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Change Room Assignments of Employees

As employees change departments or positions, new employees are hired, or new space is acquired, employees will move locations within the organization's buildings. Updating the electronic inventory with these changes is important not only for knowing the correct location of an employees, but also for ensuring that space is correctly accounted for.

When choosing a new room for an employee, you will typically want to choose a room that is assigned to the department for which the employee works. This ensures consistency between how space is allocated (that is, how it assigned to departments) and the employees that actually use it. Therefore, when assigning employees to rooms you may want to highlight the available rooms by departmental assignment.

Another factor to consider is using space to its full potential. Practices at your site might dictate that a department's rooms are filled to capacity before placing an employee in a vacant room. For example, if a room can hold three people and currently holds only one, you must assign two more people to this room before you can assign someone to a vacant room. For information on occupancy statuses (vacant, available, at capacity, over capacity) see Review Room Availability (vacant, available, at-capacity, over-capacity).

Note : The procedures described in this topic change the employee's location in the database. Some sites term this a "paper move." You can also use the Space Console's move features to track a move with a move order. See Generate a Move Order for Moving Employees

Using the floor plan

It is useful to consult the floor plan when assigning employees to rooms. You can highlight by department so that you can see where the available rooms for a department are physically located. This can be important for placing employees near other personnel with whom they frequently work. You can also highlight by occupancy status so that you can see exactly where the available rooms are located. Perhaps some available rooms are located in area that will soon undergo construction; you might wish to place employees in other available rooms if possible.

Another advantage of using the floor plan is that Archibus informs you if you will be exceeding room capacity. You can elect to still place the employee in this room, if desired.

Step 1: Prepare the floor plan

  1. Load the Space Console and choose Occupancy mode.
  2. Load the desired floor plans.
  3. In the Highlights option in the floor plan ribbon, choose Department. This enables you to place employees in rooms assigned to their department.
  4. In the Border option in the floor plan ribbon, choose Occupancy. The system highlights the borders of rooms according to their occupancy status, below. Knowing the occupancy status can help you choose the best room in which to place an employee.
    • vacant
    • available (the rooms have not yet reached their employee capacity)
    • at capacity
    • exceeds capacity
  5. Use the Legend option in the ribbon to display the legend.
  6. In the Labels option, choose to show Employees (the Employee Code field) or Employee Name. You will need to zoom into the drawing to see this label on the floor plan. You can always hover over a room to find this information.

Step 2, Method A: Select the target rooms

If you know the rooms to which you want to move employees, follow these steps.

  1. In the Employees tab, select the Employee that you wish to assign to a room by clicking its check box.
    • To see a list of all employees without a room assignment, choose the Unassigned check box.
    • If you wish, you can select multiple employees to place them in the same room at one time.
    • The message at the top of the floor plan prompts you to select a room and also indicates how many employees are selected.
      employee_two_selected.png
  1. In the floor plan, click the room in which you want to place the employee.
    • You can mouse over the room to see the employees already occupying this room.
    • If you choose a room that is already at capacity or that is over capacity, the system will warn you and ask if you want to proceed. If you choose to continue, Archibus will place the employee in the desired room.
    • Archibus adds the employee to the list of pending assignments.

Step 2, Method B: Drag an employee from one room to another

You may wish to work directly with the floor plan by dragging an employee from one room to another. You can do this only for employees already assigned to rooms. Unassigned employees must be placed using Method A.

  1. In the floor plan, zoom so that you can see the Employee Name or Employee (Employee Code field) listed as a label for each room.
  2. Select the employee name of the employee that you wish to move.
  3. Drag the employee name to the room to which you wish to move this employee.

Step 2, Method C: Use the Waiting Room

Sometimes you know that an employee needs to move, but you do not immediately know the destination. For example, you may know that a series of rooms are being renovated and that the employees need to move, but you have not yet figured out where you will place them. In these cases, you can place the employee in the Waiting Room and then later select the destination room.

For more information on the Waiting Room, see Move Employees to the Wait List for Available Rooms (the Waiting Room).

  1. In the Employees tab, select the employees that you wish to move by clicking on their check boxes.
  2. Click the Move to Waiting Room button.
  3. Archibus copies the selected employees to the Waiting Room box.
  4. From the Waiting Room box, select the employee that you wish to place in a room and drag the employee to the floor plan. Release the mouse when you are at the destination room. You can select only one employee at a time.
    • You can mouse over the room to see the employees already occupying this room.
    • If you choose a room that is already at capacity or that is over capacity, the system will warn you and ask if you want to proceed. If you choose to continue, Archibus will place the employee in the desired room.
    • Archibus adds the employee to the list of pending assignments.

Step 3: Review the pending assignments and commit

  1. At any time, you can review the pending assignments by choosing the View Pending Assignments button.
    • Archibus presents a form listing the employees' current location and the location to which you will assign these employees.
      pending_list.gif
    • To remove an employee from the list, select it and choose the Cancel Assignments button. Archibus removes this item from the list.
    • When satisfied with the list of employees to assign to rooms, choose Commit Assignments from the form. Archibus updates the drawing and the employee list, per step 10.

  1. If you choose not to review the Pending Assignments, select the Commit button located above the floor plan.
    commit.gif
  2. If you have highlighted by occupancy status or displayed the employee name as a label, Archibus updates the drawing to reflect the new occupancy status or the new employee label.
  3. In the Employees tab, Archibus updates the Location column.

Using a form

You can also change the employee location by changing the values for Building Code, Floor Code, and Room Code. With this method, you do not immediately know the location on the floor plan of the destination room, you don't know the occupancy status of the destination room, and you don't have the opportunity to review pending employee assignments. That is, as soon as you save the Edit Employee form, the system records the location change.

  1. Load the Space Console and choose Occupancy mode.
  2. In the Employees tab, select the pencil-shaped Edit button for the employee whose location you want to change.
  3. In the Edit Employee form, complete the Building Code, Floor Code, and Room Code fields with the new location. Save your change.
  4. Archibus updates the values in the Space Console's Employees tab. Archibus will update the drawing the next time you:
    • reload the floor plan
    • select another highlight or label and then return to the original highlight or label.

For more information, see Edit Data Using the Space Console's Tabs .

Note on VPA

If you have VPA set for division or department, you can still update an employee's location to be a room that does not belong to the division or department VPA. This can be done by:

  • Using the Space Console to drag and drop the employee to the new room.
  • Using Define Employee or Edit Employee to update the employee's building, floor, room (note that this can only be done by directly inputting the location, as the select-values list of rooms will obey VPA).

If you do update the employee location to a new room that does not belong to the same division or department as is set by VPA, the location change will not create a workspace transaction, and therefore the employee's change will not be recorded in history.

Next steps

Generate a Move Order for Moving Employees