Overview
The desk occupancy system tracks how your desks are being used through two types of memberships:
Fixed Plan Memberships: Members have continuous access during their membership period
Flex Plan Memberships: Members book individual entries from their available quota
💡 Important: Only memberships that have at least one desk assigned are counted in desk occupancy. Members with memberships that have no desks assigned (such as social memberships) will not appear in the desks overview page or be counted in occupancy calculations, even if they are active members of your space.
Viewing Occupancy
Navigate to Desks in your dashboard
Use the calendar to select different dates
Each desk card shows:
Current occupancy (number of active members/total capacity)
Capacity progress bar with color-coded status
List of current occupants grouped by membership type
Real-time availability status
Calendar Features
The desk calendar provides visual indicators for better planning:
Blocked Dates: Shown with red background and strike-through text
Selected Date: Highlighted in blue for easy identification
Navigation: Click any date to view occupancy for that specific day
Understanding Occupancy Types
Fixed Plan Members
Automatically counted in desk occupancy for their entire membership duration (only if their membership plan has at least one desk assigned)
No need to book individual entries
Visible in the occupancy count until their membership expires
Flex Plan Members
Only counted when they have a confirmed booking for a specific date (only if their membership plan has at least one desk assigned)
Must book entries in advance using their available quota
Appear in occupancy count only on their booked dates
Can be removed from specific dates to return quota to their account
Managing Occupancy
Adding Entries
Click the Add Entry button to manually book a desk for a member:
Search and select a customer with an active Flex Plan membership
Choose from available desks (based on their membership plan)
Select the date for the booking
Review the summary and confirm
Removing Entries
For Flex Plan bookings, you can remove individual entries:
Click the trash icon next to any Flex Plan member
Confirm the removal - this returns 1 entry to their quota
Fixed Plan members cannot be removed as they have continuous access
Blocking Dates
Use the dropdown menu (three dots) next to "Add Entry" to access blocking options:
Click Block Dates to prevent new bookings
Select one or multiple desks
Choose a single date or date range using the calendar
Add an optional reason for the block
Review the summary showing affected desks and dates
Important: Blocking dates prevents new bookings but preserves existing ones.
Unblocking Dates
To remove previously blocked dates:
Click Unblock Dates from the dropdown menu
Select desks that have blocked dates (only desks with blocks are shown)
Choose which blocked dates to remove from the grid
Add an optional reason for unblocking
Confirm to make those dates available for booking again
Visual Indicators
Capacity Bar: Green for normal usage, red when at or near capacity
Member Cards: Organized by membership plan type for easy identification
Blocked Dates: Clearly marked in red on both main calendar and booking calendars
Occupancy Report
Access detailed analytics through Reports → Occupancy to view:
Daily occupancy breakdown by membership type
Occupancy trends over time
Peak usage periods
Comparison with previous periods