Manage occupants and spaces

Available with the ArcGIS Indoors Spaces extension.

Once you create and open a plan, the Allocate tab in Space Planner displays the number of unassigned people and units and additional details about the workspace areas in the plan. Space managers can perform the following actions:

• Assign or reassign occupants and spaces.
• Remove assignments for currently assigned occupants and spaces.
• Create activity-based workspace areas that include hot desks, office hotels, and meeting rooms.

Note:

To make changes to a plan, you must be assigned the default Data Editor role or higher. If you're using a custom role, ensure that the edit features privilege is enabled to open and edit plans.

Learn more about user types, roles, and privileges in ArcGIS Online

Assign occupants

You can assign occupants from the following places in Space Planner:

• The Allocate tab
• The Units list, accessed by clicking the Units button
• The Assignments list, accessed by clicking the Assignments button
• The info cards for units and occupants
• The map

Plan assignments

The Not assigned section of the Allocate tab displays the number of people who are not assigned to a space or workspace area, and the number of units that do not have anyone assigned or are not assigned to a workspace area.

Unassigned people

You can click the number of people in the Not assigned panel to open a list of occupants who are not assigned to a unit, workspace area, or home office. You can assign unassigned people in the following ways:

• Drag an occupant's name from the list to a space on the map. Once the target space is highlighted on the map, release the occupant's name to assign them to the space. If the target unit is part of a workspace area, the occupant is assigned to the workspace area.

  Tip:

  You can also assign an occupant to a space by dragging their name from a unit's info card to another unit on the map.

• Hover over an occupant in the People (Unassigned) list and click the Unit or Workspace Area button. If an occupant works from a home office, you can click the Home Office button .

  Tip:

  You can use the dialog box to search for a specific assignment location.

• Optionally, you can filter the list and use the Assign to drop-down menu to assign all of the occupants in the list to a unit, workspace area, or home office.

  Tip:

  If the SITE_ID field values are populated in the Occupants layer, you can filter the list of unassigned occupants by site. The Sites layer must also be present in the map.

Create a placeholder occupant

You can create a placeholder for new hires and job requisitions before their information is updated in the human resources (HR) system. This allows you to plan their work location in advance, assign them to an office, and project the usage of spaces.

To create a placeholder occupant, complete the following steps:

1. Click People to activate the People (Unassigned) list.
2. Click Add at the top of the activated list.

   The Add placeholder occupant dialog box appears.

3. In the KNOWNAS text box, type the full name or alias of the occupant.
4. Optionally, click More fields to display additional attributes that can be provided for the occupant.
5. Click Add.

   The new placeholder occupant appears in the People (Unassigned) list.

Note:

To delete a placeholder occupant, hover over the occupant in the People (Unassigned) list, and click the Delete button . If a placeholder occupant is already assigned to a unit, workspace area, or home office, the assignment must be removed before it can be deleted.

Unassigned units

You can click the number of units in the Not assigned panel to open a list of units that don't have someone assigned to them or are not assigned to a workspace area. You can assign these units to occupants or workspace areas in the following ways:

• Hover over a unit in the list and click the Person , Hot Desk , Office Hotel , or Meeting Room button to open a dialog box and choose the person or workspace area to assign to the unit.

  Note:

  The availability of the Hot Desk, Office Hotel, and Meeting Room buttons depends on the options chosen when configuring workspace areas for Space Planner.

• Optionally, you can filter the list and use the Assign to drop-down menu to assign all of the units in the list as hot desks, office hotels, or meeting rooms in a selected workspace area.

You can also filter the list and assign results as office hotels, hot desks, or meeting rooms all at once. Alternatively, you can assign each space individually as office hotels, hot desks, or meeting rooms by hovering over a space in the list and clicking the Person , Hot Desk , Office Hotel , or Meeting Room button to open a dialog box where you can choose a person or assign a space.

Tip:

You can use the search text box on the dialog box to search for a specific person or assignment location.

Units

To review a list of all units, click the Units button . You can assign the units in the following ways:

• Hover over a unit in the list and click the Person , Hot Desk , Office Hotel , or Meeting Room button to open a dialog box and choose the person or space to assign to the unit.

