users

    You can assign users to more than one location, with a primary location.

    Assign employees a primary location. A business rule ensures that an employee can have only one primary location. Employees that travel between campuses can have an assigned space on each campus. The [fm_m2m_user_to_space] table stores these records. Adding a user automatically updates the current occupancy and availability status of the space and performs the percent occupied calculation.
    Note:
    Space becomes available when a user becomes inactive.

    Associated departments

    You can assign spaces to more than one department for cost allocation and reporting purposes.

    The Associated Department [fm_m2m_department_to_space] table extends the fm_space table, containing the relationship of departments and percentage ownership. A percentage automatically calculates after setting the weight for each department. A business rule sets the percentages based on weight so that the sum of percentages equals 100%.