Manage occupants and spaces

Available with the ArcGIS Indoors Spaces extension.

Once you create a plan and open it, the Plan tab in Space Planner contains the number of people and units without an assignment and additional details about the hot desks and hotels in the plan. Space managers can begin to reassign occupants to spaces, including the following:

• Assign or reassign occupants and spaces.
• Unassign currently assigned occupants and spaces.
• Create activity-based spaces such as hotels and hot desk areas.

Note:

You must have privileges associated with the default role of Data Editor or higher to make changes to a plan. If you're using a custom role, the edit features privilege must be 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 Plan tab
• The Units list, opened by clicking the Units button
• The Assignments list, opened by clicking the Assignments button
• The info cards for units and occupants
• The map

Plan assignments

The Not assigned section of the Plan tab reflects the number of people who are not assigned to a space or activity area, and the number of units that do not have anyone assigned or are not assigned to an activity area.

Unassigned people

You can click the number of people in the Not assigned pane to open a list of occupants who are not assigned to a unit, hot desk, hotel, or home office and assign them in the following ways:

• Drag an occupant name in this list to a space on the map. Once the target space is highlighted on the map, release the occupant name to assign the person to that space. If the target unit is part of a hotel or hot desk area, the occupant is assigned to that hotel or hot desk area.

  Tip:

  Dragging an occupant name from a unit's info card to another unit on the map also assigns the occupant to that space.

• Hover over an occupant in the People (Unassigned) list and click the Units , Hot Desk , or Hotel button to open a dialog box and choose a space. You can click the Home Office button if an occupant works from a home office.

  Tip:

  You can search for a specific assignment location using the dialog box that appears.

• Optionally, filter the list and use the Assign to drop-down menu to assign all of the occupants in the list to a hotel, hot desk, or unit.

  Tip:

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

Create a placeholder occupant

You can create a placeholder for new hires and job requisites before their information is updated in the human resources (HR) system. This helps you 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 placeholder occupant in the People (Unassigned) list, and click the Delete button . If a placeholder occupant is already assigned to a hot desk, unit, or hotel, the assignment must be removed before it can be deleted.

Unassigned units

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

• Hover over a unit in the list and click the Person , Hot Desk , or Hotel button to open a dialog box and choose the person or space to assign to the unit.
• Optionally, filter the list and use the Assign to drop-down menu to assign all of the units in the list to a hotel or hot desk area.

You can filter the list and assign results to a hotel or hot desk all at once, or you can assign each space individually to a hotel, hot desk, or occupant by hovering over a space in the list and clicking the Person , Hot Desk , or Hotel button to open a dialog box you can use to choose a person or assign a space.

Tip:

Use the search field in the dialog box to search for a specific person or assignment location.

Units

You can review a list of all units by clicking the Units button and assign the units in the following ways:

• Hover over a unit in the list and click the Person , Hot Desk , or Hotel button to open a dialog box and choose the person or space to assign to the unit.
• Optionally filter the list and use the Assign to drop-down menu to assign all of the units in the list to a hotel or hot desk area.

Tip:

Use the search field in 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 clicking an assignment in the list pans the map to the assignment. Assignments are listed for each assigned space. People can be assigned to multiple units, hotels, hot desks, or any combination of the three, and as a result, one person can have multiple assignments in this list.

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

• Drag an occupant in this list to a unit on the map. Once the target unit is highlighted on the map, release the occupant to assign the person to that space. If another occupant is already assigned to the unit, you can unassign that occupant on the dialog box that appears. If the target unit is part of a hotel or hot desk area, the occupant is assigned to that hotel or hot desk area.

  Note:

  You can reassign an occupant by dragging an occupant 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 Units , Hot Desk , or Hotel button to open a dialog box and choose a space. You can also use the Home Office button if the occupant works from a home office.

  Tip:

  You can search for a specific assignment location using the dialog box that appears.

• Optionally, filter the list and use the Assign to drop-down menu to assign all of the occupants in the list to a hotel, hot desk, or unit.

  Tip:

  You can filter the list of occupants by site if SITE_ID and SITE_NAME field values are populated in the Occupants layer.

