Overview

Shared desk schedules allow admins to create flexible schedules that change by day and time rather than remaining permanent. This makes it easier to organize real-world office patterns, such as assigned desks on certain days, alternating neighborhoods, or shift-based seating, without manually updating assignments each day.

With shared desks, admins can define reusable schedules, apply them to desks, and assign employees or neighborhoods to specific days within that schedule. Updating the schedule automatically updates all associated resources, helping teams maintain accurate seating plans as workplace needs evolve.

Creating a schedule

The first step in creating a shared desk is to build a schedule. This is the foundation on which your assignments will rely.

You can create schedules on either the Live map editor or the draft editor. These are templates that can be used across desks with different assignees or neighborhoods.

Navigate to Live map, then click Edit Map.
Select the desk you want to create a schedule for.
Click Convert to shared desk.
You'll then need to select the schedule. Choose an existing one (if applicable) or click Create new schedule.
Select a pre-made template or Custom Schedule.
1. For a custom schedule, available days and times are based on your Booking hours, set on the Desks Settings page. Learn more.
Give your custom schedule a name.
Click on any open day to create your first group time block. Select the days you want this group to repeat on, if desired. Any blank blocks during booking hours will be available for any employee to reserve.
Uncheck All day to specify a time for this group. Define the block's booking hours using the drop-down. Click Done to finish editing this block.
Click on any empty time slot to create another group. Repeat this as needed to create your custom schedule!
Click Save to finish creating your schedule. Now that you have a schedule created, you can start creating shared desks.

Editing a schedule

If you need to make changes to an existing schedule, you can edit the template. Any changes made will be applied to all desks this schedule is assigned to. If you only need to make a change for one desk, it's recommended that you create a new schedule.

In the map editor, click the desk you want to edit, then click Edit under the schedule or Convert to shared desk if not already shared.
This will open the desk scheduler window, showing the current assignment. Click Change next to the schedule's name.
Click the Elipses (...) > Edit to make changes to the existing schedule. All changes will affect existing desks assigned to that schedule.
Click Save changes once you've finished editing the schedule.

Deleting a schedule

You can delete a schedule from your location's available options. This will affect all shared desks that are currently using that schedule.

In the map editor, click the desk you want to edit, then click Edit under the schedule. Once the Edit shared desk window is open, click Change next to the Schedule name.
1. If your desk is not already shared, click Convert to shared desk.
All available schedules will be shown in this window. Click the elipses (...) next to the schedule you want to delete, then click Delete.
Confirm you want to delete the schedule by typing 'delete' when prompted. This will un-grey the Delete button.
The schedule will then be removed from your location. You cannot restore a schedule once it has been deleted.

Creating shared desks

Once you have created a schedule, you can apply it to a desk, then assign employees and/or neighborhoods to it.

In the map editor, select the desk you want to convert to a shared desk, then click Convert to shared desk.
You'll now see all available schedules for this location. Select the schedule you want to use for this desk.
1. Alternatively, you can create a new schedule at this step.
After loading the schedule template, it's time to assign the neighborhoods or employees to each time block. Click the time block to open the assignment window.
Select an employee and/or neighborhood to assign to this block. Click Done once complete. Each corresponding block will update with the assignment.
1. If you use neighborhoods to visually organize your map, it's recommended to add a neighborhood to your time block, even if you only want to allow a specific employee to sit at that desk. If you assign both, only the employee's name will appear in the assignment preview.
2. To prevent this desk from being used during this time block, toggle Enable booking to OFF. This will clear any employee and/or neighborhood assignment.
Repeat this process for all blocks. Once complete, click Apply assignments.
The desk will now have a new sync icon next to it, indicating that it is a shared desk.

Viewing schedules in the map editor

By default, shared desks will be displayed as grey with a sync icon. If you want to see what the map will look like at a specific time:

Click on the View assignments by time button in the upper right-hand corner of the editor.
Select a day and time you want to view.
The icons will update to reflect the assignments of your set day.