Spacebring lets you assign rooms, desks, offices, parking lots, and equipment to customers to clearly manage resource occupancy and availability in your space.
Use cases
Resource assignments let you:
Allocate certain rooms, desks, offices, parking lots, and equipment long-term to specific customers and make them unavailable to others.
Automatically update the resource availability when selling long-term rental plans for them (e.g., dedicated desks, offices, parking spaces).
Track which resources are taken and available on the timeline.
Organize a hybrid office setup and allow users to book seats daily.
How to assign resources
Resources can be assigned in two ways:
When a customer signs up for a resource rental by themselves, or
When administrators create a subscription for the customer manually.
How customers subscribe and get assigned resources
If you've configured sign-ups for resources, customers can subscribe directly from the resource's page. Upon subscribing, they’ll automatically be assigned 1 seat, space, item, or the entire resource—such as a desk, room, or office—depending on the plan configuration.
Learn how users subscribe for resources.
How administrators create subscriptions with assignments
In the "Assignments" section, press
Add.
Choose the resource to assign.
Choose whether to:
Enable the
Entire resourceswitch and fully assign the resource.
Disable the switch and assign a number of seats/spaces/items within the resource capacity.
Rooms can only be assigned entirely.
You can assign unlimited resources to a single user or company.
How assignments work
A resource can be assigned to multiple users or companies, but all assignments must be of the same type: either the entire resource or by seats. If the entire resource is assigned to a customer, it cannot be assigned by seats to others, and vice versa.
Entire resource assignments
The resource becomes visible and bookable only to the customer(s) it’s assigned to and administrators.
Other users can neither see nor book it.
Seat assignments
When a resource is assigned by seats, all users see the resource's availability reduced by the number of assigned seats, spaces, or items.
Once all seats are assigned, the resource shows as “Fully occupied”.
Assigned customers don’t need to book the resource—it’s reserved for them for the subscription duration or until the assignment is removed.
How users view their assigned resources
Users can see the resources assigned to them by following these steps:
Go to the Account > Assignments page.
View all the resources assigned, organized by location. Each assignment shows whether the entire resource is assigned to you or a specific number of seats, and the end date of the assignment's validity.
If the resource is assigned in a company subscription, both company managers and members can see it on their Assignments page.
How to cancel assignments
Administrators can cancel assignments in two ways:
Edit the customer's subscription > tap the (...) menu next to the assigned resource in the "Assignments" section >
Remove.
Assignments will automatically expire when the subscription is canceled or ends.
Once the subscription with a resource assignment ends or the assignment is removed - the resource availability automatically updates.
How assignments affect occupancy and floor plans
Administrators track all resource assignments on the Analytics page > Occupancy tab and can see the name of the customer they are assigned to, as well as the assignment dates. Track occupancy
Resource assignments affect the occupancy rate.
Entirely assigned resources are shown in purple color for administrators on floor plans, and partially assigned resources appear in green until all seats are assigned.
Entirely assigned resources are shown in white color for users on floor plans, and partially assigned resources appear in green until all seats are assigned.