Creating and Managing Shifts

Please note that your subscription plan determines the specific set of features available to you, which may result in differences between what you see and the images presented in this article. For further details on the features included in your plan, please contact your OfficeSpace Admin.
 

If your company uses bookable desks, you can use OfficeSpace to assign shifts to your desks. Shifts allow you to determine when a bookable desk can be used, making it simple for multiple people to utilize the same desk while working at their preferred times.

Finding Shifts
Creating a Shift  
Applying a Shift  
Editing an Existing Shift
Deleting an Existing Shift  

 

Finding Shifts

In Move Manager, select any bookable desk on your floor plan. You'll be presented with the Resource Inspector for that desk.



Select Desk tab (1) to access the detailed configuration for the desk, then select Edit (2) to see the Resource Editor.



In the middle column of the Resource Editor, you'll find the booking restrictions section. Shifts are managed here. 



The desk status toggle (1) activates the desk for usage. The desk must be active in order to create and manage shifts.

Shifts are applied in conjunction with a desk booking restriction to customize how a desk can be utilized. The desk booking restriction determines who is able to book a desk and the shift determines when they are able to book a desk. 

The Booking Restricted To field (2) can be used to apply a desk booking restriction. To apply a shift, the Availability (Shifts) field (3) is used. You can also select Add Restriction (4) to apply additional restrictions and shifts.


 

 

Creating a Shift

It is recommended that you start by creating all of your shifts, before creating any restrictions or assigning any desks to shifts. Once you've created all of your shifts, it's much easier to see what restrictions are required in order to make them work.

To create a new shift, expand the Availability (Shifts) field and select Manage Shifts.
 


In the Manage Shifts screen, select Add Shift.



The Add New Shift screen then opens. Enter a name for the new shift in the Name field (1), and select a color for the shift using the Color field (2). Using the period toggles, select whether you'd like the shift to recur based on the day of the week (3) or the week of the year (4). 

Using the Included Days field (5), select the corresponding to the day(s) of the week or week(s) of the year for which you'd like the shift to recur, and then select Save (6) to finish creating your shift.

 

Applying a Shift

After you have created a shift, you can apply it to a bookable desk using the Resource Editor. Expand the Availability field and select the desired shift from the list.



If you would like to assign additional shifts to the desk, select the Add Restriction button. 



Then select Save to save your changes.


 

Applying Shifts and Desk Booking Restrictions

Shifts can be applied in conjunction with a desk booking restriction to determine not only when a desk can be used, but who can utilize the desk at those times. To learn more about desk booking restrictions, check out the Managing Desk Booking Restrictions article. 

If you are planning to restrict desks to shifts for only part of the week, then it is recommended that you create shifts without restrictions for the other days. Anyone can then utilize these desks when they are available.

You can use the Booking Restricted To field to apply a restriction. You can restrict who can book a desk by three different criteria:

• Occupants assigned to the bookable desk
• Users matching the desk department
• Customized restrictions determined by employee field

For example, you can make sure that people are able to book their desk on days when they are in the office, without making it unavailable on the days when they are away. It's possible to add up to seven restrictions per desk.

In the Booking Restricted To field, select Only assigned occupants.

In the Search by name or email field, search for the people you would like to assign to your new restriction. You can search for a user by name or email address. Select them to add them to the restriction. You will need to complete this process for each desk that you wish to apply a restriction to. It's possible to add up to 10 people to a restriction.



Now that you've created your restriction for your desk, select the desired shift using the Availability (Shifts) field to apply it to the desk. 



If you want to apply additional restrictions and shifts to the desk, select the Add Restriction button. 


 

Editing an Existing Shift

To edit an existing shift, expand the Availability (Shifts) field and select Manage Shifts.



Select Edit next to any of the shifts to open the Edit Shift screen.



Using the Edit Shift screen, you can change the name or color with the Name field (1) and Color picker (2), respectively. Using the period toggles, you can set the recurrence period of the shift to days in the week (3) or weeks in a year (4), and the Included Days or Weeks (5), depending on what period you've selected.

When you've finished making changes to the shift, select Next (6) to be presented with the Save Changes screen. 



The Save Changes screen will let you know how many desks will be impacted (1) by the change, and on how many floors (1). You will also be informed if there are any upcoming bookings (2) that will violate the updated shift schedule. 

If you are satisfied with the changes, select Save Changes (3).



 

Deleting an Existing Shift

To delete an existing shift, expand the Availability (Shifts) field and select Manage Shifts.



Select Delete next to any of the shifts you've created. 



You'll be presented with a pop-up asking you to confirm that you wish to delete this shift. The pop-up displays the number of desks assigned to the shift (1). Select Yes, Delete (2) to confirm the deletion of your Shift.