Complex Allocations

Complex allocations allow space to be allocated to multiple categories, individuals, groups, and functions for defined periods of time. Complex allocations are most often used in higher education, where space is shared by more than one department or its function may change at different times of the year. With complex allocations in place, the system can track how such space is actually being used. For example, complex allocations could indicate that a lab space is shared by the Chemistry and Physics department for classroom teaching during the school year, but allocated to the Biology department for research over the summer.

Complex allocations can be made for spaces only, not for subSpaces. All complex allocations are made for a particular time period and they cannot overlap. When you create a complex allocation, you first name it and provide start and end dates. Once created, you add method layers that indicate the ways in which the space will be allocated.

Note:

Space is categorized either by using the drop-down menus in the Categorization pane or by using the Complex Allocation pane. Once you create complex allocations for a space, you cannot revert to simple categorization.

Add a Complex Allocation

To add a complex allocation:

  1. On the Edit Space page, click the Add Complex Allocation link.

    The Complex Allocation Information page opens.

  2. In the Description field, enter a name for the allocation.

  3. In the Start Date field, enter the date on which the complex allocation will begin.

  4. In the End Date field, enter the date on which the complex allocation will end.

    Entering an end date for a complex allocation is not required. If the allocation does not frequently change, you may want to omit the end date. This field defaults to a date one year from the current date. If you do not want to specify an End Date, select the date value and press the Delete key.

    If you do not specify an end date and you create a subsequent complex allocation for this space, the system will automatically suggest an end date (equal to the day before the new allocation starts) for any open-ended allocation. A warning message will appear indicating the end date that will be added, allowing you to cancel the new allocation, if needed.

  5. Next to the displayed Area, select whether you want to view the area in square feet or square meters.

  6. If User Defined Fields (UDFs) are defined for the overall complex allocation, they will appear in separate panes, one for each defined UDF group. Click the pane name to display the fields and enter values.

    Some UDF groups may have required fields that must be defined before you can create the allocation.

  7. Click CREATE.

    The complex allocation is created. An EDIT button appears, allowing you to change the allocation information.

Delete a Complex Allocation

Administrators with security rights to edit complex allocations can delete complex allocations. This is designed to allow you to easily remove complex allocations that were improperly configured.

To delete a complex allocation:

  1. Access the Edit Space page for the space with the complex allocation you want to delete.

  2. Expand the Complex Allocations pane.

    All existing complex allocations for the space appear.

  3. Click the EDIT button associated with the complex allocation you want to delete.

    The Complex Allocation Information page appears.

  4. Click the DELETE button.

    A dialog box opens asking you to confirm your choice.

  5. Click OK.

    The entire allocation, including any layers, are permanently deleted.

Define Method Layers

Method layers define how a space is allocated by specifying the type of allocation and the percentage of time the space is allocated in that manner. The following allocation methods can be selected:

  • Space Category – This method allocates the space according the general purpose of the space, for example, administration, laboratory, or classroom.

  • Allocated Individual – This method allocates the space to an individual user.

  • Allocated Group – This method allocates the space to a selected group or department. If department-based security is enabled for an installation, defining an allocated group grants security rights to that space to all users who are affiliated with the specified group or department.

  • Space Function – This method allocates the space according to the function performed there, for example, clinical trials or undergraduate instruction.

Any of these allocation methods can exist concurrently. For example, a space can be categorized as 100% classroom while also being allocated to Dr. Green for 60% of the year and to Dr. Brown 40% of the year.

Method layers also be nested beneath one another if further complexity is needed to capture the actual utilization of a space. Extending the above example, Dr. Green's 60% may be split evenly between the Psychology and Neurology departments, while Dr. Brown's 40% may be allocated entirely to Anthropology.

By adding method layers, adding allocation percentages, and nesting allocations, very complicated space utilization policies can be defined.

ClosedAdd a Method Layer

To define a new method layer:

  1. Click the Add New Method Layer link.

    The Add Nested Allocation dialog box opens.

  2. In the Allocation Method field, select a value.

    You can select any of the four allocation methods: Space Category, Allocated Individual, Allocated Group, or Space Function.

    An allocation method can only be used on a single layer. For example, if you define a top-level Space Category allocation, you cannot later nest a Space Category allocation below another type of allocation.

    Depending on the value you select, additional fields may appear, allowing you to further define the allocation. For example, if you select Space Category, you can then select the Category, Sub-Category, and Type.

  3. In the Percentage field, enter the percentage for that allocation.

    For example, if the space is being allocated to an individual for half the time, enter 50.

  4. If User Defined Fields (UDFs) are defined for the allocation method layer, they will appear in separate panes, one for each defined UDF group. Click the pane name to display the fields and enter values.

    Some UDF groups may have required fields that must be defined before you can create the allocation method layer. If UDFs are defined, you can click the Hide UDFs link to hide them.

  5. Click SUBMIT.

    The allocation is added and the percentage of the allocation is displayed.

    Example Complex Allocation showing a 60% space category allocation to Undergraduate studies

    In this example, 60% of the space is allocated to Undergraduate studies.

Once an allocation is created, you can add another method layer on the same level, add a percentage, or add a nested allocation.

ClosedAdd a Percentage

Adding a percentage allows you to allocate an additional percentage of time to an existing allocation. For example, if a space is being used as a classroom, it may be allocated 60% to undergraduate students and 40% to graduate students.

Note:

The allocations you define should add up to no more than 100%. If you define allocations that exceed 100%, the system will highlight them in red, as a warning.

To add a percentage:

  1. In the main allocation banner, click the Add Percentage link.

    The Add New dialog box opens, allowing you to add an additional percentage. The Allocation Method field displays the selected method and does not allow you to select a different value.

  2. Select the method parameters.

    The fields that appear depend on the allocation method chosen. For example, if you are adding a percentage to a Space Category allocation, you can select a different category, subCategory, and type. If you are adding a percentage to a Individual allocation, you can select a different user.

  3. In the Percentage field, enter the percentage for this allocation.

  4. If User Defined Fields (UDFs) are defined for the allocation method layer, they will appear in separate panes, one for each defined UDF group. Click the pane name to display the fields and enter values.

    Some UDF groups may have required fields that must be defined before you can create the allocation method layer. If UDFs are defined, you can click the Hide UDFs link to hide them.

  5. Click SUBMIT.

    The allocation is added and the percentage of the allocation is displayed.

    Example Complex Allocation showing a 60% space category allocation to Undergraduate studies and a 40% allocation to Graduate studies

    In this example, 60% of the space is allocated to Undergraduate studies and 40% is allocated to Graduate studies.

ClosedAdd a Nested Allocation

Adding a nested allocation allows you to layer an allocation beneath another allocation so that more complex allocations can be defined. For example, if a laboratory is split between the Chemistry and Physics department, you can further allocate each department's allocation to selected individuals.

Note:

An allocation method can only be defined on one level. Therefore, if you nest an Allocated Individual beneath a Allocated Group, you cannot define an Allocated Individual at the top level. Allocation methods will be included in the drop-down menu if they are invalid for the selected level.

To define a nested allocation:

  1. Locate the allocation you want to nest the new allocation under and click the Add Nested Allocation link.

    The Add Nested Allocation dialog box opens.

  2. In the Allocation Method field, select a value,

    Only methods that are valid for the selected level are displayed.

  3. Select the method parameters.

    The fields that appear depend on the allocation method chosen. For example, if you are defining an allocated group, a Select link displays allowing you to select the appropriate group.

  4. In the Percentage field, enter the percentage for this allocation.

  5. If User Defined Fields (UDFs) are defined for the allocation method layer, they will appear in separate panes, one for each defined UDF group. Click the pane name to display the fields and enter values.

    Some UDF groups may have required fields that must be defined before you can create the allocation method layer. If UDFs are defined, you can click the Hide UDFs link to hide them.

  6. Click SUBMIT.

    The allocation is added and the percentage of the allocation is displayed. You can add additional percentages.

    Example nested Complex Allocation showing both a space category allocation and an allocated group allocation

    In this example, of the 60% of the space allocated to Undergraduate studies, it is further allocated to the Biology, Chemistry, and Physics departments in the displayed percentages. The 40% of the space allocated to Graduate Studies could have group, individual, or functional allocations nested below it.

Accruent logo in white text.

© Copyright Accruent 2025Privacy PolicyTerms of UseLegal