Desks are the key "Spaces" managed by SwipedOn Desks. Desks are recorded solely within the application and there is no need to link with a room calendar.


  • Firstly, sign into the admin panel.
    Your landing page will show all your locations. Click on 'view' for the location you would like to create a new desk.

  • When viewing a location, all levels will be listed. Select 'Manage Desks' for the level you would like to add a new desk.

  • This will then display the list of all desks for the selected level.
    Items are listed in alphabetical order, so when using numbers for desks we recommend using leading zeros to ensure they are sorted in the expected sequence, e.g. 001, 002, 009, 010, 011, etc.

  • When viewing the list of desks, click on the 'Add new desk' button in the top right hand corner. This then opens a page to enter the desk details:

Desk Details

  • Active
    Whether the desk is active and available for use.
    If inactive, then desks will not appear in search results for users.

  • Type
    Desks can one of three types:

    • Bookable
      These are most common. A desk that users can search for and book. it is then reserved for the selected period before being bookable by another user.

    • Agile
      This covers hot desks which are not bookable upfront. Instead, users find a vacant desk then start using it. It then becomes unavailable. This setup supports "passive" check-in using presence sensors that mark which spaces are occupied or not.

    • Fixed
      These are desks which have a fixed assignment to a named person so they cannot be booked by other users. When selecting this option for a desk, you must then enter the email address of the occupant and this will only permit email addresses with the domain recognised by SwipedOn Desks.

      For example, if a client had the domain "contoso.com" only these email addresses would work. An email address using gmail or outlook.com would not work.

  • Desk Name
    The unique name or number given to the desk. Its usually best to use a naming convention for example <floor number>-<desk number>.

    E.g. Desk number 7 on the third floor would be listed as "3-07".

  • Capacity
    The number of people who occupy the desk. This is normally just one but some organisations may have larger desk occupancy.


Resources

There are five options currently available that can be used to show resources of a desk. For example, desks can be marked as being adjustable, having a monitor present. When searching for desks, users can filter results based on these options.


Floor Plans

When searching for desks, you may want to view a map or floor plan showing the location. This section is used to link a specific desk to a floorplan.

The two map options are:

  • Static Floorplan
    The simplest option is to upload a static image (JPG/PNG). When users view details of a desk, they can click a button to then display this image.
    Some organisations will use the same floor plan for all desks on a level, whilst some make a copy specific to each desk and will highlight the image somehow (e.g. Red circle around the desk).

  • Interactive Floorplan*
    A copy of the floorplan is made interactive to show live usage. Each desk in the system can be linked to the same dynamic map so that when a desk is occupied the map is updated (desk colour changes to red).

    When using interactive maps, connections need to be made for the location, the level and then at each specific desk.

*Subject to additional charges


Once all the relevant information has been entered, click the 'Add' button to save and return to the list view of desks. All settings can easily be changed if necessary by editing a desk record.

Repeat this step for each desk you need to create. If you are creating a large amount of desks, contact support for bulk upload.

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