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. A common scenario in which occupants are unassigned is a team moving from one building to another on a campus. The entire team must be unassigned from their current building before being assigned to spaces in the new building. The sections below describe the 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 lists all the occupants in the Occupants layer and their current space assignments. You can use the Assignments list to highlight single occupants on the map or to filter groups of occupants. Once the Assignments list has been filtered, you can unassign all the occupants currently in the list.

Caution:

Ensure that the list is correct before performing batch operations from the Assignments list. It is possible to unassign occupants accidentally if the list is large.

Hover over an assignment in the list and click the Unassign button to unassign an occupant from their assigned space.

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 hotel or hot desk area is selected, any occupants assigned to it are shown on the info card. Click the Unassign button to unassign the occupant from the unit. If that 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, hotel, or hot desk.

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:

Ensure that the list is correct before performing batch operations from the Units list. It is possible to unassign units accidentally if the list is large.

Hover over an occupied unit in the list and click the Unassign button to remove an occupant from that unit.

Create hotels and hot desk areas

The Assigned to area of the Plan tab contains the Hotels and Hot Desks options. You can activate a list of current hotel and hot desk areas for your plan by clicking one or the other.

Hotels contain units that people can book in Indoor Viewer and Indoors Mobile if you configure them using the Reservations layer or Microsoft 365.

Hot desks are units that people can occupy temporarily and can locate on the map through symbology. You can create a category for hot desks while preparing an indoors map.

The following additional configurable options are available for office hotels:

• You can configure access to hotel bookings by restricting bookings to people who are assigned to that hotel. If a hotel 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.

  Hotels are created as restricted by default. To configure unrestricted hotels, the Areas table must contain a field named RESTRICTED that has a Long data type.

  Note:

  This field is created by the Create Indoors Database tool at ArcGIS Pro 2.9. If the Indoors database was created before ArcGIS Pro 2.9, using the Upgrade Indoors Database tool automatically adds the RESTRICTED field to the Areas table, along with any other additional schema items that conform to the latest version of the Indoors model for your installed version of ArcGIS Pro.

• You can set one or more reservation managers for an office hotel. Reservation managers can book and manage office hotels for other people in Indoor Viewer and Indoors Mobile apps that have workspace reservations configured using the Reservations layer.

• You can set hotel scheduling limits on office hotels, including the following:
  • Maximum number of bookings per person—People can't book more than this number of hotels at a time.
  • Maximum duration in days per booking—People can't book an office hotel for longer than this number of days.
  • Maximum days in advance bookings can be made—People can't book an office more than this number of days in advance.

  To set hotel scheduling limits, the Areas table must contain a field named CONFIG that has a text data type.

  Note:

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

To create a hotel or hot desk area, complete the following steps:

1. Click Hotels or Hot Desks to activate the list to which you want to add an area.
2. Click Add at the top of the activated list.

   The Add a hotel area or Add a hot desk area dialog box appears.

3. Provide a name for the area.

   The Restrict bookings to assigned people only check box is checked by default. Occupants must be assigned to the hotel before they can book it in Indoor Viewer or Indoors Mobile. Uncheck this box to create an unrestricted area that does not require an occupant assignment to book.

   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 hotel option.

4. Optionally, add reservation managers for the hotel area.

   The Area Roles table must be shared as part of the same hosted 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.

5. Optionally, click Next and set scheduling limits for the hotel.
6. Click Add.

   The new hotel or hot desk appears in its respective list.

7. Click the new hotel or hot desk area to modify its occupants or units.

   You can also view additional details about the area, delete it, remove the booking restriction, or update scheduling limits for the area.

Disable assignment confirmations

When you assign an unassigned occupant to a vacant unit, hotel, or hot desk area, a dialog box appears by default to confirm the assignment. This confirmation dialog box can be turned off to speed up assignment workflows. You can turn the confirmation off on the dialog box or in the user settings.

Note:

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

Disable confirmations on the dialog box

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

1. Assign an unassigned occupant to an empty unit, hotel, or hot desk 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 turn off 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.

Disable confirmations in user settings

To turn off 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, hot desks, or hotel 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 browser, the confirmation dialog boxes are enabled by default.