Setting up Desks
Add desks to your map
A. Adding desks
From the side toolbar, click Layout > select a desk template & click where you want it to go on the map. Use the red lines on the map to align new pods with existing pods on the map.
The desks will snap to the red guideline. If you want more granular control, select the desk and use the arrow keys on your keyboard to nudge the desks.
B. Rotating & resizing desks
- You can rotate a pod in 15º increments using the rotation knob that appears at the top of the desk pod. Hot tip: Hold shift to rotate freely.
- You can resize particular desk groups or all desks on the floor. And when adding a new desk to the map the default size will be the most common on the map.
- To resize particular desk groups, drag your cursor to select a group of desks or drag the cursor across all desks to "select all" and use the “Resize desk” slider at the top of the toolbar.
- To undo the size adjustment, use keyboard shortcuts; Control + Z (Windows) or Command+ Z (Mac).
We’ve provided default pod shapes to get you started, but you may need to create your own custom pod configurations to mirror the seating arrangements in your office.
For example, to create a pod of 12 desks, you may choose to combine the 10-desk template + the 2-desk template.
- Create a desk group
- All desks you add to your map will initially be “ungrouped” (i.e., they will appear in red). To save a specific pod configuration, select all desks (hold cursor + drag) you would like grouped together and click Create group in the right panel, and name it.
Name desk groups & individual desks
A. When first created, both desk groups and desks are unnamed & assigned a default naming convention (i.e., Pod 1, Desk 1, etc.). To edit the names of both the desk group and individual desks, click on the desks and type new names into the text boxes.
Note: In order to edit the desk group name, the desks must be grouped first by selecting Create group.
B. As you click on the text box for each desk name, you’ll see the corresponding desk highlighted in blue on the map. This will help ensure you're naming each desk within a pod correctly.
Assign desk amenities
- Assign amenities to desks
A. Click and drag to highlight desired desks. Once desks have been selected/highlighted, the amenities panel will display on the right-hand side of the map.
B. Use the type-ahead picker to select relevant amenities; the quantity of each amenity can be updated by clicking the grey # next to each item added.
C. To remove an amenity, hover over the right side of the amenity name and an “x” will appear.
Interested in adding custom amenities? Head this way to create your own office amenities. Once the custom amenities are created and they'll populate in this list.
Choose the desk type
Apply the desk type
Apply or change the desk type to a desk group, a single desk, or to particular desks within a desk group.
A. Apply desk type to a desk group
Click and drag to highlight desired desks. Once desks have been selected/highlighted, the menu panel will display on the right-hand side of the map. Use the drop-down menu to select the desk type which will apply the desk type to all selected desks.
B. Add a mix of desk types within a desk group
Hold + shift to select 1 desk at a time. Once the desks have been selected/highlighted, the menu panel will display on the right-hand side of the map. Use the drop-down menu to select the desk type.
Set up desk policies
Apply desk policies
Click the Policies tab > select Add Policy > select a policy to enable it and then modify the default thresholds.
A few things to note:
Desk Policies set at the office building level are inherited by the desk group.
- If you create a desk group > leave the policies tab empty > select Review and Publish to save, then the office-level policy defaults will be reflected when you go back into the tool.
- If you create a desk group > immediately go to Policies tab > Add Policy > select Review and Publish to save, then the Office level policy defaults will not be reflected for the Policy added.
- Use the “Apply to All” options at the Office building level setting to ensure all policies are uniform for all desks in the building.
Save and publish changes or keep building your floor plan
You can publish the changes you've made to the floor plan now or move on to adding spaces, work area labels, and POIs.
When you’re ready to go live with the changes, click the Review and publish button (which will appear in blue once all desks on your map have been grouped).
A few things to keep in mind:
All desks need to be grouped in a pod before you can save your map.
If you group multiple pods together, the initial spacing will remain as you drag the group around the map.
Editing desk groups and desks
A. Reorganize desk groups
If you need to reorganize desk groups to respond to changes in your office, use the Ungroup desk feature. This feature allows you to ungroup a desk or selection of desks from a desk group to regroup it into a new desk group(s) and/or to add it to an existing desk group(s).
