Organisation, workspaces and spaces in Systam Studio

Systam Studio is built on three levels: your organisation, the workspaces inside it, and the spaces used by Systam Rooms. Once you know what each level does, setting up a new site or a new country takes minutes instead of a support ticket.

The three levels

The organisation

The organisation is the top level. Everything else lives inside it.

Anyone with the Organization owner role sees the whole organisation: every workspace, every setting, every user and every device. This is the only role that works across all workspaces, so it suits people who run visitor management for the whole company rather than for one site.

Owners also grant roles to others. You can promote an existing admin to Organization owner, or give a recipient admin rights to a single workspace, without creating a new account.

Workspaces

A workspace is one site. If your company has offices in Helsinki, Tampere and Warsaw, each one is its own workspace.

The workspace is where the real configuration happens. Almost everything a visitor sees or experiences is set per workspace:

You move between workspaces from the workspace switcher in the top bar of Systam Studio. The workspace you have open is the one you are configuring, so it is worth checking the switcher before you change a setting.

Creating a new workspace

Organisation owners create new workspaces themselves, from the same switcher.

1. Click the workspace switcher in the top bar. You see the workspaces you have access to.
2. Select Add Workspace at the end of the list.

A new workspace starts with a clean slate. It has its own settings from the beginning and inherits nothing from the other workspaces.

Visit types

A visit type is its own route through sign-in. It lets you treat different groups of visitors differently, without compromising for any of them.

Each type has its own pre-arrival message, its own terms of visit and its own badge content. A type can also require a Systam Pass safety induction before the visitor is allowed in.

A practical example from a factory site:

• Contractors get an induction link in their pre-arrival message and cannot sign in until the induction is done. Their badge shows the area they are working in.
• Office guests sign in with a PIN code, without an induction, and get a standard visitor badge.

Other common types are drivers, job applicants and your own employees. Visit types are defined per workspace, so a factory and a head office can run completely different ones.

You find the types under Settings → Visit types. The section heading shows how many types your workspace is using and how many are available. If you need more, contact support@systam.fi.

Grouping workspaces

Workspaces can be grouped under a parent workspace. A campus with four buildings, or a country organisation with several offices, can be arranged so the structure matches how the company actually works.

Grouping does not copy settings. Each workspace keeps its own configuration, and a change in the parent does not flow down to the ones below it. The grouping is there to organise and to give visibility across sites, not to save configuration work.

Spaces

Spaces belong to Systam Rooms, not to visitor management. A space is a meeting room that has been connected to a calendar resource in Microsoft 365 or Google Workspace, and usually to a door display outside the room.

Once a space is connected, its bookings appear on the display, and people can book a free room straight from the screen. When you are setting up a building with dozens of meeting rooms, you can create the spaces and their displays in one go from an Excel file.

What this structure gives you

Every site keeps its own way of working

A factory can require a safety induction from contractors while the head office signs in guests with a PIN code. Same organisation, different visit types, no compromise between them.

People see only what concerns them

Roles are tied to workspaces. A front desk user in Tampere sees Tampere visitors, and a workspace admin manages the sites assigned to them. Only the organisation owner sees everything.

New employees land in the right place automatically

If you sync your staff from Microsoft Entra ID, you can route people to the right workspace based on their group or an attribute in the directory. A new hire in Warsaw becomes a recipient in the Warsaw workspace without anyone moving them by hand.

One organisation, several countries

Each workspace has its own time zone, country and language. Visit times are shown correctly at every site, and each country can have its own privacy policy in its own language.

An emergency alert reaches exactly who it should

When you send an emergency alert, you choose whether it goes to the workspace you have open or to every linked workspace at once. A local incident stays local, and a company-wide evacuation reaches everyone.

Related articles

• User roles and permission in Systam Studio
• Add a visit type
• Configure Microsoft Entra ID integration via SCIM
• Importing spaces and devices in bulk to Systam Rooms
• Sending an emergency alert from Systam Studio

That is the whole structure. Once your workspaces match your sites, everything else in Systam Studio falls into place.