Assign Allocation

Use allocation plans to support space planning and align physical spaces with organizational objectives and employee needs. Allocation plans help you understand space usage, reduce costs associated with underutilized space, and adapt to changing business requirements.

Before assigning allocation plans, create the necessary buildings, floors, and departments.

Assign allocation page

Area Description
Allocation plan name Displays the allocation plan name. Open the menu to update the name or delete the allocation plan.
View Select an allocation or floor within a building.
Departments Displays departments available for assignment.
Building name Identifies the building that contains the floors.
Floors Displays floor capacity, available spaces, and department assignments.

To expand or collapse the department panel, select the double arrows at the bottom of the panel.

Assign departments to floors

Department outline colors match the colors assigned to the department. When you point to a department block, the corresponding department bar on the floor is highlighted.

  1. Do one of the following:
    • Select an allocation plan and then select Assign from the menu.
    • Create a new allocation plan and add a building.
  2. On the allocation page, review the departments and floors.
  3. Optional: Open the floor menu and select Show all or individual floors.
  4. Drag an unassigned department to a floor.
  5. Optional: Enter at least three characters in the search box to locate a department.
  6. On the department assignment block, enter values for headcount and spaces.
  7. Select the check mark to save the assignment.
  8. Optional: Select the restore icon to cancel the assignment.
  9. Repeat for additional departments.

After you save an assignment, the allocation bar updates the capacity percentage, total spaces, and available spaces. The department block updates with the assigned headcount and spaces.

If assigned departments exceed the available spaces on a floor, the floor displays an overage percentage and the number of spaces over capacity.

Assign one department multiple times

You can assign the same department to multiple floors or multiple times on the same floor.

  1. Drag the department to a floor.
  2. Drag the same department to another floor or to the same floor.
  3. Enter a unique department tag name.
  4. Enter headcount and space values for each department assignment.
  5. Ensure the combined headcount does not exceed the department's total headcount.

Add a department tag

Add tags to distinguish multiple assignments of the same department.

  1. Assign a department to a floor.
  2. Select the department block.
  3. Do one of the following:
    • If no tag exists, enter a value in Department name.
    • If a tag exists, edit the existing value.
  4. Select the check mark to save the tag.

Define desk sharing ratios

Use desk sharing ratios to define how many spaces a department needs based on its headcount.

  1. Assign a department to a floor.
  2. Select the department block.
  3. Enter values in:
    • Headcount
    • Spaces
  4. Select the check mark.

If you update the number of spaces, the department bar and related capacity values update automatically.

Restack assigned departments

Review floor capacity and available spaces to identify opportunities to improve space utilization.

  1. Locate the department assignment.
  2. Drag the department to a different floor.
  3. Do one of the following:
    • Select the check mark to save the move.
    • Select the restore icon to cancel the move.

The floor capacity, available spaces, and department ordering update after the move.

Remove assigned departments

To remove an assigned department, do one of the following:

  • Drag a department assignment to the department panel.
  • Drag a department assignment to the trash can.

The department returns to the unassigned department list. Capacity and space values update automatically.

Remove buildings

If a building contains assigned departments, remove the department assignments before removing the building.

  1. On the allocation page, select Allocation in View.
  2. Open the building menu.
  3. Select Remove building.
  4. In the confirmation window, select Remove.

The building is removed from the allocation plan and any assigned departments return to the unassigned department list.