Question 1

What is spacebly and who is it for?

Accepted Answer

spacebly is a UK office space marketplace that connects companies looking for workspace directly with office operators. Businesses use spacebly free to discover, shortlist and book viewings, with accurate prices up front.

Question 2

Does spacebly offer cashback?

Accepted Answer

Yes. spacebly pays cashback to businesses that sign through it: 3% of your first-year licence fee as vouchers or experiences, or 1.5% as cash, with a £250 minimum on every completed deal. See Cashback by spacebly for the full details.

Question 3

How do I create a client account?

Accepted Answer

Click "Sign up" in the header, choose "I'm looking for office space", and verify your email. You can start searching immediately and your shortlist, enquiries, and viewings will all live in your dashboard.

Question 4

How do I switch between client and operator mode?

Accepted Answer

Each account has one role. If you signed up as a client but represent a building, contact support and we will help you set up an operator account.

Question 5

How do I search by location, budget, or team size?

Accepted Answer

Use the search bar on the home page or the Search page in your dashboard. Type a city, postcode, or area, then refine using the filters for team size, budget, space type, and amenities. Results update live on both the list and the map.

Question 6

How does the map view work?

Accepted Answer

Every search shows a list and a map side by side. Pan or zoom the map to explore neighbourhoods, click a pin to preview an office, and use the operator filter to see only buildings from a specific brand.

Question 7

Why are some offices not visible?

Accepted Answer

Only offices that have been approved by our team appear in search results and on the map. New listings, offices with missing names, or buildings with paused subscriptions don't appear in search until they're ready to receive enquiries.

Question 8

How do I save a search and get notified of new matches?

Accepted Answer

Use the "Notify Me" button on the Search page. We will alert you whenever a new office matching your criteria is approved, so you do not need to keep refreshing.

Question 9

What is the difference between Favourites and Shortlist?

Accepted Answer

Favourites is a quick personal "save for later" list. Shortlist is a curated set of offices you are seriously considering — it can be shared, used to schedule bulk viewings, and tracked through to a deal.

Question 10

How do I add an office to my Shortlist?

Accepted Answer

On any office card or detail page, tap the heart icon to favourite it, then move it to your shortlist from the Favourites page. From the shortlist you can request viewings or send the list to your team.

Question 11

How do I share my Shortlist with my team?

Accepted Answer

Open My Shortlist in the dashboard, click Share, and copy the link. Anyone with the link can view the offices and pricing without needing an account.

Question 12

How do I remove an office from my Shortlist?

Accepted Answer

Open the shortlist card and click the remove icon, or unfavourite the office anywhere on the site. Removed offices stay searchable, just no longer pinned to your shortlist.

Question 13

What is Notify Me?

Accepted Answer

Notify Me lets you tell us the kind of office you want — area, size, budget — and we email you the moment a matching listing goes live. It is the easiest way to be first in the queue for new spaces.

Question 14

How do I join a waiting list for an office that is not available yet?

Accepted Answer

On any office detail page that has no current availability, click "Notify me when available". You will be added to that building's waiting list and alerted as soon as a suite frees up.

Question 15

How will I be notified when something matches?

Accepted Answer

You will get an in-app notification (the bell icon in the top right) and an email. Push notifications are also available if you allow them in your browser.

Question 16

What is "Let Offices Find Me!"?

Accepted Answer

Instead of contacting buildings one by one, broadcast your requirements to every relevant operator at once. They reply directly with offers tailored to your brief.

Question 17

How do I broadcast my requirements to operators?

Accepted Answer

Open "Let Offices Find Me!" in the sidebar, fill in the short brief (location, team size, budget, move-in date), and submit. Approved operators in your target area are notified instantly.

Question 18

Can I edit or close my enquiry later?

Accepted Answer

Yes. Open My Enquiries in the dashboard to update the brief, pause notifications, or close the request once you have what you need.

Question 19

Who can see my broadcast?

Accepted Answer

Only verified operators with offices that match your criteria. Your contact details stay private — operators message you through spacebly.

Question 20

What is in an Office Report?

Accepted Answer

A branded PDF summary of an office: pricing, available suites, amenities, transport links, photos, and area context. Useful for sharing internally with decision-makers.

Question 21

How do I request or download one?

Accepted Answer

Open Office Reports in the dashboard, pick an office from your shortlist or recent views, and click Generate. Reports are produced server-side and usually ready within a minute.

Question 22

What is the difference between a Proposal, an Offer, and a Deal?

Accepted Answer

A Proposal is a curated package an operator sends to you. An Offer is a specific commercial proposition for a suite (price, term, incentives). A Deal is the agreement once an offer is accepted and progresses toward signing.

Question 23

How do I review an offer from an operator?

Accepted Answer

Open My Offers in the dashboard. Each card shows the building, suite, headline price, and the operator's message. Click through for the full breakdown and any attached documents.

Question 24

Where do I see the operator's note attached to an offer?

Accepted Answer

On each offer card and row there is a small note icon next to the building name when a personal note is attached. Click it to read the full message.

