This article covers how new starters and leavers reach Move Manager from your HR system, which HR fields matter, and what you need in place for it all to work.
Move Manager also lists people who need a desk but don't have one. That part doesn't depend on your HR system and isn't covered here. For an overview of the Queue, see Move Manager: Getting Started.
Summary
Four fields in your HR data decide whether Move Manager can create seating requests for you: work location, employment status, start date and leaving date.
Work location matters most. It sets each person's assigned building, which decides whose Queue they appear in.
In Kadence, there's only one thing to set up: mapping each HR work location to a Kadence building. Everything else syncs automatically.
Before you start
These need to be in place before Move Manager can create seating requests from your HR system:
Your buildings exist in Kadence. You map HR work locations onto existing buildings, so they need to be set up first. See How to Create and Configure Buildings.
Your HR system is connected. Go to Settings > Integrations & API > HR Integration. See Connect your HR system for the full steps.
Your HR work locations are listed on the building mapping screen. Work locations are the first thing Kadence imports, before any employee data, so you can start mapping straight away.
Each work location is mapped to a Kadence building and saved. This sets each employee's assigned building (see below).
Building mapping is the only setup step in Kadence. Employment status, start dates and leaving dates sync automatically from your HR system.
The HR fields Move Manager uses
HR field | What Move Manager uses it for | Needed? |
Work location | Sets the person's assigned building, which decides which building's Queue they appear in. If it's blank or unmapped, they appear in every building's Queue. | Recommended |
Employment status | Tells Kadence the person hasn't started yet, which flags them as a new starter. | Yes |
Start date | Creates the new starter request and is shown as the date they need a desk by. | Yes |
Leaving date | Creates the leaver request and is shown as the date their desk becomes free. | Yes |
How assigned building works
Assigned building is a user-level field in Kadence. It decides which building's Queue a person appears in inside Move Manager.
Kadence reads the work location on each employee's HR record and uses your building mapping to work out their assigned building. For example, if someone's work location is Amsterdam, and Amsterdam is mapped to your Kadence Amsterdam building, their assigned building becomes Kadence Amsterdam.
You can see a person's assigned building on their user profile in Kadence.
If an employee's work location is blank or not mapped, they have no assigned building and appear in every building's Queue. Once they're seated, their assigned building updates to match where they sit.
Sync employees at unmapped locations
The Sync employees at unmapped location toggle sits on the building mapping screen and controls who comes into Kadence at all.
Off (default): new starters only sync from work locations you've mapped to a Kadence building. People at unmapped locations aren't brought in.
On: new starters sync from every HR work location, including unmapped ones. They arrive with no assigned building, so they appear in every building's Queue until they're seated.
When a new starter appears in the Queue
A new starter appears in the Move Manager Queue when all three of these are true:
Your HR system marks them as not yet started.
Their HR record has a start date.
They don't already have a desk.
The start date shows on their request as the date they need a desk by.
If a new starter's HR record has no start date, no request is created and nothing flags it. Make sure start dates are filled in your HR system.
To seat them, see Move Manager: Assign a desk to a new starter.
When a leaver appears in the Queue
A leaver appears in the Queue once their HR record has a leaving date and they have a desk to release.
A leaver with no desk doesn't appear, because there's nothing to release.
Requests are per desk, not per person. Someone with desks in two buildings creates two requests, one in each building's Queue.
The leaving date shows on the request as the date the desk becomes free.
To release and reassign their desk, see Move Manager: Process a leaver and recover their desk.
Why this matters
New starter and leaver requests appear in Move Manager without anyone having to raise them.
Each request carries its date, so a desk that frees up in six weeks is visible now, not on the day.
Requests stay in step with your HR system. If a start date moves, the date on the request moves with it.
Coming soon: filter by HR attributes
Later releases of Move Manager will support filtering by HR attributes, including line manager, cost center, management level and department. Planners and Building Admins will be able to pick an HR attribute and see where everyone in it sits on the floor plan.
To use these features when they become generally available, make sure these fields are populated in your HR system and synced to Kadence.
FAQs
Why isn't a new starter showing in the Queue?
Why isn't a new starter showing in the Queue?
Check that their HR record has a start date, that your HR system marks them as not yet started, and that they don't already have a desk. If their work location isn't mapped and Sync employees at unmapped location is off, they won't be brought into Kadence at all.
Why is someone showing in every building's Queue?
Why is someone showing in every building's Queue?
They have no assigned building, usually because their work location is blank or not mapped. Map the work location, or seat them and their assigned building will update automatically.
What happens if a start or leaving date changes in our HR system?
What happens if a start or leaving date changes in our HR system?
The date on the request updates to match.
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