Assigning a desk to an employee
Assignment reserves a desk for a specific employee, several employees or a group. This article covers how to assign and unassign a desk, what happens to existing bookings, and how the system creates bookings for assigned desks.
How to assign a desk
- Open Manage → Office management → Workspaces and click Edit map for the office you need.
- Click the desk and choose Edit.
- In the Usage type field select Assigned and pick a subtype: Multi assigned — assignment to several users or groups who get booking priority; For a period — assignment to one employee with start and end dates (up to three months); Single assigned — assignment to one employee on the selected days of the week.
- Click Save in the form, then Save on the map.
Choosing how to reseat
If the desk already has bookings, the system opens a dialog with two options:
- Strict assign (“Delete existing bookings”) — other employees’ existing bookings are cancelled, and the assigned employee’s bookings are moved to this desk (full reseating).
- Soft assign (“Save existing bookings”) — all existing bookings are kept; the assignment takes effect for new bookings only.
The system then asks whether to notify users: send email notifications about the change to the affected employees, or apply the change silently.
How assigned desks work
- The system automatically creates bookings for the assigned desk 28 days ahead and extends this horizon daily.
- If the assigned employee releases the desk — for example, marks “remote” or “not working” in the schedule — employees with access to the desk can book it for those days. The assignment is kept.
- With Multi assigned, the desk stays bookable, but the assigned users and groups have priority.
- If booking confirmation (check-in) is enabled, it applies to assigned desks when the “Assigned” desk type is selected in the check-in settings.
Bulk assignment from a file
The map editor can import assigned users from a CSV file — handy when seating a large office. If the file contains errors (an unknown employee, an occupied desk, and so on), the system shows them as a list.
How to unassign a desk
Open the desk form and switch the Usage type back to Bookable (or remove the user from the assignment). The system will again ask what to do with the bookings and whether to notify the users.
