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 assignment.
After clicking on Schedule desk assignment, 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 desks will go into effect on the date selected!
Via the employee panel
Navigate to Maps > Live map and click on Edit Map.
Once on the map editor, select Manage seating on the left-hand side. This will open a list of employees, organized by department.
Selecting an employee will bring up the Employee details panel. This panel shows their name, department, attendance data, and assigned desk. 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 name.
Select the desk you wish to assign, and the date it will go into effect. Click Save.
The employee's name will now have a clock symbol, representing the upcoming change.
The pending change will be viewable in the Employee details panel under Assigning to desk.
Remember to Save the map after making any changes!
Admin notifications
The admin who scheduled the change will receive a reminder email 12 hours before the change goes live. This email will contain the details of the desks that are being changed.
Employee notifications
If an employee has a future reservation at a desk that changes, they'll receive a notification to check their schedule when the change goes live.
Viewing scheduled changes
Keep tabs on desk changes by using the Upcoming tab.
Once in the map editor, navigate to Manage seating > Upcoming.
Here, you can see a list of employees with upcoming changes to their desk assignments. Clicking on an employee will bring up 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). At this time, they do not receive notifications about their new assignment.
What happens to any existing reservations when the desk is assigned?
Once the assignment goes live, all invalid reservations for that desk will be cancelled.