Desk booking with Protect

• How to add desks

• How to export your desks CSV

• How to add a floor map

• How to see who has been assigned what desk

• How to view your assigned desk as an employee

• Changing your desk as an employee

• Desks FAQ

How to add desks

1. Navigate to Desks on the lefthand side of the dashboard

2. Click Import CSV

3. Drag and drop or select the file you want to upload
   A template can be found on the Desks dashboard
   • Floor Name, Desk and Enabled are required on each row
   • Neighborhood, and Assigned To are optional
   • If using the Assigned To field, note that this field can only be populated with an email address, not the employee name

4. Click Import X desks

5. You will be lead to a screen that lists your floor(s)

✨ TIP: If a desk is set to Enabled: No but has an email in the Assigned To field the desk will only be assigned to them when they sign in.
• It will be unassigned if that person does not sign-in that day.

How to export your Desks CSV

1. Go to Desks

2. At the top right you will see Re-import CSV and Export CSV

3. Click Export CSV
   • If the file downloads without a .csv extension you can add .csv to the file and it will open in any spreadsheet tool.

4. From there you can add more rows to the CSV or edit accordingly and re-import

How to add a floor map

1. Once your desks have been added you will see a list of all the Floors you have click on Details.

2. At the top you will see a modal to drag and drop your floor map image.
   ✨TIP: A higher resolution image will be easier for your employees to read!✨

How to see who has been assigned what desk?

1. Go to Visitors > Visitor log

2. Click the menu icon at the top right of the visitor log

3. Scroll down and check Desks

How to view your assigned desk as an employee

1. Register to go into the office

2. Sign in

3. There are two separate ways to view your desk assignment
   • Right after you sign in you'll be viewing your pass. Here it says your desk and shows the floor map.
   ➖ If the image is a high enough resolution you will be able to zoom in and look at closer details.
   • If you close the pass you can always re-open it to view the floor map but you will also see on the registration card itself the desk assignment.

Upon sign in

After closing your pass

1. Once signed in you can click "View pass"

2. You will see your assigned desk, if you want to view the map click "View"

3. You can zoom in to find your specific desk.

Changing your desk as an employee

1. Click the "Change desk" button when viewing the map

2. Select a desk on your current floor, or change the floor you're viewing from the dropdown menu in the top right-hand corner, and select a desk on that floor

3. Click "Confirm desk selection" once you have chosen the desired desk

✨ IMPORTANT NOTES:

• If an employee changes their desk, they will be asked if their desk has been cleaned. If they say no, their desk will not be changed.

• If an employee changes their desk and meets a specific set of criteria Envoy will remember that changed desk for future days
  ➖ The employee will get the same desk the next day so long as they
  1. Are not already permanently assigned a desk via the Assigned to column within the CSV
  2. Chose a desk within a neighborhood they are assigned to (E.g - They are assigned to Finance but chose a different desk in the finance neighborhood. If they chose a desk in a different neighborhood they would not be automatically assigned that desk the next day)
  3. Someone else is already sitting at that desk when you go to sign in

Desks FAQ

• Once a desk has been assigned that day it will not be assigned to anyone else until the next day.
  • Even if the employee assigned that desk signs out, the desk will not become available again.

• If a desk is set to Enabled: No but has an email in the Assigned to field the desk will only be assigned to them when they sign in.
  • It will be unassigned if that person does not sign-in that day.

• Desks will be randomly assigned when someone signs in using Protect.

• Uploading a new CSV will overwrite your current list. Be sure to include all desks on every new upload.

• If you have no desks available to be assigned the person will still be able to sign in without one.

• We suggest setting a capacity that matches the number of desks available to use.