Spacebring allows you to assign resources like rooms, desks, offices, parking lots, and equipment to customers. This helps you efficiently manage resource occupancy and availability within your space.

Best practices

Resource assignments enable you to:

Allocate rooms, desks, offices, parking lots, and equipment long-term to customers who rent them.
Automatically and in real-time update resource availability based on customer subscriptions.
Track occupancy and availability of all resources clearly on a timeline.
Make certain resources only visible and available to specific customers for booking and unavailable to others.
Organize hybrid office setups and allow users to book seats in their office daily.

How to assign resources

There are two primary ways to assign resources:

When a customer signs up for a resource rental by themselves, or
When administrators create a subscription for the customer and assign a resource 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 the entire resource (desk, room, or office) or 1 seat, space, item — depending on the plan configuration.

Learn how to configure sign-ups for resources and how users subscribe for resources.

How administrators create subscriptions with assignments

Create or edit a subscription for a user or company.
In the "Assignments" section, press Add.
Choose the resource to assign.
Decide how to assign the resource:
- Enable the Entire resource switch 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 an unlimited number of resources to one customer.

Assignment types

There are two types of resource assignments:

Entire resource assignments
Assignments by seats/spaces/items

All current and future assignments for a single resource must be of the same type.

If the entire resource is assigned to a customer for any period, it cannot be assigned by seats to other customers, even for different periods.
If a resource already has seat assignments, it cannot be assigned as an entire resource to other customers, even for different periods.

How assignments work

Entire resource assignments

Only the assigned customer(s) can see and book the resource during the period of their subscription. Other users cannot see or book it.
Assignments take effect on the subscription start date and expire on the subscription end/cancellation date. The resource automatically becomes unavailable to others during the subscription period.
Other customers can book or subscribe to this resource for other dates (outside the assignment period), but only if their selected subscription start and end dates do not overlap with existing assignments for this resource.
The system prevents customers from signing up for overlapping rental periods for the same resource. However, administrators can assign an entire resource to multiple customers for the same or overlapping periods, if needed. Only administrators have this possibility.

Seat assignments

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 their seat(s)—it’s reserved for them for the subscription duration or until the assignment is removed.
Assignments take effect on the subscription start date and expire on the subscription end/cancellation date. The system automatically updates the resource’s availability on these dates.
Other customers can book or subscribe to these seat(s) for other dates (outside the assignment period), but only if their selected subscription dates do not overlap with existing seat assignments for that resource.

In the current member mobile app version, assigned resources appear unavailable as soon as the subscription is created, regardless of the start date. They remain shown as occupied for all future dates until the subscription ends or is canceled.

Starting with version 4.9.0, resource availability on mobile will align with the admin dashboard and web portal — reflecting the actual start and end dates of the subscription, and making the resource available to others outside that period.

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.

FAQs

Why do I see the error "Assignments conflict with other assignments"?

This error means that one or more resources you've added to the customer's subscription are already assigned to another customer using a different assignment type—either:

Entire resource, or
By seats

You can’t mix assignment types for the same resource. To fix this:

Go to Analytics > Occupancy.
Find the resource in question to check:
- Which customer it's assigned to
- The assignment dates
- The type of assignment
Tip:
- Wide bars = Entire resource assignments
- Narrow bars = Assignments by seats
Fix the conflict by:
- Assigning the resource with the same assignment type as the existing one, or
- Choosing a different resource for your new customer.