User Manual

All you need for SpaceOS is a web browser, so you can sign in from the office or from home. Even before you have an account, you can freely look around a "demo" that behaves just like the real thing — so feel free to explore first without any worry.

1. 1 Signing in

   Open /admin/login in the address bar and enter your ID and password. If typing it every time is a bother, turn on "Keep me signed in" — you will go straight in on your next visit.

   Handy to know If you do not know the password, ask whoever first set up the system for you. The first password is chosen once, during setup.
2. 2 Touring with the demo, no account needed

   It is perfectly fine if you do not have an account yet. Press the [Take the demo tour (view only)] button below the login box, and you can try out the admin screens filled with example data. Nothing you click is actually saved, so open things up and poke around with confidence.

   Handy to know The demo is also perfect when you want to show a customer or a colleague "here is what the system looks like".
3. 3 Opening the user manual

   Open it anytime from the [User Manual] link (this very document) to the right of "Keep me signed in" on the login box. Once you are signed in, you can also open it from the menu under your name (profile) at the top right.

The first time you sign in, we ask a few basics, just once. If you settle up front on what business you run and the name and account to print on invoices, every screen afterward gets ready to match. It takes about three minutes.

1. 1 Pick your operating purpose

   Choose the one closest to what you do now among long-term lease, monthly, short-stay, and hourly. This single choice tailors the dashboard layout, the wording used on screen, and even the default contract length.

   Handy to know It is fine if none fits perfectly right now — just pick the closest one. You can change it later, or even add another business alongside it.
2. 2 Enter issuer details

   Fill in your business name, registration number, address, and contact person. What you write here is printed right at the top of every invoice and statement you issue from now on.

   Handy to know It does not have to be perfect right now — you can fix it anytime under [Settings > Basic settings].
3. 3 Enter your collection account

   Enter the bank, account number, and account holder where payments should arrive. It appears in the "Payment guidance" at the bottom of the invoice, so your counterparty knows exactly where to send the money.

   Handy to know The currency of the account sets how amounts are shown across the whole screen — a won account shows ₩, a dollar account shows $.
4. 4 Save and get going

   Press save and you enter a dashboard arranged to match the business you just chose. That is all the setup you need.

The dashboard is your home screen, showing at a glance "how is my business doing today". Number summaries, graphs, and list cards are laid out to suit your kind of business, so open this first thing each morning.

1. 1 This month status badge

   Near the top of the screen it tells you "whether you have created this month's invoices". If you have not yet, the [Create this month's invoices] button is right there, so you never miss a task to take care of.

2. 2 Rearranging cards

   Each card has a handle to grab at its top right. Drag it to move the cards you check often to the top, and that arrangement is remembered as-is.

3. 3 Swapping cards out

   Press the gear (⚙) on a card to open the "switch to a different graph" window. From several ready-made visualizations, pick the one you like and replace the card entirely.

   Handy to know For example, you can put "vacancy status" where "monthly revenue trend" used to sit — arranging your home screen with exactly the information you want to see every day.

SpaceOS handles four rental businesses of different natures in a single program. Depending on which business mode you are in, the menu names, the dashboard, and even the wording change. If you run several businesses, you can move between them as needed with the ⇄ at the top right.

1. 1 Long-term lease

   Property leases running one to two years. You register counterparties, sign contracts, then send invoices each month. You keep an eye on contracts nearing expiry, money not yet received, spaces vacant for a long time, and revenue flow — all at a glance.

2. 2 Monthly

   Month-to-month use like storage, parking, and lockers. A placement board showing "who or which car is in which spot" takes center stage, and you watch overdue payments, new sign-ups, cancellations, and length of use.

3. 3 Short-stay

   Guesthouses and B&Bs. You keep track of who checks in and out today, occupancy, and the cleaning order.

4. 4 Hourly

   By-the-hour rentals like meeting rooms and studios. You see today's bookings by time slot and which hours get busy.

5. 5 Changing business mode

   Press the ⇄ at the top right and pick a business, and your spaces, contracts, billing, and dashboard all switch to that business at once.

