How to assign seats as an admin
You can assign seats in two ways:
1. a) From the Office page, select a floor > Edit floor dropdown on the map > Assignments.
b) From the Office page, select a floor > select a desk > select ...More > Select Edit Assignment.
This method works only for assigned desks.
For this guide, we will walk through how to assign and manage assigned seats using the Assignment tool (Option A).
2. To start a new draft in the Assignment tool, click New Draft in the top right corner or click an existing draft from the list.
3. Give the draft a name.
4. Choose the type of draft you want to create:
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Quick draft: Create a draft with minor edits that stay in sync with the live floor. Clear All Assignments: This starts with a blank slate, clearing all live desk assignments.
- Syncing on- When changes are made to the published floor plan, your draft will automatically be updated.
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New Scenario: Explore entirely new seating assignments and publish sweeping changes to a floor.
- Syncing off- when changes are made to the published floor plan, it won’t affect your draft.
5. Click Create.
6. Now you're in draft mode, where you can assign desks one of two ways:
A: Drag and drop method using the list on the left. Select or search by name/email and drag & drop it to a desk on the map.
B: Select a desk and click + assign to search and add users.
7. Use the module to assign a desk to one person for the entire week OR assign multiple people to the same desk for different days of the week.
- To remove a user and/or assign a different user, hover over the person and click the X. Then click + assign to search and add another user.
8. Select “Bookable on unassigned days” if you want to allow others to be able to book this desk on days it’s not assigned. The desk will act as a flex desk and can be reserved using the office map.
9. If you need to change the desk configurations as you plan out scenarios, use the drop-down menus at the top (captured above) to change the availability status and/or the desk type.
10. Happy with your changes, but not ready to make it official yet? Click Close and your changes will be saved.
11. You can share your seating arrangement ideas with colleagues to collaborate before publishing them. Click Share in the top right corner to invite them to your draft.
The view & edit permissions are linked to user role permissions. Learn more about draft sharing and permissions here.
12. If the proposed draft impacts current desks on the live map, Robin will warn you before publishing the draft. Conflicts can be informative or actionable:
- Informative conflicts- simply acknowledge and accept the conflict warning.
- Actionable conflicts- action is required before moving forward, and then click Save.
13. When satisfied with the new seating chart, click Review and Publish.
14. Review the summary of changes. We’ll warn you if the changes to the new floor plan cancel any existing bookings and which ones. In the example below, the new draft did not cancel any bookings.
- Check the box if you'd like to notify people of their new seat assignment or of any changes made to their reservations.
15. Click Publish. Changes go live immediately.