Overview
Managing employee desk allocations can be complex, especially during office moves, rearrangements, and onboarding. With Envoy's map feature, admins can directly plan changes to employee assignments, all within the workplace map tool!
Trying to book a desk as an employee? Check out our mobile and web dashboard guides!
To schedule a desk change:
Via the desk panel
Navigate to Maps > Live map and click on Edit Map.
Once on the map editor, click on the desk you wish to edit. In the Desk details sidebar, you should see the option to Schedule desk move.
After clicking on Schedule desk move, select the desired employee from the drop-down menu and choose a date for the assignment to take effect, then click Schedule.
To unassign a desk, just check the Unassign desk checkbox and select a date.
You can repeat this for as many desks as needed. Once you've finished, click Save.
The map editor shows a
clock icon on any desk with a pending change. 
A notice of the pending change will also appear in the Desk details sidebar.
No further action is needed. Your assigned (or unassigned) desks will take effect on the selected date!
Via the Employee details panel
Navigate to Maps > Live map and click on Edit Map.
Once in the map editor, select Manage seating on the left-hand side. This open the Move Queue by default. Select the Current tab to open a list of current desk assignments.
The available actions in the employee panel depend on whether the employee already has a desk. If there's no desk, admins will only see the ability to assign one. If an employee has a desk, they'll be able to be assigned a new desk or move.
Scheduling a desk assignment for an unassigned employee
Selecting an employee will bring up the Employee details panel. This panel shows their name, department, and attendance data. Below this, there is a Schedule desk assignment button.
Click the Schedule desk assignment button to launch the pop-up.
Since this is being done from a specific employee's details panel, you cannot edit the employee's name.
Select the desk you wish to assign and the date it will take effect. Click Save.
The employee's name will now show in the Upcoming tab in the Manage Seating panel.
The pending change will be viewable in the Employee details panel.
Remember to Save the map after making any changes!
Moving an assigned employee
In the employee details panel, click on Schedule desk assignment. You'll have two options: Move to a new desk or Add a new desk.
Click Move to a new desk.
This will open a map view, where you can select a desk on the current floor or navigate to another floor.
You can select a desk that currently has an occupant.
Click Move now or Schedule.
For scheduled moves, you can opt in to notifying the employee of the upcoming change.
For scheduled moves, the Upcoming tab will populate with corresponding tasks: An Unassignment of an employee's current desk and an Assignment of their new desk.
Admin notifications
The admin who scheduled the change will receive a reminder email 12 hours before the change goes live. This email contains the details of the desks being changed.
Employee push notifications
When a desk reservation is created, changed, or canceled, Envoy will automatically notify the employee who made the reservation.
Employee Email Notifications
Email notifications for reservation settings are off by default.
If an admin opts-in to the email notification during the scheduling step, employees will be sent an Upcoming desk change email, with the new desk and change date.
Learn about how Admins can enable Reservation email notifications.
Viewing scheduled changes
Keep tabs on desk changes by using the Upcoming tab.
Once in the map editor, navigate to Manage seating > Upcoming.
Here is a list of employees with upcoming changes to their desk assignments. Clicking an employee opens the Employee details panel.
The changes will be listed under Assigning to desk. You can click on Edit to make revisions, just make sure to click Save!
If there are multiple upcoming changes for one employee, they will all be listed.
Remember to Save the map after making any changes!
FAQ
Can I schedule multiple changes at a time for one desk?
No, only one change may be pending at any given time. You can, however, schedule multiple changes per employee.
Are employees notified when their desks change?
Employees with upcoming reservations are notified to check their schedule (shown above). Email notifications can be sent by configuring Desk notifications.
What happens to any existing reservations when the desk is assigned?
Once the assignment goes live, all invalid reservations for that desk will be canceled.