   Handy to know Even when you run several businesses together, the data never mixes — a parking contract will never wander into your guesthouse screen.

Everything in this program is made up of three things: spaces, counterparties, and contracts. Once you picture the relationship between these three, the rest of the features follow naturally.

1. 1 Space

   A single smallest unit you rent out — like Unit 101, basement storage B-2, or parking A-11. You note down its name tag (code), which floor it is on, its area, and so on.

2. 2 Counterparty

   The party who rents a space. It could be an individual or a business. Sensitive numbers like a national ID or business number are stored safely with part of them masked (●●).

3. 3 Contract

   A single sheet that records "I rent this space to this person for this period at this price". It holds the deposit, rent, maintenance fee, start date, and end date. While a contract is alive, that space automatically becomes "in use", and once the end date passes it turns to "expired" on its own.

   Handy to know So you never have to mark vacancy by hand — just enter the contracts properly and the program works it out for you.

Invoices are not created on their own — the admin has to press a button that says "make this month's", and they are created at that moment. Why do it this way? Because it is safer to issue only after a person has checked once that the meter readings are done and no contracts have changed.

1. 1 Press the create button

   When you press the button, it gathers the currently active contracts, this month's meter readings, last month's utility bills, and your issuer and account details all together — and automatically makes one billing batch plus one line per counterparty. You do not have to calculate each person's share one by one.

2. 2 The moment it was made is preserved

   Each billing line captures the space, counterparty, and issuer details exactly as they were at the moment it was created, like a photograph. Even if a counterparty's address or business name changes later, the invoices you already issued stay the same, so a past invoice never quietly changes on you.

3. 3 Handling each line

   After creating them, you handle each line in turn — issue, then send by email, then confirm payment — and you can download the PDF invoice to print or send it.

When a single electricity or water bill arrives for the whole building, deciding how much of it each counterparty should pay is always a headache. This screen splits it automatically by each person's usage and the shared-area ratio, and matches it exactly so not even a single won is left over or short.

1. 1 Register meters & take readings

   Register a meter for each space, and each month you just write down the meter number. Usage is worked out on its own from "this month − last month".

2. 2 Enter the supplier bill total

   Enter this month's bill total from the power or water utility exactly as it arrived.

3. 3 Split it

   The total is divided by each person's usage and the shared-area ratio. Rounding to the currency unit leaves a few units over, and that remainder is added onto the largest line so that "the sum of the split equals the actual bill total" matches exactly.

   Handy to know So you never get that "I added it all up and it is off by a few won from the bill" situation later.

Roles are how you divide up what each person can do when several people share the system. Deciding in advance "who can touch how far" helps prevent mistakes and accidents.

1. 1 Admin & super admin

   Use every feature with no limits. This is for the owner and the person in charge of operations.

2. 2 Staff

   They handle day-to-day work (spaces, contracts, meter readings, billing), but changing settings or viewing system records is blocked — so there is no worry of accidentally touching an important setting. When staff change key information, a record is kept of "who changed what, and when".

3. 3 Demo

   An account that can only look around. Nothing is actually saved no matter which button is pressed, so you can show the screens to a prospect with total peace of mind.

4. 4 Website visitor

   These are users on the public website side, not the admin screens. They are split into ordinary visitor / member / partner, and once promoted to partner they can submit service requests.

This is where you register each space you rent out. Once you have your rooms, spots, and cells listed, you pick "which space" from here and link it in when you sign a contract.

1. 1 Add a space

   Press [Add space] and enter a name tag (a code like 101 · B-2 · A-11) along with the floor and area. If you want, you can add a nice-looking display name separately.

2. 2 Edit right in the list

   You do not have to go to another page to change a value. Click the type, code, or status right in the list row to fix it, and it saves on the spot.

3. 3 Add & sort floors

   Create a new floor with [Add floor], and drag to arrange the order they appear in.

4. 4 Delete & restore

   A deleted space does not disappear completely — it is kept, so even if you delete one by mistake you can bring it back.

Words and tables alone make it hard to get a feel for "which room is where". This editor lets you draw a floor like a plan, so you can see and manage how spaces are laid out with your own eyes.

