Add photos to every desk and room on a floor in one go. Drop in all your photos at once, and Kadence matches each one to a space using its file name. You check the matches, fix any that are wrong, and upload.

Space photos help employees see exactly what they’re booking. Instead of adding photos one space at a time, you can now upload a whole floor’s worth in a single batch - ideal after a photographer has shot the office.

Looking to add or change the photo for a single space? You can still do that from the space itself. See How to Create and Configure Resources.

Prerequisites

You need permission to edit spaces. These built-in roles have it by default:

Role	Can upload space photos
Super Admin	Yes
Global Admin	Yes
Building Admin	Yes
Coordinator	Yes
Employee, Safety Admin, Event Organizer, Booking Scheduler, Team Manager, Delegate, Neighborhood Captain	No

Using custom roles? A role can use this feature when it has the Edit space organization permission - the same permission that lets a user edit spaces and neighborhoods. See Custom Role Permissions.

Upload Photos to a Floor

1. Open the floor

Go to Buildings in the left-hand menu and select the building.
Select the floor from the Floor dropdown.
Click the kebab menu (⋮) at the top right and select Upload space photos.

2. Add your photos

Drag your photos into the upload box, or click browse and select multiple files at once. The floor plan stays visible on the right so you can see where each space is.

Kadence starts matching photos to spaces as soon as you add them.

3. Check the matches

Every photo is listed with the space Kadence matched it to and a label showing how confident the match is (see What the Labels Mean below). You can:

Change a match - select a different space from the dropdown next to the photo.
Clear a match - click ×. That photo won’t be uploaded.
Remove a photo - click the bin icon.

On a long list, turn on Hide exact matches to see only the photos that need checking.

4. Upload

Click Upload photos. A progress bar shows how many files are done, and each row shows Uploaded once its photo is on the space. When the batch finishes, you’ll see a summary of what uploaded and what was skipped.

Stay on the page until the upload finishes. If you navigate away mid-batch, some photos may not be set on their spaces.

Name Your Files So They Match

The quickest way to save time is to name each photo the same as its space. Kadence ignores capital letters, spaces, punctuation, and leading zeros, so small differences don’t matter.

File name	Space	Result
Desk 04.jpg	Desk 04	Exact
desk-4.png	Desk 04	Exact
ROOM_01.jpg	Room 01	Exact
Engineering Desk 21.jpg	Desk 21	Guess - the file name contains the space name
4.jpg	Desk 04	Guess - the file name is only a number
IMG_8812.jpg	-	No match - select the space yourself

Space names with extra text: matching only works one way - Kadence looks for the space name inside the file name, not the other way around. For example, Desk 11.jpg won’t automatically match a space called Desk 11 - Reserved.

Either name the file with the full space name, or select the space yourself during review.

Tip: If your space names don’t follow a clear pattern, you can rename spaces in bulk first using Bulk Upload Resources and Assignments.

What the labels mean

Label	What it means
Exact	The file name matches the space name. You can trust this match.
Guess	The file name contains the space name or its number, but isn’t identical. Check it before uploading.
Needs review	More than one photo matches the same space, or one photo could match several spaces. Only one photo can go on each space, so decide which one to keep.
No space	Kadence couldn’t find a match. Select the space yourself or remove the photo.
Changed	You selected the space yourself.

What Happens When You Upload

Existing photos are replaced. If a space already has a photo, its row shows Will replace existing image. The new photo takes its place, and the old one can’t be restored.

Photos without a space are skipped. They aren’t uploaded, and the summary lists them by name.
One photo per space. If two photos point to the same space, only one uploads. The other is skipped and the summary explains why.
Failed uploads can be retried. If a photo fails (for example, due to a lost connection), click Retry on that row - there’s no need to add it again. Photos that already uploaded aren’t affected.

Photo files

Use common image types: JPG, PNG, WebP, GIF, HEIC, and others your browser can open.
You don’t need to resize or convert photos - Kadence automatically resizes large photos and converts them to JPG before uploading.
Photos are centered on the space automatically, so keep the desk or room in the middle of the shot.
Photos upload to one floor at a time. To add photos to another floor, open that floor and repeat the steps.

Bulk upload is available in the Kadence web app for desks and other spaces only. It doesn’t cover building or floor photos, and isn’t available in the mobile app.

Frequently Asked Questions

I can’t see “Upload space photos” in the menu.

Make sure you’ve selected a floor first - the option is in the floor’s kebab menu. If it’s still missing, your role doesn’t have the Edit space organization permission. Ask your Global Admin to check your role.

I uploaded the wrong photo to a space. How do I fix it?

Upload the correct photo for that space again, either in a new batch or by editing the space directly. It replaces the wrong one.

Can I upload a zip file?

No. Select or drag in the image files directly - you can select as many as you need at once.

Why was a photo matched to the wrong space?

If a file name is only a number (like 1.jpg) or could match more than one space, Kadence picks the closest match and labels it Guess or Needs review. Check these rows and change the space before uploading.

Need Help?

For floorplan requests or questions, contact:
📩 [email protected]

For support with anything else, reach out to:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

Bulk Upload Space Photos