Question 25

How do I accept, negotiate, or decline an offer?

Accepted Answer

Open the offer and use the Accept, Negotiate, or Decline buttons. Negotiating opens a thread with the operator so you can agree on terms before moving to a deal.

Question 26

How do I track a deal from offer to signed contract?

Accepted Answer

My Deals shows every active and historical deal with its current status — accepted, in legals, signed, or completed. You will be notified at every milestone.

Question 27

How do I arrange a viewing from my Shortlist?

Accepted Answer

Open My Shortlist, pick the offices you want to see, and click Request Viewing. You can request a single viewing or use the bulk scheduler to plan a tour across multiple buildings in one day.

Question 28

How do bulk viewings work?

Accepted Answer

The bulk viewing scheduler lets you queue up to 20 buildings, suggest preferred time windows, and we coordinate with each operator. You see the confirmed schedule in My Calendar.

Question 29

How do I reschedule or cancel a viewing?

Accepted Answer

Open My Viewings, find the request, and use the reschedule or cancel actions. Rescheduling is blocked while a request is still pending — wait for the operator to confirm or decline first.

Question 30

Where do I leave feedback after a viewing?

Accepted Answer

Once a viewing is marked complete, you will receive a feedback link by email and an in-app prompt. Your feedback helps operators improve and refines your future recommendations.

Question 31

What does My Calendar show?

Accepted Answer

A unified view of every confirmed viewing, pending request, and offer milestone tied to your account. Drag-to-reschedule is supported where the operator allows it.

Question 32

How do I invite teammates?

Accepted Answer

Open Account Settings → Team and add their email. Invitees get a link to join your workspace and share favourites, shortlists, and viewings.

Question 33

How do I manage email and push notifications?

Accepted Answer

Account Settings → Notifications lets you toggle email, in-app, and browser push for each event type (offers, viewings, deal milestones, broadcast replies).

Question 34

How do I change my password or email?

Accepted Answer

Account Settings → Security has options to update your password or email. Email changes require verification of the new address.

Question 35

How do I delete my account?

Accepted Answer

Contact support from the Help Centre and we will permanently remove your account and personal data within 30 days, in line with our privacy policy.

Question 36

How do I register as an operator?

Accepted Answer

Visit the Partner page and submit your operator application. Once verified, our team activates your account and helps you onboard your first buildings.

Question 37

What is the difference between an operator admin and a team member?

Accepted Answer

An operator admin account owns the operator profile and controls billing, team access, and approvals. Team members can manage day-to-day enquiries and viewings but cannot change subscription or team settings.

Question 38

How are subscriptions and approvals managed?

Accepted Answer

Your subscription status controls which offices stay live. If a subscription is suspended, your offices don't appear in search until it is reactivated. Each office is reviewed by spacebly before going live.

Question 39

How do I add a new office and its suites?

Accepted Answer

Open My Offices → Add Office, fill in the building details, then add suites with capacity, price, and availability. Upload photos and amenities at the same time.

Question 40

How do I edit pricing, availability, photos, and amenities?

Accepted Answer

Open the office, then edit any suite inline — change price, headcount, availability date, photos, or features without leaving the page. Changes save immediately.

Question 41

Why does my office need approval before going live?

Accepted Answer

A quick review by spacebly protects clients from incomplete or inaccurate listings and keeps the search experience trustworthy. Most listings are approved within one business day.

Question 42

How does pricing priority work?

Accepted Answer

If you set a headline price on the office it is shown as the lead price. Where no headline is set, the lowest available suite price is used so clients always see an accurate "from" figure.

Question 43

How do photos get auto-labelled?

Accepted Answer

Uploaded photos are automatically tagged (e.g. meeting room, kitchen, breakout) so they appear in the right place on the office page. You can override any label manually.

Question 44

Where do I see clients who broadcast searches matching my offices?

Accepted Answer

Open My Enquiries / Waiting List. Every relevant client broadcast is listed with their brief — team size, budget, move-in date — and a one-click reply.

Question 45

What is the Waiting List and how do I respond?

Accepted Answer

When a client signs up to be notified for a building or area you cover, they appear in your Waiting List. Reply with availability and pricing to convert interest into viewings.

Question 46

What are Nearby Clients and when do they appear?

Accepted Answer

Nearby Clients shows companies actively searching close to your buildings, even if they have not enquired yet. The list is enabled per account and only shows clients you have not already offered a space to.

Question 47

How do I confirm, reschedule, or decline a viewing request?

Accepted Answer

Open Viewing Requests, click the request, and use the Confirm, Reschedule, or Decline actions. The client is notified instantly by email and in-app.

Question 48

How do I mark a viewing as complete?

Accepted Answer

After the viewing, open the request and click "Mark complete". This unlocks the client feedback form and moves the deal one step closer.

Question 49

How do clients leave feedback?

Accepted Answer

Completed viewings trigger an emailed feedback form for the client. Submitted feedback appears against the viewing record so you can act on it.

Question 50

How do I send an offer to a client?

