Managing Your Designations

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.
 

Designations, also referred to as departments, allow you to allocate different desks, rooms, spaces, and employees to your company’s departments. As your company’s departments can be managed through your integrated directory software or through OfficeSpace, there are multiple ways for you to create and assign departments.

Manually Creating Designations with OfficeSpace
Creating Designations with Directory Synchronization
Assigning Departments to Individual Desks and Rooms
Assigning Departments to Multiple Desks and Rooms
Assigning Employees to Departments
Resetting Your Designations

 

Manually Creating Designations with OfficeSpace

New designations can be created in Manage Designations, which is located under the Designations tab in Preferences. Designations can be created individually or created in bulk.

 

Creating Individual Designations

To create an individual designation, select Create New.



The Creating New Designation screen opens. Enter the Designation Name (1) and add a Description (2), if applicable. 



Using the Allocation Type field, select the Assigned Area type, Floor Common Area type, Site Common Area type, or Unusable Area type from the list to allocate your designation.



Select the Color field to choose the color of your new designation.



Then select Create to create your new attribute. 



 

Creating Multiple Designations

To create multiple designations, select Add List. 



The Adding List of Designations screen opens. You can copy and paste a list of new designations from Excel into this screen. Ensure that the columns in your Excel spreadsheet are in this order: Name, Color (optional), Description (optional). 



After you have entered your list of designations, select Add to create your new designations.

 

Creating Designations with Directory Synchronization

If your company uses Directory Synchronization to manage your employee information, the department designations for each employee will be updated after each sync. You can view the updated employee information in the People Reports. 

When an employee’s department is updated with a designation that does not exist in OfficeSpace, the list of designations in Manage Designations will not be updated until the employee is seated. Once the employee is seated, the designation will automatically be created in OfficeSpace.

You can use the Status tab in Manage Designations to view which designations were created using Directory Synchronization. Look for the star icon under the Status tab to see all new designations that have been created after an employee with a new department designation was seated. 

 

Assigning Departments to Individual Desks and Rooms

After you have created your departments, you can assign them to desks and rooms. If you have Department Tracking enabled, any occupied desks and room will be assigned to the same department as their current occupants. If you need to manually override this setting, you can use the Room or Seat Editor found in Move Manager. Departments are assigned in Move Manager. 

In Move Manager, select the desired desk or room on the floor plan to open the info card. In the info card, select the Seat tab (1), then select Edit (2). 



In the Edit Seat or Edit Room screen, select the Department field and choose the desired department from the list. 



Then select Save to save your changes. 



 

Assigning Departments to Multiple Desks and Rooms

Departments can be assigned to multiple desks and rooms using the Multi-Select tool. The Multi-Select tool is located in Move Manager. 

In Move Manager, select the Multi-Select tool from the Action Panel. 



Then use the dropdown menu to choose either Selecting Seats or Selecting Rooms and Spaces.



On the floor plan, select the required seats or rooms. 

In the Multi-Select tool, expand the Actions dropdown menu and choose Change Department from the list. 



The Change Department screen opens. Select your desired department (1) from the list and then select Save (2).

 

Assigning Employees to Departments

If your company does not manage your employee department designations with directory software, you can manually assign your employees to departments using the People Manager report. Check out the Modifying Employee Entries section of the People Reports article for instructions on editing the department information in an employee record. 

 

Resetting Your Designations

You have the ability to reset all department designations for your desks and rooms. Designations can only be reset by floors, either individual floors or multiple floors at a time. In Manage Designations, select the three dots next to Add List and then select Reset Assignments. 



The Reset Designation Assignments screen opens. Select a floor group (1) and then select or deselect individual floors (2) from the group using the two dropdown menus. 



Next, select whether vacant seats on the selected floors should keep or reset their designations. 



Then select whether rooms that do not contain seats on the selected floors should keep or reset their designations. 



You can then select Reset Assignments to reset your designations on your indicated floors.