1. 1 Open the editor

   Press [Open editor] from the floor list and that floor's plan appears.

2. 2 Drag to place

   Drag a space box into position with the mouse, pull its corners to size it, and rotate it 90° at a time if needed. Use the mouse wheel to zoom in and out.

3. 3 Save

   Once you have drawn it all, press save. The layout you placed is remembered as-is.

This is the feature to use when drawing a plan one piece at a time from scratch feels daunting. Describe the building in words and pick a few options, and the AI drafts the floors and space layout for you. All you have to do is touch it up, so it is much faster.

1. 1 Describe the building

   Choose the building type, number of floors, area, and special elements (lobby, parking, rooftop garden, and so on), and write a free description. Alongside, it shows you in real time "here is how this will be passed to the AI", so you get a sense of what else is worth adding.

2. 2 Start generating

   Press [Start generating] and the AI makes a draft plan. Progress updates on screen on its own, so all you have to do is wait.

3. 3 Refine and apply

   Refine the draft that comes out in the editor, then press [Apply] to register it as real floor and space data.

This is an address book where you register the parties who rent your spaces — the counterparties. Enter one once and you can call it up every time you sign a contract, and gather related documents per person too.

1. 1 Register & search

   Use [Create counterparty] to enter details for an individual or a business. Even as they grow in number, you can search by business name or number right away.

2. 2 Attach documents

   Press the clip (📎) icon at the end of a row to open the document drawer. Drop a file into the first slot to upload it, and you can gather the contract, business registration, and bank passbook copy under that counterparty.

3. 3 Edit & delete

   Open the detail from a row to fix or delete information.

This is where you actually connect a space and a counterparty. Write here "who rents which space, from when to when, and for how much", and from then on all the billing and vacancy calculations run off this contract.

1. 1 Create a contract

   Enter the space, counterparty, period, deposit, rent, and maintenance fee. The contract number is assigned automatically, so you do not have to set it yourself.

2. 2 Send an electronic contract

   Press [Create e-contract] to send the contract through the connected e-signature service, so the other party can sign online. No paper or fax needed.

3. 3 Terminate

   If you have to end it partway through, use [Terminate] to record the end date and the reason. Contracts that end normally turn to "expired" on their own once the expiry date passes.

This is where you create the invoices to send each month to your counterparties, issue them, and confirm payment too. You can create many at once and process them one after another, making end-of-month billing far lighter work.

1. 1 Create this month's settlement

   Press [Settle this month's charges] and this month's billing batch is created. Before sending, preview each line and check the amounts are right.

2. 2 Draft → finalize

   Review in the "draft" state, and once everything is right, move it to "finalized". Before it is finalized you can unlock it anytime to fix things again.

3. 3 Issue & send

   For each line, issue → send by email → download the PDF. To send many at once, gather the emails and electronic statements together in the batch-send window.

4. 4 Confirm payment

   When money arrives, mark it in the collection ledger as paid in full, waived, or carried over to next month. You keep clear track of who paid and who has not.

To split utilities on an invoice, you first need "who used how much". This meter-readings screen is where you gather those base numbers.

1. 1 Manage meters

   Register and edit which meters are attached to each space.

2. 2 Readings by utility

   For each item you collect, like electricity and water, fill in this month's meter numbers in the table. Just click a cell and type it in.

3. 3 Reading bills

   Register the total-amount bill that came from the supplier for this month.

This is an address book that gathers your booking guests. Group reservations by guest and, when a regular comes back, you can see their history right away.

1. 1 Register & search

   Enter guest details and find them by name or contact.

2. 2 Detail & merge

   View the booking history in the detail, and if the same person was registered twice, merge them into one.

This is where you book and manage reservations on a calendar or timetable. Short-stay shows a "room × date" calendar, and hourly shows a "room × time" timetable, so you can see at a glance when and where is free.

1. 1 Book a reservation

   Pick an open slot on the calendar or timetable and create a reservation. The amount is calculated in real time so you can check the quote right away, and if it overlaps with an existing booking it blocks it automatically.