  Note:

  The availability of the Hot Desk, Office Hotel, and Meeting Room buttons depends on the options chosen when configuring workspace areas for Space Planner.

• Optionally, you can filter the list and use the Assign to drop-down menu to assign all of the units in the list as hot desks, office hotels, or meeting rooms in a selected workspace area.

Tip:

You can use the search text box on the dialog box to search for a specific person or assignment location.

Assignments

You can review a list of occupant assignments by clicking the Assignments button . The list can be filtered and sorted, and you can click an assignment in the list to pan the map to the corresponding assignment. Assignments are listed for each assigned space. People can be assigned to multiple units or workspace areas, so one person can have multiple assignments in the list.

You can assign occupants in the Assignments list in the following ways:

• Drag an occupant from the list to a unit on the map. Once the target unit is highlighted on the map, release the occupant to assign them to the space. If another occupant is already assigned to the unit, you can unassign the occupant using the dialog box that appears. If the target unit is part of a workspace area, the occupant is assigned to the workspace area.

  Note:

  You can reassign an occupant by dragging them from a unit's info card to another unit on the map. The occupant is unassigned from their previous unit and assigned to the new unit after you click Assign to confirm the change.

• Hover over an occupant in the list and click the Unit or Workspace Area button to open a dialog box where you can choose a space. If the occupant works from a home office, you can also use the Home Office button .

  Tip:

  You can use the dialog box to search for a specific assignment location.

• Optionally, you can filter the list and use the Assign to drop-down menu to assign all of the occupants in the list to a unit, workspace area, or home office.

  Tip:

  If the SITE_ID field values are populated in the Occupants layer, you can filter the list of occupants by site.

Unassign occupants

Space Planner includes a list of occupants in the Occupants feature class. You can use the Assignments list to unassign occupants from spaces in the map. One common scenario for unassigning occupants is when a team moves from one building to another on a campus. In such cases, the entire team must be unassigned from their current building before being assigned to spaces in the new building. The following sections describe the various ways you can unassign occupants.

Assignments list

To open the Assignments list, click the Assignments button . When the Assignments list is opened in Space Planner, it displays all the occupants in the Occupants layer and their current space assignments. You can use the Assignments list to highlight individual occupants on the map or filter groups of occupants. Once the Assignments list has been filtered, you can unassign all of the occupants in the filtered list.

Caution:

Before performing batch operations from the Assignments list, ensure that the list is correct to avoid accidentally unassigning occupants.

To unassign an occupant from their assigned space, hover over their assignment in the list and click the Unassign button .

Map

You can select units and occupants on the map and remove assignments from their info cards.

When a unit that is not part of a workspace area is selected, any occupants assigned to it are shown on the info card. Click the Unassign button next to an occupant to unassign them from the unit. If the person is the only occupant in the unit, the unit is added to the Not assigned list.

When an occupant is selected, their assignments are shown on the info card. Click the Unassign button to unassign the occupant from the unit, workspace area, or home office.

Unassign spaces in the Units list

After activating the Units list, you can click a unit to highlight it on the map. From there, you can unassign an occupant from the unit on its info card. You can also filter the Units list to unassign a collection of units all at once.

Caution:

Before performing batch operations from the Units list, ensure that the list is correct to avoid accidentally unassigning units, especially if the list is large.

To remove an occupant from an occupied unit, hover over the unit in the list and click the Unassign button .

Create workspace areas

Workspaces can be created to organize office hotels, meeting rooms, and hot desks. Occupants can be assigned to a workspace area and can book units that are assigned as office hotels or meeting rooms in the workspace area to use for a period of hours, days, or weeks.

You can review workspace area assignments by selecting Workspace Areas .

Note:

The availability of office hotels, meeting rooms and hot desks depends on the options chosen when configuring workspace areas for Space Planner.

The following are additional configurable options available for workspace areas:

• You can configure access to bookings by restricting them to people who are assigned to a specific workspace area. If an office hotel or meeting room is located in a workspace area that is configured as restricted, the portal user signed in to Viewer or the Indoors mobile app must have an associated email address that matches the EMAIL field value of their record in the Occupants layer to create bookings.

