Manage Allocation and Seats Overview
The Floor Map is where you manage the allocation of Departments, Workgroups, Neighborhoods, and the employee seating assignment.
Seating Charts for Fixed Desks
When your Seating Chart has fixed desks, you can assign your unseated employees to their seats.
This can be done manually or via an import.
- Bulk Import Employees to their Desks - We recommend that when you have > 200 employees to seat that you use the Employee Import to seat the employees in bulk. See Add Employees to Seats via the Move Import.
- Manually Seat Employees to their Desks - If you have < 200 employees you can manually seat the employees. Note, if you want to you can still use the Move Import to seat the employee.
Allocate seats to a department and assign employees seats
When you want a Department (or Team) to have allocated seats on the floor map and the employees have assigned seats.
This can be used when you want to set up a Team from the same Department.
Allocate seats to a project team (workplace group)
When you want a Workplace Group to have allocated seats on the floor map and the employees have assigned seats.
This can be used when you want to set up a Project Team with employees who need to be assigned seats.
Seating Charts for Flexible Desks
When your Seating Chart has flexible desks, you can allocate departments (teams), workplace groups, or neighborhoods to the seats.
Notes:
- A flexible team is a team that uses Activity Based Working (ABW) or flexible working style. This means all allocated desks are shared by the employees, with no desks assigned to individuals.
- Neighborhoods are a way of taking the flexible working concept one step further, by letting multiple teams share the space. You will be able to set the employee-to-seat ratio.
- Neighborhoods can have either employees or departments associated with them.
Allocate seats to a neighborhood for a project team (employees)
This is where you want Workplace Group to be allocated to seats but the employees have no assigned seats. With a neighborhood, you can set up an employee-to-seat ratio.
This can be used when you have a project team that consists of multiple employees from different teams and they require employee-to-seat ratio set.
Allocate seats to a project team (workplace place)
This is where you want a Workplace Group to be allocated to seats but the employees have no assigned seats.
This can be used when you have a project team that requires to be allocated to seats but has no assigned seats.
Allocate seats to a neighborhood for team(s) (department)
This is where you want a Department(s) or Team(s) (sub-department) to be allocated to seats but the employees have no assigned seats. With a neighborhood, you can set up an employee-to-seat ratio.
This can be used when you have a team that requires an employee-to-seat ratio set.
Allocate seats to a team (department)
When you want a Department or Team (sub-department) to have allocated seats on the floor map but the employees have no assigned seats.
This can be used when you have a team that requires to be allocated to seats but has no assigned seats.
Seating Charts for Hoteling Desks
Instead of assigning employees to seats (or belonging to a neighborhood), you can set up Hoteling Desks which employees can book.
Allocate a Department to Hoteling Desks
When you want your Department to have the ability to book the allocated desks then the seat’s usage type must be changed to a Hoteling Desk.
Allocate a Workplace Group to Hoteling Desks
When you want a Workplace Group to have the ability to book the allocated desks then seat's usage type must be changed to a Hoteling Desk.
Change Neighborhood to Hoteling Desks
When you need your employees in the neighborhood to be able to book a desk. Then you will need to change the seat's usage type from a Neighborhood to a Hoteling Desk.
Additional Seating Types
Remember if you need there are additional seating types that can be set up:
- Reserved Desk - this is used to let you temporarily prevent the seat from being used. This is useful in certain situations to ensure your summary data is not affected by seats that might otherwise be counted as vacant.
- Secondary Desk - this is used for designating another space to an employee, even when the person who is using it is already assigned to another Primary or Shared Seat.
- Shared Desk - this is used to let you assign multiple employees to a desk.
- Hot Desk - this is used when you want to allow anyone to use the seat in an unstructured manner and no employee can be assigned to this seat.
Remote Employees
If you have employee(s) who work remotely you can mark them as Remote. When employees are marked as remote, they will not be included in the occupancy count in the dashboards and reports.
Employee Moves
You can create a Move Plan to organize a relocation of employees or teams. Or if you have new employees starting (or employees leaving) on a particular date then you can create a Move Plan and then implement the plan on a date.