When a new joiner is added to your HRIS, Move Manager surfaces them in the Queue so you can get them seated before their first day.

Step 1: Find your new starters in the Queue

Open Move Manager and look at the New Starters section of the Queue. This lists upcoming joiners sorted by urgency. Each person shows their name, email, team, and start date — which is also pre-populated as the effective date for any assignment you create.

Step 2: Recommend a desk

Open a new starter from the Queue and click Recommend. Move Manager surfaces the top desk options in priority order:

Free desks in the new starter's team neighborhood — so they sit with their team from day one.
Free desks elsewhere in the building — if the team neighborhood is full, Recommend looks at other parts of the floor and other floors, prioritizing desks not already assigned to a neighborhood.

Click any suggestion to see where it is on the floor plan before you commit. Use Next suggestion to step through alternatives. When you find the right desk, confirm the assignment.

Step 3: Auto assign a desk

If you'd rather Move Manager pick for you, use Auto assign instead. It uses the same suggestion logic as Recommend but picks the first option and stages it for you to confirm — faster when you don't need to choose the specific desk. Auto assign is unavailable for new starters without a team mapped.

Step 4: When a new starter has no team mapped

Recommend still works — but surfaces free desks not associated with any team rather than a team neighborhood. Auto assign is unavailable in this case. You can also find a desk manually on the floor plan or in the inventory panel.

Step 5: Finalize your changes

Each assignment is staged — pending but not yet live. Work through your Queue and accumulate staged changes, then finalize when ready. Move Manager will create the assignments, notify each new starter by email, and update the floor plan and Queue.

Good to know

The effective date is pre-populated from HRIS but you can override it at any time before confirming.
If a new starter doesn't need a permanent desk, use No desk needed to remove them from the Queue.
New starters stay in the Queue until they're seated or marked as not needing a desk.

FAQs

What if the team neighborhood has no free desks?

Recommend falls back to free desks elsewhere — first on the same floor, then on other floors — prioritizing desks not assigned to a neighborhood.

Can I assign a desk before the new starter's start date arrives?
Yes. The desk will show the new starter as the pending assignee until the effective date, at which point it transfers automatically.

Can I change my mind after finalizing?
Yes. You can edit or remove an assignment from the desk detail panel or the person detail panel after the fact.

What does the new starter receive?
An email notification letting them know which desk has been assigned. You don't need to message them separately.