• You can assign one or more reservation managers to a workspace area. Reservation managers can manage bookings for office hotels and meeting rooms on behalf of other people in Indoor Viewer and Indoors mobile apps that have workspace reservations configured using the Reservations layer.

• You can set the following office hotel scheduling limits:
  • Maximum number of bookings per person—Cannot book more than this number of office hotels at a time.
  • Maximum duration in days per booking—Cannot book an office hotel for longer than this number of days.
  • Maximum days in advance bookings can be made—Cannot book an office hotel more than this number of days in advance.
• You can set the following meeting room scheduling limits:
  • Maximum number of bookings per person—Cannot book more than this number of meeting rooms at a time.
  • Maximum duration in hours per booking—Cannot book a meeting room for longer than this number of hours.
  • Maximum days in advance bookings can be made—Cannot book a meeting room more than this number of days in advance.

  To set workspace area scheduling limits, the Areas table must contain a field named CONFIG with a text data type.

  Note:

  The CONFIG field is created by the Create Indoors Database tool in ArcGIS Pro 3.0. If the Indoors database was created before ArcGIS Pro 3.0, use the Upgrade Indoors Database tool to automatically add the CONFIG field to the Areas table, along with any additional schema items that conform to the latest version of the Indoors model for your installed version of ArcGIS Pro.

To create a workspace area, complete the following steps:

1. Click Workspace Areas .

   The Workspace Areas list opens.

2. Click Add.

   The Add a workspace area dialog box appears.

3. Provide a name for the workspace area.
4. Check the Restrict bookings to assigned people only check box to create a restricted workspace area.

   Enable this option if you want only the occupants assigned to the workspace area to be able to book it in Indoor Viewer or Indoors mobile.

   Note:

   If you made required schema changes after creating a plan (such as adding a RESTRICTED field to the Areas table), you must create a new plan to see the restricted workspace area option.

5. Optionally, add reservation managers for the workspace area if you have configured office hotels or meeting rooms with the Reservations layer.

   The Area Roles table must be shared as part of the same feature layer as the Areas table and the Units and Occupants layers.

   Note:

   If you made required schema changes after creating a plan (such as adding the Area Roles table), you must create a new plan to see the reservation managers option.

6. Optionally, click Next and set scheduling limits for the workspace area.
7. Click Add.

   The new workspace area appears in the list.

8. Click the new workspace area to assign and manage its occupants or units.

You can also review more details about the workspace area, delete it, remove the booking restriction, or update scheduling limits for the workspace area.

Disable assignment confirmations

When you assign an unassigned occupant to a vacant unit or workspace area, a confirmation dialog box appears by default to confirm the assignment. The confirmation dialog box can be turned off to speed up assignment workflows. You can disable the confirmation either on the dialog box itself or in the user settings.

Note:

The option to disable confirmation dialog boxes is not available for occupants or units that have multiple assignments.

Disable confirmations on the dialog box

To disable the confirmation dialog box while assigning occupants, complete the following steps:

1. Assign an unassigned occupant to an empty unit or workspace area.

   Tip:

   You can turn off assignment confirmations by assigning an unassigned occupant from the Assignments, People, or Units list to an unassigned unit. You can also disable assignment confirmations when dragging an unassigned occupant to an unassigned unit.

   A confirmation dialog box appears.

2. Check the check box on the dialog box to stop showing the confirmation.
3. Click Assign.

   The occupant is assigned and the confirmation dialog box no longer appears.

The confirmation dialog boxes remain turned off in your active web browser. If you open the same plan in a different web browser, the confirmation dialog boxes are enabled by default.

Disable confirmations in user settings

To disable the confirmation dialog box in the app settings, complete the following steps:

1. Click the Options button .

   The options panel appears.

2. Click the User Settings button .

   The User Settings panel appears.

3. Turn off the Enable dialogs toggle button.

   The confirmation dialog box no longer appears when assigning unassigned occupants to unassigned units or workspace areas from a list. You can turn confirmations on again using the same toggle button.

The confirmation dialog boxes remain turned off in your active web browser. If you open the same plan in a different web browser, the confirmation dialog boxes are enabled by default.