Calven has several different ways of setting up desks in your office, including desk sharing, neighborhood capacity management and assigning desks to individual users. Sharing desks allows the office to be flexible for hybrid workers. Assigning desks to provides individuals with the same guaranteed space every day. What happens when someone works a hybrid schedule but wants a permanent desk when they're in? With Calven, you can have the best of both worlds.
What is auto release assigned desks?
Auto-release assigned desks is a booking automation that allows you to free up assigned desks and allow others to book them when the assignee’s working location is remote, away, or at another office. When this feature is enabled, users who are not planning to be in the office will have their desks automatically released one day before - other users can then book these desks after they've been released. To get the most out of this automation, enable waitlist to automatically re-book desks to users who need them after they've been released.
A great way to use a blend of assigned and shared desks in your space is to provide assigned desks for users who come into the office more often.
How releasing assigned desks help optimize my office?
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Organizations with high frequency office attendees or people with OH&S requirements can assign a desk to these individuals and still make use of the desk when they're are not in.
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This feature allows administrators to give out more assigned desks while still being able to use those desks during days where the assigned person does not require it.
How do I use this feature?
In order to enable this feature, you must be a real estate administrator or global administrator.
Step 1 - Assign desks
In Backoffice, navigate to the floor plan tab for the office you'd like to assign desks in and use the edit button to start editing the floor plan. Once you're in the editor, select the desk you'd like to assign, and set assignment type to assigned. Once you've done this, use the assigned to dropdown to select the assignee.
Step 2 - in booking settings, enable auto-release assigned desks
In the booking settings tab for your office, use the toggle to enable auto release:
When your assigned desk is set to be released, you'll see it reflected in your pass. You can also use the X to cancel your assigned desk booking at any time to allow others to book it.
On the day before your assigned desk is set to automatically release, you'll also receive a notification reminder:
Can I opt specific users out of auto-release assigned desks?
Yes! To opt out individual users from having their assigned desk auto-released, administrators can disable the auto-release for these individuals. Note that all users with an assigned desk can manually release their desk.
To disable auto-release, navigate to the user's profile in Backoffice. From the user’s profile, click on the edit icon in the work information section. While editing work information, you can use the switch to disable auto-release assigned desks for this user specifically.
Note this setting is only visible for users who have an assigned desk.
If a I accidentally released my desk, can I get it back?
When you change your working location to the office, if your released desk is still available then Calven will auto-book it for you. If another user has already booked your released desk, then you'll receive a booking for another shared desk (if one is available).
Related articles:
How booking works in Calven
Booking settings
Setting up your office and floor plan
Waitlist