Accepted Answer

From the client's enquiry, viewing, or shortlist, click Send Offer. Pick the suite, set the price and term, add incentives, and send. The client sees it in My Offers immediately.

Question 51

How do I add a personal note to an offer?

Accepted Answer

On the final review step before sending an offer there is a "Note to client" field. Anything you write there is shown to the client alongside the offer details.

Question 52

How do proposal negotiations work?

Accepted Answer

When a client clicks Negotiate, a thread opens between you and them. You can revise pricing or terms; both sides are notified at every change until the offer is accepted or declined.

Question 53

How do I record a signed deal?

Accepted Answer

Once an offer is accepted, it appears in My Deals. Update the status as the deal progresses through legals to signed and completed; admin can also help log historical deals.

Question 54

What does My Calendar show for operators?

Accepted Answer

Every confirmed viewing, pending request, and offer milestone across all of your buildings, in one timeline. Filter by office or team member.

Question 55

How are operator performance reports generated?

Accepted Answer

Reports are produced server-side and aggregate views, enquiries, viewings, offers, and deals into a branded PDF. Trigger one from Reports in the dashboard.

Question 56

How long does report generation take?

Accepted Answer

Most reports are ready within a couple of minutes. A progress timer in the UI tracks the job — if anything stalls, our system retries automatically.

Question 57

How do I invite team members?

Accepted Answer

Open Management → My Team and send an invite by email. New team members get access to enquiries, viewings, offers, and reports for your buildings.

Question 58

What can a team member do versus an operator admin?

Accepted Answer

Team members handle daily operations — replying to enquiries, scheduling viewings, sending offers, and updating deals. Only the operator admin can change subscription, billing, or remove team members.

Question 59

How do I remove a team member?

Accepted Answer

Open Management → My Team, find the user, and click Remove. Their access is revoked immediately.

Question 60

How do I update my company branding?

Accepted Answer

Management → Settings holds your operator profile, logo, contact details, and brand colours used across reports and shared shortlists.

Question 61

How do I manage notifications?

Accepted Answer

Account Settings → Notifications toggles email, in-app, and browser push per event (new enquiry, viewing request, offer response, deal milestone).

Question 62

What happens if my subscription is suspended?

Accepted Answer

Suspended subscriptions hide all of your offices from search and pause new client enquiries. Past deals and historical data remain available; reactivate the subscription to restore live listings.

Getting started

What is spacebly and who is it for?

What is spacebly and who is it for?

Does spacebly offer cashback?

Does spacebly offer cashback?

How do I create a client account?

How do I create a client account?

How do I switch between client and operator mode?

How do I switch between client and operator mode?

Searching for offices

How do I search by location, budget, or team size?

How do I search by location, budget, or team size?

How does the map view work?

How does the map view work?

Why are some offices not visible?

Why are some offices not visible?

How do I save a search and get notified of new matches?

How do I save a search and get notified of new matches?

Shortlist

What is a Shortlist?

What is a Shortlist?

How do I add an office to my Shortlist?

How do I add an office to my Shortlist?

How do I share my Shortlist with my team?

How do I share my Shortlist with my team?

How do I remove an office from my Shortlist?

How do I remove an office from my Shortlist?

Add to Waiting List

What is Add to Waiting List?

What is Add to Waiting List?

How do I join a waiting list for an office that is not available yet?

How do I join a waiting list for an office that is not available yet?

How will I be notified when something matches?

How will I be notified when something matches?

Let Offices Find Me

What is "Let Offices Find Me!"?

What is "Let Offices Find Me!"?

How do I broadcast my requirements to operators?

How do I broadcast my requirements to operators?

Can I edit or close my enquiry later?

Can I edit or close my enquiry later?

Who can see my broadcast?

Who can see my broadcast?

Office Reports

What is in an Office Report?

What is in an Office Report?

How do I request or download one?

How do I request or download one?

Proposals, Offers and Deals

What is the difference between a Proposal, an Offer, and a Deal?

What is the difference between a Proposal, an Offer, and a Deal?

How do I review an offer from an operator?

How do I review an offer from an operator?

Where do I see the operator's note attached to an offer?

Where do I see the operator's note attached to an offer?

How do I accept, negotiate, or decline an offer?

How do I accept, negotiate, or decline an offer?

How do I track a deal from offer to signed contract?

How do I track a deal from offer to signed contract?

Viewings and Calendar

How do I arrange a viewing from my Shortlist?

How do I arrange a viewing from my Shortlist?

How do bulk viewings work?

How do bulk viewings work?

How do I reschedule or cancel a viewing?

How do I reschedule or cancel a viewing?

Where do I leave feedback after a viewing?

Where do I leave feedback after a viewing?

What does My Calendar show?

What does My Calendar show?

Account, team and notifications

How do I invite teammates?

How do I invite teammates?

How do I manage email and push notifications?

How do I manage email and push notifications?

How do I change my password or email?

How do I change my password or email?

How do I delete my account?

How do I delete my account?

Still need help?