Move Manager emails let your people know where they'll be sitting when their desk changes. When you assign a new starter or move someone to a new desk, Kadence can email them exactly where to find it — and let their manager know too. You control what those emails contain, and you decide who gets notified with every change.

Before you start

A few things to know before you dive in:

Move Manager must be enabled for your workspace. Email settings live inside Move Manager, not a building's standard settings.
You need to be a Global Admin or a Building Admin. Move Manager isn't visible to Team Managers or Employees.
New starter emails rely on an HR integration (for example BambooHR) to detect new joiners — Move Manager only sends one once it gets that signal. Desk move emails don't depend on this.
The wayfinding link lets recipients find their desk in Kadence, so it only works for people who have a Kadence account.

If your users aren't in Kadence, turn the wayfinding link off. It won't work for them, and a broken link in an email looks worse than no link at all.

Who can do what

	Global Admins	Building Admins	Team Managers	Employees
Configure Move Manager email settings	Yes	Yes	No	No
Send a test email	Yes	Yes	No	No
Turn notifications on or off per assignment	Yes	Yes	No	No
See whether an email was sent (seating history)	Yes	Yes	No	No
Receive an email about their own new desk	Yes	Yes	Yes	Yes
Receive a notification when a team member is assigned a seat	Yes	Yes	Yes	No

Global Admins can configure emails for every building. Building Admins can only configure the buildings they manage.

Configure your email notifications

Set your email options up once, and every email that goes out stays consistent. Your settings apply to the desk assignment emails Kadence sends to new starters and current employees.

Go to Settings and open the Move Manager tab.
Select Email notifications from the left menu.
Turn each option on or off. Changes apply as soon as you set them.

You can also get here from the settings cog in the top-right of the Move Manager toolbar, next to Edit workspace.

Here's what each option does:

Show wayfinding link: Adds a link that lets the employee find their desk in Kadence. Hover the information icon for a reminder that they'll need a Kadence account to open it.
Show support contact information: Adds a Need help? contact to every employee email. Enter your support address in the field below the toggle — this is what employees will see.
Show people nearby: Shows up to five colleagues seated near the employee's new desk. Anyone with a photo in Kadence is shown with their photo; everyone else appears as initials.
Show default move instructions: Adds a short Before you move checklist to desk move emails, reminding people to clear their old desk before they leave it.

Set your support email address

Turn on Show support contact information.
Type the address into the field below the toggle.
Click Save to confirm, or Cancel to discard the change.

Send a test email

Before your emails start reaching real people, send yourself a test to check everything looks right.

Click Send test email.
Choose which email you'd like to preview: Desk move email or New starter email.
The test lands in your own inbox. The button pauses briefly after each send, so give it a moment before sending another.

Test emails always use sample content — never a real person's details.

Notify a person when you assign or move them

Every time you assign someone to a desk — whether that's through the new starter workflow or an ad-hoc assignment — you choose whether to tell them. The Assign person dialog has this built in, so notifying people is part of the flow rather than a separate task.

Notify employee about their new desk: This checkbox is selected by default. Leave it ticked to send the email, or clear it to assign the desk quietly without notifying the person.
When the email sends: The helper text under the checkbox tells you exactly when. If the change happens now, the email goes out on confirmation. If you schedule the change for a future date, Kadence sends the email 14 days before it takes effect — or straight away if the change is sooner than that.

Set the rest of the assignment — Keep all desks or Move person, an Immediately or Schedule change, and an optional Note — then click Assign.

Review changes before you confirm

When you're working through several changes at once, the Review changes dialog lets you check everything — including who gets notified — before anything is sent.

Each row has its own Notify control, so you can send some emails and hold others back within the same batch.
Rows that aren't about a person — like an amenity quantity change — can't trigger an email. Their Notify control is switched off and shows "Not relevant for this change".
Use the tabs at the top — All, Assigned, Unassigned, and Amenity changes — to focus on a particular type of change.

When everything looks right, click Confirm all changes. To go back and adjust, click Keep editing.

Check whether an email was sent

You can always see what happened with a notification. Open a person's Seating history and look at the Notification status:

Pending — the email is scheduled and hasn't gone out yet. The send date is shown below.
Sent — the email has been delivered, with the date it went out.
Skipped — no email was sent because the notification was turned off for that change.

What your people receive

These emails send automatically based on your settings and the notify choices you make — the recipient doesn't set anything up. Here's what each one looks like.

New starter email

New joiners receive a welcome that shows them exactly where to sit on day one. It includes:

A welcome header with your company branding and their start date.
Their desk details — desk name, zone, floor, building, and their first day and time, with a green New desk badge.
A floor plan with their desk marked, so it's easy to find.
Perks of your desk — the amenities at their new desk, such as a standing desk, monitor, or wireless keyboard.
Others seated nearby — up to five colleagues seated near their desk, if Show people nearby is on.
Building details — the address, a map, and opening times.
Need help? — your support contact, if Show support contact information is on.

Desk move email

When an existing employee moves desk, the email focuses on the move itself. Alongside the desk details, floor plan, and amenities, it adds:

Add to calendar and View desk in Kadence buttons at the top, so the move is easy to save and locate. The View desk in Kadence link appears when Show wayfinding link is on.
A Before you move checklist reminding them to clear personal items, wipe down surfaces, and report any equipment issues. This appears when Show default move instructions is on.

Manager email

When someone is assigned or moved to a desk, their manager receives a short heads-up so they're aware of the change. It's deliberately lighter than the employee version.

The manager email includes the person's name in the subject and headline — for example "Madelyn Lipshutz has been assigned a new seat" for a move, or "assigned a seat" for a new starter — a View desk in Kadence button, the desk details, a floor plan, and the list of amenities. It doesn't include the people-nearby or building-details sections.

Good to know

Timing is automatic. You don't schedule the email itself — you schedule the desk change, and Kadence sends the email 14 days before it takes effect, or immediately if the change is sooner.
Skipping is always an option. Clear the Notify checkbox or toggle whenever you'd rather make a change without emailing the person. Seating history will record it as Skipped.
Test emails are safe. They never contain real employee data, and they only go to your own inbox.
The wayfinding link is optional. It only works for people who have a Kadence account, so if your users aren't in Kadence we recommend turning Show wayfinding link off.

FAQs

Do I have to email someone every time I assign a desk?

No. The Notify option is on by default but you can clear it for any assignment. The change still happens — the person just isn't emailed.

When exactly does the email go out?

On confirmation for immediate changes. For scheduled changes, 14 days before the change takes effect — or straight away if it's due sooner than that.

Can I see whether an email was actually sent?

Yes. Open the person's Seating history and check the Notification status — it shows Pending, Sent, or Skipped.

Why can't I turn on the Notify option for an amenity change?

Emails only go to people about their desk. Changes that aren't about a person, like an amenity quantity, can't be notified, so the control is switched off with "Not relevant for this change".

Who receives the manager email?

If the person is in a team, the manager of that team receives it. It's a shorter version of the employee email, without the people-nearby and building sections.

Need Help?

For floorplan requests or questions, contact:
📩 [email protected]

For support with anything else, reach out to:
📩 [email protected]

Move Manager: Email Notifications