Before you start

A few things to know before you dive in:

Move Manager is available on certain Kadence plans. If you're not sure whether your organization has access, speak to your Customer Success contact.
You need to be a Global Admin or a Building Admin to use Move Manager.
Move Manager works best when your HRIS is connected to Kadence. New starters, leavers and start dates all flow in from HRIS, which is what powers the Queue.

Key concepts

The Dashboard

When you open Move Manager, you land on the dashboard. It's a per-building overview of everything moving through the system — every Queue item, every pending change, every recent one.

Use the building picker at the top of the page to move between buildings you administer. Each row on the dashboard shows the person the change relates to, the request type, where it came from, the date it was submitted, and its current status.

Click any row to jump straight to that person in the Move Manager workspace, with the Queue pre-positioned on them so you can take the next action. To go into the workspace without picking a specific person, use Edit workspace at the top of the page.

The workspace puts two things side by side:

The floor plan — always shows the live state of the floor. Visual indicators on each desk tell you what's going on at a glance.
The inventory panel — a list-based view of people and spaces in the building, with filters and search.

The Queue

The Queue is your to-do list — the people who need a desk, the joiners coming up, and the leavers on the way out. It's organized into three sections:

Needs a Desk — people who don't currently have a desk assigned and need one.
New Starters — upcoming joiners, surfaced from your HRIS.
Leavers — upcoming leavers, surfaced from your HRIS.

People are ordered by urgency within each section. There is one Queue per building — use the building picker to switch between buildings. Most Queue actions are also available as bulk actions via the kebab menu at the top of each section.

If a person doesn't have an assigned building in HRIS, they appear in the Queue of every building you have access to. As soon as you assign them a desk, their building is set automatically and they stop appearing in other Queues.

Immediate and Scheduled Assignments

Every assignment has an effective date. You can assign immediately or schedule for a future date — the desk will show its current assignee until that date, then transfer automatically. When you assign someone with an HRIS-confirmed start date, Move Manager pre-fills the effective date for you. You can always override it before confirming.

Neighborhoods

A neighborhood is a group of desks associated with a team. Neighborhoods help admins keep teams sitting together and make it easy to find an appropriate free desk for a given person.

Assignment Notes

When you assign a desk, you can add a short assignment note — up to 255 characters — to capture context for future admins. For example: "Broken leg — ground floor required. Temporary. Do not reassign without checking."

Notes are visible to any admin who can view the desk or the person, but never to the employee themselves. Notes are immutable once written and are scoped to the assignment — when an assignment ends and a new one starts, the new assignment starts fresh.