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Set up Desks
Set up Desks

Learn how to set up and enable desk booking with Envoy.

Updated over a week ago

Adding Desks

How to add desks via CSV file upload

Create a floor plan or upload a CSV file with your list of desks.

  1. Navigate to Desks > All desks.

  2. Click on Import CSV.

  3. Drag and drop or select the file you want to upload.
    A template can be found on the Desks dashboard.

    1. Floor Name, Desk and Enabled are required on each row.

    2. Neighborhood, and Assigned To are optional.

    3. 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 should see a list of your floor(s).

✨ TIPS:

  • 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.

Video How-to: Adding desks using a CSV file

✨ Important note: The settings shown in this video are now under Maps in your Envoy dashboard not Desks.

How to make changes to an existing CSV file

  1. Navigate to Desks > All desks in your Envoy dashboard.

  2. Click Export CSV in the top right of the page.

  3. Open the CSV file in any spreadsheet tool, make necessary changes such as deleting or adding new floors, then upload the CSV file back into the Envoy dashboard.

    1. If the file downloads without a .csv extension you can add .csv to the file and it will open in any spreadsheet tool.

Floor Maps

Uploading a floor map

Once your desks have been added you will see a list of all the Floors you have click under Details. At the top you will see a modal to drag and drop your floor map image.

  • Supported file types for map images are .jpg and .png.

  • A higher resolution image will be easier for your employees to read.

  1. Navigate to Maps.

  2. Click Create a floor.

  3. Give it a Name.

  4. Click Upload to select a file from your computer.

  5. Click Create.

Note: Supported file types for map images are .jpg and .png

Adding Desks to your map

  1. Navigate to Maps > Edit Maps.

  2. On the right side panel, under Bookable resources, click on Desks.

  3. Place your desk on the map by clicking where you want the desk to be located.

  4. Edit your desk details (right panel):

    1. Name your desk.

    2. Assign a Neighborhood. (optional)

    3. Assign a person to that desk. (optional)

    4. Assign desk amenities. (optional)

    5. Be sure to toggle on Enable desk to make that desk available for booking.

  5. Click Save.

Check out our Interactive Workplace Maps article for more information on editing your Map and adding resources.


Edit desks on your floor map

  1. Navigate to Maps > Edit Maps.

  2. Click on Edit map.

  3. Find the desk you want to edit.

  4. Click on the green dot (desk) and make changes on the right.

  5. Click Save.

Assigned Desks and Neighborhood Filter in Edit Mode

To provide an accurate picture of your space utilization and enable better planning capabilities Envoy has made updates to how Desks and Neighborhoods are displayed while editing your desk map.

Desks: We now show the profile photos or initials of assigned desks to easily distinguish between assigned, hotel, and blocked desks.

Neighborhoods: To decide which desks you want to view while editing you can now filter by neighborhood.

Moving desks on your floor map

  1. Navigate to Maps > Edit Maps.

  2. Click on Edit map.

  3. Click on the desk you would like to edit and drag it to the new location.

  4. Click Save.

Deleting desks on your floor map

  1. Navigate to Maps > Edit Maps.

  2. Click on Edit map.

  3. Find the desk you want to delete.

  4. Click on the green dot.

  5. Click on the trash can icon.

  6. Click Save.

Deleting ALL desks on your floor map

  1. Navigate to Maps > Edit Maps.

  2. Click on Edit map.

  3. Under the map (bottom right) click Delete all desks this floor.

  4. Confirm you want to Delete the floors.

  5. Click Save.

How to deactivate desks

  1. Navigate to Desks > Settings.

    1. If you've never uploaded a Desks CSV, click the link above and it will take you directly there.

  2. Click Deactivate.

Importing desks placement of map

If you made changes to the map and need to re-upload the previous desk placements, you can upload a copy of the .csv containing the preferred desks placements.

  1. Navigate to Desks > All desks.

  2. Click Re-import CSV.

  3. Drag and drop or select the file you want to upload.

  4. Click Import X desks.

  5. You should see a lists of your floor(s) and be able to view the correct desk placements on the Desks Map.

Exporting desks placement of map

If you have desks placed on your map, you can export the desks placements along with the rest of the desks information.

  1. Navigate to Desks > All desks.

  2. Click Export CSV.

  3. A .csv file should be downloaded.

    1. Note: If the file downloads without a .csv extension you can add .csv to the file and it will open in any spreadsheet tool.

  4. Within the exported file, there should be X position and Y position columns within the .csv that denotes the X-Y position of the desks on your map.

Adding a new Floor to your Map

  1. Navigate to Maps > Edit Maps.

  2. Click the dropdown menu next to the pencil icon.

  3. Select Create new Floor.

  4. Enter your floor Name.

  5. Click Upload to select a Floor map from your computer.

  6. Click Create.

Deleting Floors

  1. Navigate to Maps > Edit Maps

  2. Click the dropdown next to the pencil icon showing the floor name.

  3. Select the floor you want to delete.

  4. Click the pencil icon next to the floor name.

  5. Click on the trash can icon.

  6. Click Delete to confirm.

Video How-to: Adding a floor map and enabling desks

Desk Settings

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 the box next to Desks.

✨ IMPORTANT NOTES:

  • 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:

    • Are not already permanently assigned a desk via the Assigned to column within the CSV.

    • 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).

    • Someone else is already sitting at that desk when you go to sign in.

Automatic desk assignment

If you don't want your employees to automatically get a desk when registering but instead want them to decide that they need a desk after they decide to come in there is an "Automatic desk assignment" toggle.

  1. Go to Desks > Settings.

  2. Scroll to Automatically assign desks with employee registration.

    1. If the toggle is off your team will have to click Book desk after scheduling themselves or signing in.

    2. If the toggle is on your team will automatically be assigned a desk upon scheduling or signing in.

How to enable Automatic desk free-up

  1. Go to Desks > Settings.

  2. Toggle on Desk check-in.

  3. Select a time to release desks if they are not checked into.

    1. We will send a notification to the employee 1 hour prior that they need to check in to their desk or they will lose the assignment.

Permanently Assigned Desks on the Live Map

See all your employees on the map, including those with permanently assigned desks. Know when folks with an assigned desk are scheduled on-site and where they’re sitting so you can find them or even reserve a desk near them.

  • Assigned desks will show up on the live map with the employee's initial or photo whether the employee is "Scheduled" or "Not scheduled" for the day.

  • Clicking on an assigned but not scheduled desk will open the reservation info card and indicate that this desk is “Assigned” and that this employee is “Not Scheduled”

  • If employees with an assigned desk turned off their schedule visibility, their desk will not show their name on the desk's reservation info card. (See how to adjust schedule visibility here.)


Desks FAQ

  • If the person assigned a desk signs out the desk will go back into the available pool of desks

  • Desks will be randomly assigned when someone signs in using Health and Safety Registration process.

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

  • CSV re-upload will not remove existing Reservations if no changes are made to existing desk information

  • Learn more about Neighborhoods.

  • Adding Amenities or Neighborhood information will not remove existing reservations

  • 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.

  • If you're getting an error Line 2: Floor name column is missing please ensure that your CSV file is saved as comma separated value (.csv) not CSV UTF-8 (comma delimited) (.csv)

Related Articles
Neighborhoods
Booking a desk [Web]
Reservation log and Delegated Booking
Desk Amenities
Interactive Workplace Maps
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