Spacebring allows you to assign resources like rooms, desks, offices, parking lots, and equipment to customers.
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, have resource availability updated.
Track occupancy and availability of all inventory within your space 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
In the "Items" section, press
Add.
In the "Product" section, choose the resource to assign.
Choose a level from the "Tier" section that fits the customer's needs (priced for the entire resource or per set). Alternatively, select Custom to define a unique pricing tier from scratch.
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. When doing so, verify that the selected tier is configured for per-seat pricing.
Rooms can only be assigned entirely.
You can assign an unlimited number of resources to one customer.
Assignment types
There are two ways to assign resources to your members.
Entire resource: The resource is dedicated to one customer.
By seats/spaces/items: The resource is shared among multiple customers based on a specific seat count.
All assignments for a single resource must be of the same type. To prevent over-allocation, it is not possible to create multiple "Entire" assignments for the same resource during the same time period.
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 is automatically unavailable to others during the subscription period.
Other customers can book or subscribe to this resource for other dates (outside the current assignment period).
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 current assignment period).
How administrators view assignments
Administrators view assignments for each resource:
On the Rooms, Desks, Offices, Parking, and Equipment pages:
By opening each individual resource:
All resource assignments also appear on the Resources > Assignments timeline.
Resource assignments affect occupancy.
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.
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 item with assigned resource >
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.
FAQs
Why do I see the error "Assignments conflict with other assignments"?
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
To fix this:
Go to Resources > Assignments.
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
To fix the conflict:
If the resource is assigned by seat, assign the resource by seat as well, or
Choose a different resource for your new customer.