Office area settings

Every office area has its own settings. When you open an area, you'll see three tabs: Desks with the list of desks in the area and their statuses, Employees with the area's employees and managers, and Settings, where you set how many days ahead employees can book desks in this area.

In short

• You'll find areas in Desks > Areas. You set up each area separately.
• Desks: the list of desks in the area. This is where you change their status: free, reserved or restricted.
• Employees: assign employees to private areas and appoint area managers.
• Settings: set how many workdays ahead employees see when booking desks in this area.

How to open an area's settings

1. In the left menu, under Manage, unfold Desks.
2. Click Areas.
3. Choose the area you want to edit.

Desks tab: desks and their statuses

Here you see all desks in the area and their status, and for booked desks also the person who booked them. The Map view button shows the desks on a map.

Every desk has one of 3 statuses. By changing the status, you decide whether a desk can be booked and by whom:

• free: everybody can book the desk in the app.
• reserved: the desk is assigned to a specific employee.
• restricted: the desk can't be booked in the app.

When should I change a desk's status?

• Restrict a desk:
  • for a period of time if you want to give it to a guest visiting your office.
  • in an area that is being renovated or is unavailable for any other reason.
• If some employees need to work at specific desks, assign those desks with the reserved status. Then no one else can take them.

How to change a desk's status:

1. Open the area. The Desks tab opens first.
2. Click the desk you want to manage. The app shows the desk details.
3. Click Edit next to the default status.
4. Click the status and select the new one.
5. Confirm with the Change Status button.

Employees tab: employees and area managers

The list shows the employees assigned to the area and their role in it:

• member: can book and release desks in this area,
• manager: can do the same and additionally manages the area.

Assigning employees to an area

Tidaro has 2 types of office areas: public and private. All employees have access to a public area, so you don't need to assign anyone to it. A private area is available only to employees who are assigned to it.

You can assign teams to specific private areas, and no one else will be able to book desks there. This is especially helpful if you have office rooms or spaces dedicated to particular teams.

When should I assign employees to an area?

• Assign all employees from one department to a specific area, so they have a private space to work together.
• Assign teams that often work together to the same areas. This way they can sit next to each other when they need to.
• Assign new employees and the people responsible for their onboarding to the same area, so they stay together during the first days.

How to assign an employee:

1. Open the area and go to the Employees tab.
2. Click + Assign an employee at the bottom.
3. Select the employee you want to add to the area from the list.
4. Confirm with the Assign button.

Area manager

An area manager can change desk statuses in the areas they are assigned to manage. This takes work off administrators and helps office managers organise the office. You can appoint a manager in both private and public areas.

Many companies give the area manager role to team leaders, so they can organise their teams as they wish. Others give it to HR staff who manage guest visits and don't need access to the tools for organising the whole office.

How to assign an area manager:

1. Open the area and go to the Employees tab.
2. Click the employee in the list. If they aren't there yet, first assign them to the area with + Assign an employee.
3. Select set status to manager.
4. Click Change status.

In the same window you can also change the role back (set status to member) or remove the employee from the area (unassign this employee).

Settings tab: how many days ahead employees can book

You can set how many days ahead employees can book desks, separately for each office area. This number decides how many days are visible in the booking section and overrides the default value from Desks > Settings in this area.

Only workdays are counted. For example, if you set 2 visible workdays, on Monday employees see Monday, Tuesday and Wednesday, and on Friday they see Friday, Saturday, Sunday, Monday and Tuesday.

Our clients usually set a low value in public areas, such as open spaces. In private areas the value varies, depending on how the office is organised.

1. Open the area and go to the Settings tab.
2. Click edit next to Number of visible workdays.
3. Click set office area value and type in the new number of days.
4. Confirm the changes with the change button.