About the desk sharing (release) setting for reverse hoteling

Overview

Admins can enable a desk policy that allows their employees to share (release) their assigned desks when they’re not going to use them. 

The details:

  • The setting applies to assigned desks only.
  • Employees can release their own desk and/or user roles with desk delegate permission can release it on an employee's behalf.
  • This setting differs from the "shared assigned desk" feature available in the Assignment tool, which allows admins to assign multiple people to a single assigned desk on a recurring schedule. 
  • Admins can turn this setting on for a building or specific desk(s) groups. 
  • An assigned desk can be released up to 3 months in advance.
  • When an assigned desk is released, it immediately becomes available for another employee to book. 
  • Releasing an assigned desk can only be done from the web dashboard, but a released desk can be booked from the web dashboard, mobile app, Slack, Teams, or interactive kiosk. 
  • When employees respond with "I'm not coming in" to their assigned desk reservations, it does not automatically release the desk for others to use, even if the desk-sharing setting is enabled. To make the desk available for others, it must also be released using the desk-sharing calendar. 
  • For more FAQs about assigned desks head this way. 

How to enable the setting

Admins can turn the Desk sharing (release) setting on for the entire office or specific desk groups using the Assignment tool. 

Office level setting

1. In the web dashboard, navigate to the Manage tab. 

2. Select a building > scroll down to the "Resource policies" section.

3. Under the "Desk tab," toggle ON the Desk sharing/release setting. 

desk sharing setting-bld.png

Desk group level setting

1. In the web dashboard, navigate to the Office tab. 

2. Click Edit floor > Assignments in the right corner of the map.

3. Start a new draft and follow the prompts or open an existing desk assignment draft.

4. Select the desk or desk group(s) using your cursor. 

5. In the right side panel, toggle ON the "Bookable on unassigned days" setting. 

6. The setting will go into effect once the desk assignment draft is published (live). 

 

How to share (release) an employee's assigned desk 

Admins or user roles with desk delegation permission can share(release) an employee's assigned desk from the office map in the web dashboard.

1. Open the Office tab in the web dashboard. 

2. Select the employee's assigned desk on the map. 

3. Click More > Share desk. 

4. Use the calendar module to schedule which days the assigned desk can be shared for others to use. Screenshot 2025-01-09 at 11.48.26 AM.png

5. Click Save. The user will receive an email notification letting them know the day(s) their desk was made available for others to use.

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