2. 2 Check-in/out

   Change the status as guests arrive and leave, and run each day off the "arriving/departing today" lists.

3. 3 Folio

   Note extra charges and payments per reservation and issue a receipt. Add on extras like the minibar or an extension here.

4. 4 Settlement

   Use [Settle] to finalize the reservation's final amount.

While running bookings, all sorts of things keep coming up, big and small — a late check-in, a room needing cleaning, a special request. The situation board gathers those into a time-ordered list so you handle them without missing any.

1. 1 See what is going on now

   Check the things happening, in time order.

2. 2 Handle them

   Move each item to "acknowledged" or "done", or apply the action the system suggests.

When a guest leaves, the room must be cleaned before you take the next guest. This screen automatically creates a cleaning task whenever a checkout happens, managing who cleans which room and when.

1. 1 Cleaning list that appears automatically

   When a checkout happens, that room's cleaning task appears in the list on its own.

2. 2 Assign & status

   Assign who cleans, and change the status to in progress or done.

Answering the same common questions or requests from scratch every time is a bother. Organize them well in the knowledge base and you can pull them out right away when the same situation comes up.

1. 1 Manage entries

   Write down and refine the responses and solutions you use often, ahead of time.

This is where you manage the facilities that come with a building — like the elevator, fire systems, and septic tank — and the inspection goals you need to keep up with each month. It helps you not miss "what do I need to inspect this month?".

1. 1 Facility list

   Register your building facilities and keep a record of inspections and repairs.

2. 2 Inspection goals

   Turn on what you need from a ready-made set of goals or make your own, and mark the status as normal, caution, or danger. If there is a danger, it flags it on the dashboard and in notifications.

This is where you build the public website your customers see, yourself, with no coding. Stack "blocks" of text, photos, and tables to make pages, and you can even auto-translate what you wrote once into several languages.

1. 1 Manage pages

   Create new pages, publish them, set one as the home page, or duplicate them.

2. 2 Edit blocks

   Add blocks like text and images, drag to reorder them, and edit the content. Special blocks like vacancy status, a rate table, or a floor plan show real data automatically.

3. 3 Translation wizard

   Save once in your main language (usually Korean), then press [🌐 Translate] and it fills in the remaining languages automatically. No need to rewrite each language by hand.

This is where you build the menus (navigation) that appear at the top and bottom of your public website. Here you decide which items a visitor sees and where they go.

1. 1 Manage items

   Add menu items, drag to reorder them, and link each item to a page or an address (URL).

2. 2 Translate labels

   Translate the text shown in the menu into several languages.

This is where you manage member accounts and staff and admin accounts in one list. Here you organize and adjust who comes in with what permission.

1. 1 Pick a tab to view

   Use the All / Pending / Members / Staff / Admins tabs to view just the accounts you want.

2. 2 Detail editing

   Open a row to fix the name, contact, role, and status, or set a new password. Admin accounts, however, are view-only for safety.

3. 3 Create an account

   In [Create account], first choose whether it is a member or staff, then fill in the matching details.

This is where you gather contacts for the outside companies you work with — like cleaning, building management, and tax services. You can find and reach them right away when needed.

1. 1 Manage partners

   In a small window, enter, edit, and delete the company name, contact person, and contact details.

This is a document storeroom where you view all the files you attached here and there in one place. It keeps contracts, business registrations, bank passbook copies, and utility bills gathered together instead of scattered.

1. 1 Browse documents

   View the uploaded documents in a list, and add new ones or delete them.

This is an inbox where you receive and handle, in one place, the inquiries, tour requests, vehicle registrations, and brokerage inquiries guests leave on the public website. It gathers requests that came in through several paths so you do not miss any.

1. 1 Check submissions

   View newly arrived requests in the list.

2. 2 Handle status

   Manage them by moving the status through in progress, resolved, and archived.

This is where you receive and handle the service requests (repairs, inquiries, and so on) partners submit, and decide for yourself the very items you accept.

1. 1 Open/closed

   View requests still being handled (pending + in progress) and finished ones (resolved + rejected) separately.

