▶ Assets > Spaces
What is a Space in Moderan
Space in Moderan is a single unit that you lease out to tenants.
It can be a whole floor, multiple offices as one, a shop combined of several rooms, or a single room. You can even add spaces according to the floor/building plan.
Once the spaces are defined in Moderan, you can update them (name, space size, space function/purpose, etc.)
Space sizes are the most important part behind the Space concept. In Moderan the Total Leasable Area is calculated by adding all leasable spaces m2. Furthermore, this leasable area is used in Reports, main metrics of the Property (e.g. Vacancy, Leasable Area) and Cost/Utilities calculations.
We recommend entering Spaces to the clearest physical level of a Space to be leased. That allows you to make changes and various combinations of Spaces more easily.
Example: You have a tenant renting out three floors. You may enter all three floors as a Space unit. Yet, if some floors/rooms are taken from this tenant it would be easier to split them out if you define Spaces as rooms.
PRO TIP: At this point you may want to go over and structure up your data for effective property management. Moderan Team can help you, please contact us at support@moderansolutions.com.
How to add a new Space
- Go to Assets > Spaces.
- Click +ADD NEW and fill in the fields:
Space fields:
- Space name* – enter a name for this Space. This is a mandatory field.
Tips for Space naming
– Tenants might change with time, so it's useful to select a more general identifier, e.g. space/floor number and/or combo instead of naming Spaces after tenants.
– Name might be an office number (e.g. 201), a combination of number and function (e.g. Appt 6, Warehouse Locker-34), premises numbers from the Building plan/Registry, etc.
We recommend using a combination of 3 digits where the first digit represents a floor and the other two a unique Space number. Three digits make sorting more convenient.
Example: Spaces 105 and 106 are on the first floor, Space 201 on the second, etc.
- Building* – select the Building in which this Space is located. Once selected, they will be linked further. This is a mandatory field.
- Space Function – select the relevant function for the Space. By default, available Space Functions are: Hotel, Parking, Restaurant, Warehouse, Industrial, Residential, Entertainment, Retail, Office, Other, Service.
If there is a need for more Space Functions, an Admin user can add custom options in Admin > Settings:
- Leasable vs Non-leasable Space
Not all Spaces in your Property are leasable: you may want to enter some common areas that are not to be leased out (e.g. ventilations, corridors, public toilets). You can do that in Moderan by unticking the Leasable Space field when you create it.
Non-leasable Space features:
1. The Space won't be included in the Leasable Area of the Building. The Total Leasable Area will be calculated only based on Spaces which you have defined as Leasable.
2. It is not possible to link Non-leasable Spaces to a Rental Contract. In Contracts you can only select Spaces that have been marked as Leasable.
3. Costs/utilities and meters cannot be allocated to Non-Leasable Spaces.
- Space Size – exact m2 of the Space.
Space size in Moderan is flexible; you can change the initial space size when the premise is remodelled (split into several rooms or merged into one), remeasured, etc.
A new line should be created in the Space sizes card by adding the date of the Space size change and the new m2. This way a log of the Space history is created and the change is represented correctly in Reports and/or Costs.
More information on how to change the Space size and various scenarios can be found here.
- Floor – add the floor number.
- Section – a text field for specifying the building section or other relevant info (e.g. Section A, North entrance).
- Target Rent – define the level of rent you want to be earning from this Space. Moderan will show you a comparison of this and the actual income in the Contract card, both as an absolute value and a percentage. Usage of Target Rent is optional – when the field is not filled, it will not be shown in the Contract.
Custom fields, deleting a Space (for Admin users)
Creating a Custom field
If you are missing the right field for your Property's data (e.g. a website link), you can create your own custom field.
Click the CUSTOM FIELDS button, enter the Field name and choose the Field type (Text, Number, Checkbox, Date Picker).
All Custom fields are created for the whole Portfolio and all users — they are not exclusive to a singular Property or the Property where the field was first added.
Example: a custom checkbox field "Pets allowed" added in the Space card:
When a Custom field is created, it automatically appears in the Spaces list view under Columns and is available in the Spaces report. This allows you to easily filter, sort and group by the custom field column.
▶ Assets > Spaces list view
▶ Reports > Spaces
Deleting a Space
Newly added Spaces can be deleted, as long as there are no Rental Contracts linked to them and the Space is not included in any Costs period > Space set.
If the Space has been linked to a Rental Contract — even if that contract is now archived — Moderan does not allow you to delete the Space. This is intentional, to keep the history of the Space, Rental Contracts and Reports intact.
Adding Pictures to the Space card
You can add photos of your Spaces, a floor plan with the Space marked, and even moving GIFs, e.g. to show several sides of the Space.
This can be done by either clicking the Select or drop image file here button or simply dropping images there. Multi-load is supported so you can select several images at once.
Supported file formats: .bmp, .png, .jpg, .jpeg, .gif, .tiff.
Explore more articles in the Moderan Knowledge Base. If you have any questions or need assistance, feel free to contact us via chat or at support@moderansolutions.com.