Not every desk move comes from your HRIS. Move Manager lets you assign any person to any desk — on any floor of any building you manage.

When to use this workflow

Use this workflow when someone needs a desk move for a reason that didn't come from HRIS — an accessibility accommodation, a team swap, a temporary placement, a cross-floor move, or when the person isn't currently surfaced in the Queue. If they're already in the Queue, you can use the Queue actions instead.

Step 1: Find the right desk

Navigate to the floor where you want to seat the person. You have two ways to find a desk:

The floor plan — free desks are visually distinct from assigned desks.
The inventory panel — lists all desks grouped by neighborhood. Filter by Available Soon to surface only desks available for assignment.

Use the floor switcher or building picker to navigate elsewhere if needed.

Step 2: Assign someone to the desk

Click the desk on the floor plan or select it in the inventory panel. The desk detail panel opens — click Assign, then search for the person by name or team. Choose whether the assignment is effective immediately or on a future date.

Step 3: Handle existing assignments

If the person already has a desk in the same building, Move Manager will ask you to choose:

Keep current desk — give them both desks. Use this for temporary accommodations alongside their usual desk.
Move person — unassign them from their other desk and give them this new one.

This prompt is your safeguard against accidental double-assignments.

Step 4: Add an assignment note (optional but recommended)

Before confirming, add an assignment note to capture why this assignment exists. A good note is specific and actionable: "Broken leg — ground floor required. Temporary. Do not reassign without checking." Notes are visible to admins but never to the employee.

Step 5: Confirm

Once you've set the effective date, handled any existing assignment, and added a note, confirm. The assignment is staged into your session. Finalize when ready — the assignment goes live, the person receives an email, and the floor plan updates.

Cross-floor and cross-building moves

Different floor: Navigate to the target floor, click a free desk, and assign the person. The "keep current desk / move person" prompt handles the unassignment of their old desk.
Different building: Two steps — first unassign them in their current building, then switch buildings and assign them to the new desk.

FAQs

Can someone have desks in two different buildings?
Yes. Move Manager only prompts about existing assignments within the same building. If you want a true move, unassign them in the source building first.

Can I edit a note after the assignment is confirmed?
Notes are immutable. If the situation changes, end the assignment and create a new one with an updated note.

What if I assign someone to a desk that isn't in their team's neighborhood?
Move Manager doesn't block you. Use the assignment note to capture why if it's not obvious.