Introduction to Neighbourhoods and Desks

NB: this guide assumes you have already created your office and that you are an Office Manager (admin) in Officely.

Neighbourhoods and Desks allow your team to choose where they sit each day and to see where their colleagues are sitting.

There are four main ways you can set up neighbourhoods and desks:

  1. Create a hot-desking area - this works well if your employees don't need to choose where they are sitting, they simply book into the office and choose a desk when they arrive.

  2. Create neighbourhoods (recomended) - this works well if your teams sit together on a specific bank of desks. For example, you might have a Sales Neighbourhood or a Marketing Neighbourhood or a Collaboration Neighbourhood. This works well as teams can be assured they are sitting together.

  3. Create specific desks - this works well if your employees need to be able to book a specific desk. Or if you need to assign specific desks to specific people.

  4. A combination of the above - creating both team neighbourhoods and specific desks.

If it works for your organisation, we really encourage you to use Neighbourhoods (option 2). It makes it much easier for your team to book into the office (rather than having to select from many desk options) and as result, means that more employees will use Officely.

  1. How to create one hot-desking area

If you don't need to allow your colleagues to book a specific area or desk, they just need to be able to book into the office and then choose a desk on arrival. This setup is for you.

  1. Open Officely

  2. Click Settings

  3. Click Offices (towards the top of the screen)

  4. Click on the three dots to the right of the office

  5. Click Neighbourhoods and Desks

If this is the first time you are setting up Neighbourhoods there will be two Neighbourhoods created by default called Hotdesks and Focus Zone - you can delete those by clicking on the three dots to the right-hand side and clicking 'Delete'.

Now we will create one neighbourhood for the entire office:

  1. Click 'Create'

  2. Enter in the name of the Neighbourhood, this might be 'Shared area' or 'Hotdesks'

  3. Enter the total number of desks that you want to make available for booking

  4. Keep the category blank

  5. Click Create

You're done! Now your employees will be able to book into the office. You can always come back in here and change the number of desks available.

2. Create Neighbourhoods

If your office is divided into banks of desks and specific teams sit at each bank of desks (ie. the Sales Team sit in the sales area and the Marketing team sit in the marketing area) or you have banks of desks for a specific purpose (ie. a collaboration area or a focused area). This setup is for you.

  1. Open Officely

  2. Click Settings

  3. Click Offices (towards the top of the screen)

  4. Click on the three dots to the right of the office

  5. Click Neighbourhoods and Desks

If this is the first time you are setting up Neighbourhoods there will be two Neighbourhoods created by default called Hotdesks and Focus Zone - you can delete those by clicking on the three dots to the right-hand side and clicking 'Delete'.

Now we will create our neighbourhoods:

  1. Click 'Create'

  2. Enter in the name of the Neighbourhood (eg. Sales Neighbourhood)

  3. Enter the total number of desks that you want to make available for booking in that Neighbourhood

  4. Create a category (optional), this can either be used to help your team find the Neighbourhood (eg. First floor, Second floor). Or to describe the resources available (eg. Sit/Stand desk, Double monitors).

  5. Click create

Repeat the above steps to create as many Neighbourhoods as you need:

3. How to create specific desks

If you need to allow your team to book specific desks. This setup is for you.

  1. Open Officely

  2. Click Settings

  3. Click Offices (towards the top of the screen)

  4. Click on the three dots to the right of the office

  5. Click Neighbourhoods and Desks

If this is the first time you are setting up Neighbourhoods there will be two Neighbourhoods created by default called Hotdesks and Focus Zone - you can delete those by clicking on the three dots to the right-hand side and clicking 'Delete'.

Now we will create our desks:

  1. Click 'Create'

  2. Enter the name of the desk (eg. Desk 1 or Mark's Desk)

  3. In desk count enter '1'

  4. Create a category (optional), this can either be used to help your team find the Desk (eg. First floor, Second floor). Or to describe the resources available (eg. Sit/Stand desk, Double monitor).

  5. Click create

Repeat the above steps until you have entered all your desks.

4. How to create a combination of Neighbourhoods and assigned Desks

If you have both banks of desks where teams sit and you need to assign specific desks to specific people. This setup is for you.

  1. Open Officely

  2. Click Settings

  3. Click Offices (towards the top of the screen)

  4. Click on the three dots to the right of the office

  5. Neighbourhoods and Desks

If this is the first time you are setting up Neighbourhoods there will be two Neighbourhoods created by default called Hotdesks and Focus Zone - you can delete those by clicking on the three dots to the right-hand side and clicking 'Delete'.

First, we'll create our Neighbourhoods:

  1. Click 'Create'

  2. Enter in the name of the Neighbourhood (eg. Sales Neighbourhood)

  3. Enter the total number of desks that you want to make available for booking in that Neighbourhood

  4. Create a category, here you can enter 'Shared area' so your teams can easily distinguish between shared neighbourhoods and assigned desks.

  5. Click create

Repeat the above steps to create as many Neighbourhoods as you need.

Now we will create our assigned desks:

  1. Click 'Create'

  2. Enter the name of the desk (eg. Desk 1 or Mark's Desk)

  3. In desk count enter '1'

  4. Create a category, this time enter 'Assigned Desks'

  5. Click create

Now your team can easily see which desks or Neighbourhoods they are allowed to book:

Your Primary Neighbourhood/Desk

To save your team time they can set a Primary Neighbourhood or Desk. This is the Neighbourhood or Desk that they prefer to sit in. For example, if they are in the sales team, this will likely be the Sales Neighbourhood.

You can change your Primary Neighbourhood or Desk by going to Settings -> Your Neighbourhood -> Change Neighbourhood.

Book into a different Neighbourhood

If you want to sit in a different Neighbourhood for a day, for example if you are normally in the Sales Neighbourhood but you want to sit in the Marketing Neighbourhood. You can do that by clicking 'View More' on the Officely Home Page and then click 'Change Neighbourhood'.

Read next: how to invite your team.

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