Space Planning & Management / Space Inventory & Performance / Space Manager / Assign Room Attributes and Occupancy task (Transactional)
|Space Planning & Management / Space Personnel & Occupancy/ Space Manager / Assign Room Attributes and Occupancy task (Transactional)

Using Room Plans to Review Occupancy and Assign Employees to Rooms

As a space manager, you may need to see on a room plan drawing the rooms that are over capacity, under capacity, or vacant so that you can assign employees to these rooms. You can do so directly from the CAD drawing by running the Assign Room Attributes and Occupancy task.

When making employee assignments, you may wish to do so from a room plan so that you can graphically see the location of rooms. For example, you may wish to have all employees of the same department located in contiguous rooms.Similarly, seeing all your vacant rooms on a floor plan drawing can help you consolidate space. Perhaps a set of contiguous vacant rooms can be converted to a storage area.

Note: You can also review and assign occupancy by selecting the Edit Room Attributes button when using the Space Planning Console.

To see a floor's occupancy

In the Process Navigator, choose the Assign Room Attributes and Occupancy task.

The system presents a filter console, and a drill-down tree for selecting the floor plan.

If you have several records to drill through, you may wish to use the filter at the top of the view. The filter limits the drill-down frames to showing just the data that you indicate in the filter.
For example, if you want the drill-down frames to present only floors in the HQ building, set the Building Code to HQ in the filter console.

Adjust the working area to focus on the tasks at hand. There are two ways to do this:

Adjust the panels yourself by using the small triangular resize buttons to hide and resize the Process Navigator, the Select Floor pane, and the filter console. If you wish, zoom into the floor plan drawing and position it using the icons in the drawing window
Click the Maximize button at the top of the drawing pane. This hides the Process Navigator, filter, and the drill down pane for selecting the floor plan drawing. It also zooms the drawing and pans it. Once the drawing is maximized, you can return to the default window arrangement by choosing the corresponding Minimize button.

In the top panel, choose Employee as the Room Attribute. (For information on room standard, room type, department, see Assigning Room Attributes Using Room Plans.)
Select the floor whose rooms you wish to view. The drill-down frame presents only those floors for which CAD drawings have been developed.
Once you select the floor, the system presents its drawing in the right pane. The floor's occupiable rooms are highlighted according to capacity, vacancy, and availability. Note that rooms that are designated as non-occupiable (such as storage rooms) are also indicated. A legend to the right of the drawing indicates what each color represents.
If you wish to see additional information about the rooms, such as the department owning a room or its current employee assignment, select the appropriate attribute for the Labels option.

For example, you may wish to know to which department a room is assigned. Or, if the room holds multiple employees, you may wish to know the employees already occupying this room.
If the drawing is zoomed in enough, you will be able to see this information displayed in each room.
Otherwise, you can hover over the room to see the information.

To assign an employee to a room

To assign an employee to a room, follow the above steps to see the current occupancy.

In the Employees list in the lower left frame, the system lists as many employee records as it can hold. You may wish to use the filter at the top of screen to show only employees of a certain department or only employees of whose name begins with a certain letter.
Select the employee you wish to assign to a room. Scroll to the right to see the employee's current assignment, if any.
In the drawing, click on the room to which you want to assign this employee.
If assigning this employee changes the room's capacity, the system redisplays the room in the appropriate color. For example, if you assigned the employee to a vacant room that can hold one employee, the highlight color changes from the Vacancy color to the At Capacity color. Note that if you have the employee name displayed as a label, this text will not be updated until you actually save the change.
Continue making your changes and the system will redisplay the rooms in the appropriate highlight color and list your changes in the Assignments frame.
Save your changes by choosing Save in the Assignments frame.

At this point, the system updates the assignments in the database and updates the labeling text .
The system automatically updates any Workspace Transaction records associated with the room.
To cancel all your assignments, choose Revert All.

When you have finished updating this floor's rooms, you may select another floor plan in the left pane and update its employees.

Note: As a space manager, you are able to assign employees to rooms that are at capacity or over capacity. The system warns you that you are exceeding capacity, but enables you to make the assignment.This approach provides you with flexibility in temporarily placing employees until more space becomes available.

To unassign an employee from a room

You may want to unassign an employee from its current room, but not immediately assign this employee to a new room. In this case, follow these steps:

You do not need to worry about loading the appropriate drawing.
Scroll to find the employee in the employee list.
Select the record's check box.
Choose the Unassign button at the top of the employee list.
If the employee had been assigned to a room, the system updates the drawing accordingly (if that drawing is currently displayed). For example, if the employee was in a room that was at capacity and now has room, the room will display as available.

Other options for assigning room properties