2. 2 Change status

   Change the status in the detail and leave a handling note.

3. 3 Define what you accept

   In [Service request definitions], lay out the items you accept in two tiers, "big topic → small topic", and make fields for what information to collect.

This is a record left behind when staff change important information — "who changed what, when, and how". You can trace it back when a problem comes up, which is reassuring.

1. 1 Browse & filter

   Pick by the kind of target and check what it was before and after, side by side.

This is where the backbone settings of your business are gathered. Here you decide your operating purpose, how utilities are collected, billing items, the issuer and account, and which features to turn on.

1. 1 Purpose & policy

   Set the operating purpose and the utility method (the manager collects and splits / each pays directly).

2. 2 Issuer, bank & asset

   Manage the issuer details printed on invoices, the account payments arrive in, and asset information.

3. 3 Turn features on/off

   Turn features like facility management and service requests on and off. Turn one off and its menu disappears at once, so your screen does not get cluttered with features you do not use.

These are settings needed only for booking businesses (short-stay and hourly). Here you adjust booking-specific options like booking channels and reminder sending.

1. 1 Channels

   Turn on and configure where you accept bookings (booking channels).

2. 2 Reminders

   Set the rules for when to send booking guidance to guests.

These are settings for connecting to outside services like AI, electronic statements, e-contracts, mail, and text notifications. Register several by priority and, when the first one is unavailable, it moves to the next one automatically so things do not break off.

1. 1 Register a connection

   Enter the key (API key), address, and model you received from each service, and drag to arrange them in the order you want to use them.

2. 2 Test the connection

   Press [⚡ Test connection] and it actually sends a signal once, confirming on the spot whether the connection works.

3. 3 Automatic backup

   If the first choice does not respond, it moves to the second automatically. Even if you have not entered any key yet, a temporary development connection keeps the screen flow from breaking.

This is where you prepare, in advance, the wording of the mail and notifications sent to counterparties and guests. Rather than writing it fresh each time, it goes out automatically following the template you set.

1. 1 Edit a template

   Fix the body and design, and check how it will actually look with a preview.

2. 2 Set a default template

   Among several, decide which one to use as the default. Mail templates also have a slot to put a payment link in.

This is where you make and place the cards (widgets) on the dashboard yourself. You can arrange your home screen with exactly the information you want to see every day.

1. 1 Make a widget

   Choose what graph shape, what data, and how big to show it, and make a widget.

2. 2 Place & swap

   Change the order, or swap an existing card for a different widget.

3. 3 How-to guide

   From the [? How to use] 6-step guide on the screen, you can learn step by step about the concept, data, shape, size, styling, and refresh interval.

The bell at the top of the screen tells you "what needs your attention right now". It appears here when a new request comes in, when billing has not gone out yet, or when inspections have piled up.

1. 1 Check

   Press the bell to open the notification list. You will see things like new service requests, invoices not yet issued (a week before the due date), and overdue management goals.

2. 2 Tidy up

   Clear them one by one or tidy up with "Mark all read", and skim through them in [View all] by tabs by kind (All / Service requests / Settlement / Management).

When you run two or more businesses, change the one you are working on now with the ⇄ at the top right. The moment you press it, the whole screen changes into that business's.

1. 1 Switch

   Pick one from the list of active businesses and the whole screen changes to that business. The one with a ✓ is your current business.

2. 2 Add a business

   Turn on a new business for the first time under "Add another purpose" and managing that business begins.

Pick the language for the admin screen. You can view it in whichever is comfortable among 한국어 · English · 简体中文 · 日本語.

1. 1 Switch

   Pick a language from the language menu and it changes right there on the spot.

This is the personal menu that appears when you press your name at the top right. Pin the screens you visit often as shortcuts — and the user manual and logout are here too.

1. 1 Edit shortcuts

   Press the gear (⚙) at the top of the profile to open the panel for turning shortcuts on and off. Pick just the screens you use often and they get pinned to the menu.

2. 2 User manual

   Use [User Manual] to reopen this very guide anytime.

3. 3 Logout

   Use [Logout] to safely end your session.