The configuration of the desks will be preserved, including; desk name, desk type, and desk amenities. However, the pod name & policies will be removed.
Use shift + click to select the desks in the desk group that you want to remove > click Ungroup. You'll notice the selected desks are removed and display as red, “ungrouped”. The original desk group will remain unchanged, minus the removed desks.
B. Delete a desk or desk groups
If you need to delete a desk or desk group, select the desk(s) and click the delete button in the right panel or the Delete key on your keyboard.
Note: Desks that are active and in use on your floor might have current, past, or future seat assignments or reservations. Deleting a desk will delete the desk from the desk group and delete any past, current, or future, reservations or assignments associated with the desk. This also means that any data associated with the deleted desk(s) or desk group(s) will no longer appear in a desk export.
Hot tip: Have a custom pod configuration you need to reuse across your floor plan?
Use the duplicate button to copy it as many times as needed. With the duplicate tool, you’ll automatically copy the amenities & desk type of an existing group as well. If you want to apply different settings to the duplication, you can edit those fields in the right-side panel. Note, Desk Policies set at the pod level will not duplicate.
Setting up Spaces
Add spaces to map
A. Click Layout in the right toolbar> Add space button at the top --> click on the desired location on the map, and the space will automatically snap into the outlined shape.
B. To add an existing space, drag and drop it from the directory to the map.
Hot tip: speed things up with the "Add another" option or copy and paste with keyboard shortcuts.
Edit space shape
Use the points on the space lines to refine the shape.
Configure basic space settings
Use the module on the right to add the space information:
Choose how the space will be used
Use the Schedule tab & drop-down selections to configure the advanced settings:
On-demand spaces: Supports ad hoc meetings. Do not add a calendar if users should not be able to reserve the space in advance.
Scheduled space: Spaces that users can reserve in advance and can see it's availability from the office map. This requires pairing a unique resource calendar to the space. Supports scheduled & ad hoc meetings. Follow the configuration prompts to connect a calendar.
Request only space: Spaces that are reservable in advance, but require admin approval. A unique calendar resource must be connected and users with approval permission.
Set up space scheduling policies
Apply space policies
Set up room displays
(Optional) Add a room display
Click Add and follow the room display pairing steps.
(Optional) Add or edit the room display policies
Need to make changes to a space?
Click the space name on the map > click 3 action dots to open the edit menu.
The Remove option removes the space from the map and is added to the "Add spaces to the map" list on the left; it will not permanently delete it.
The delete option permanently deletes a space. To confirm this is an intentional action, enter the space name to complete the deletion.
Publish changes or move on to adding points of interest & office furnishings.
Click Publish changes in the top right corner to launch your floor plan.
Archiving desks and spaces
Archiving a desk
An archived desk is removed from user-facing maps, releases a desk license, maintains it's configuration (amenities, desk type, etc.), and preserves any reservations or assignments. This is not the same functionality as the configuration tool (distance planning).
If you want desks to still appear in user-facing maps, but want to make it "unavailable or unable to book" use the configuration tool instead. The configuration tool helps manage social distancing and office capacity by essentially "turning the desk off". A "turned off desk" uses a desk license and maintains it's configurations.
1. To archive a desk, hold shift + click on a desk to select a single desk. The archive functionality is available on the individual desk level only.
2. After a single desk is selected, the archive option will appear in the right panel. To reactivate a desk again, select the single desk and toggle off.
An archived desk is indicated as an outline on the layout tool. It will look something like this:
Archiving a space
An archived space is removed from user-facing maps, releases a space license, and the space maintains it's configuration (amenities, space type, etc.). The archived space will still appear on the layout floor plan as just an outline.
- Click on a space & open the edit menu. The archive functionality is available on the individual space level only.
- Click archive.
- You can easily reactivate the space the same way.
More workplace management tools that give you the power to move your people around and experiment with layouts of safely distanced desks: