Assign Allocation

Assigning allocation plans helps with building space planning, aligning physical spaces with organizational objectives and employee needs. By understanding space usage, you can avoid unnecessary expenses on underutilized spaces and provide a framework that can adapt to changing business needs.

To assign allocation plans, you must have already created buildings, floors, and departments.

The Assign allocation page shows:

• Allocation plan name: To change the name, click the 3 dots menu in the upper right and select Update name. To delete the allocation, select Delete from the menu.

• View: Select an allocation or floor within a building, and the page updates to reflect your selection.

• Departments: List of company departments available to add to floors within a building.

• Building name: Building where you want to add departments to floors.

• Floors: Each floor in the building has a limited number of available spaces. As you assign departments to floors, the count of remaining spaces and capacity updates. If the combined departments assigned to a floor exceed the available spaces, an overage indicator appears next to the floor label, and a message displays the overage percentage. As a best practice, note when you're nearing low capacity, typically around 15%. To show or hide one or more floors in a building, click the cog menu on the right and select Show all or individual floors.

To expand or collapse the left side department panel, click the double arrows at the bottom of the panel.

Assign departments to floors

The department outline highlight color on the Assign allocation page match the colors assigned to the department. When you hover your mouse over a department block, the department bar on the floor also gets highlighted. The reverse is also true.

1. Do one of the following:

   • On the Allocation page, select a plan. Click the 3 dots on the right of the row and select Assign.

   • Create a new allocation and add a building.

   The building's allocation page opens and includes the floors within the building. Departments are on the left and floors are on the right.

2. To show or hide one or more floors in a building, click the cog menu on the right and select Show all or individual floors.

3. Drag and drop an unassigned department to a floor. The outline color corresponds to the color assigned when the department was created.

   If your organization has a long list of departments, type at least 3 characters in the search box. Departments that match show in the list. To cancel the search, in the search box, click X.

4. On the assigned department block, enter the desk sharing ratio values for headcount and number of spaces.

   • To confirm the assignment and values, click the check mark.

   • To cancel, click the restore icon.

   The allocation bar updates the capacity percent, total number of spaces, and number of spaces available. The department block updates with the headcount and spaces on both the floor bar and Department list.

5. When you add or remove a department block, the system rearranges the departments in alphabetical order on the floor. If the combined departments assigned to a floor exceed the available spaces, the capacity displays the percentage overage, and the number of spaces shows how many exceed the available maximum.

6. Assign more departments.

Assign one department multiple times

You can assign one department block multiple times to the same floor or different floors. For instance, if your sales department consists of 40 employees, you might assign that single department block 4 times. Add a department name tag to each one assigned to a floor.

If the department name is Sales, the tag names might be north, south, east, and west. Enter the number of employees in each of those 4 sales department blocks. Since there are 40 sales employees, the total of the 4 assigned department blocks should not exceed 40. For simplicity, you might distribute 10 employees to each of the sales departments. In this case, you would enter 10 in the headcount value for each of the four assigned department blocks.

1. Drag and drop a specific department from the department list to a floor.

2. Drag and drop the same department from the department list to another floor or the same floor.

   Enter a unique tag name.

3. Enter the desk sharing ratio to each of the department blocks. The headcount total of all the same assigned department blocks should not exceed the total headcount for the department.

Add department name tag

Once you've confirmed a department's assignment to a floor, you can add a tag to the department name. The original name you entered when the department was created can't be changed on the Assign allocations page.

For instance, if you have sales departments spread across various regions, you could add tags like "West" or "East". If you add a tag, a tag icon appears on the department block. If you don't add tags, then no tag icon appears on the department block.

1. Assign a department to a floor within the building.

2. Click a department block.

3. Do one of the following:

   • If no tag exists, click Add tag and enter a tag.

   • If a tag exists, click it and change the text.

4. Click the check mark to save.

Desk sharing ratio

You can define how many desks per a given number of people and total headcount distributions across departments and floors.

When considering the ideal desk sharing ratio, first understand how many employees are in the department and their usage habits. For instance, in a sales department where employees spend most of their time outside the office, you might establish a ratio of 5 people to 1 desk. If you have employees who split their time equally between remote and in-office work, you might set a ratio of 2 people to 1 desk.

After you move a department block to a floor, you can enter or change the headcount and space values. If you update the number of spaces, the size of the horizontal bar changes and all displayed values update.

1. Assign a department to a floor within the building.

2. Click the department block and do any of the following:

   • Headcount: Enter a value that represents the headcount for this department.

   • Spaces: Enter a value that represents the number of spaces you want to allocate to this department.

3. Click the check mark.

Restack assigned departments

After the departments are placed on their assigned floors, you can analyze the efficiency of the arrangement via the capacity percent and available spaces.

If you go over capacity on any floor, you can rearrange the departments for maximum efficiency. For example, if floor 4 has a 40-space overage and floor 2 has 45 spaces available, you might move the departments that are causing the overage to the floor with available spaces.

1. On the building's allocation page, find the floor and then the department you want to move.

2. Click, hold, and drag the department block to another floor.

3. Do one of the following on the department block:

   • To confirm the move, click the green check mark.

   • To cancel the move, click the restore icon.

   The alphabetical order, capacity percent, total spaces, and spaces available updates for both floors.

Remove assigned departments

You can remove departments previously assigned to an allocation plan. For example, your organization might have reorganized and some departments may no longer exist, while others might be combined.

On the Allocations page, do one of the following:

• Drag and drop an assigned department to the Department panel.

• Drag and drop an assigned department to the trash can on the lower right. When you click and hold a department block, the trash can appears in the lower right.

The department block gets located to the department list. The allocation bar updates the alphabetical order, capacity percent, and number of spaces remaining.

Remove buildings

You can remove buildings that were added to the allocation plan. If the building contains one or more assigned departments, remove departments from the building, then remove the building.

1. On the Allocations page, in View, select Allocation.

2. On the far right of the building name, in the cog menu, click Remove building.

3. In the confirmation dialog, click Remove.

   The building is removed from the allocation. All assigned departments are also removed and placed in the unassigned list.