Assignments

An assignment is an allocation of a resource to a customer, typically for a long-term rental, such as of a private office or dedicated desk. Assignments are created automatically when a customer subscribes to a rental or when an administrator sets up a subscription on their behalf.

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Assign resources to customers for rental

1. Go to the Customers page.
2. Open the customer’s profile.
3. Create or edit their subscription.
4. Add a subscription item.
5. In the Product field, select a resource (desk, office, etc.).
6. In the Tier field, choose one of the tiers (pricing options) you added in this resource settings or choose Custom to set up the subscription details from scratch.
7. Use the Entire resource switch to choose the appropriate assignment type.

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Entire resource

Use it when:

• The customer rents the whole resource, such as:
  • A private office
  • A meeting room
  • A desk
  • A parking lot rented entirely by one company

• For as long as the assignment lasts, the resource is hidden from everyone except the assigned customer, and only that customer can book it. If the resource is assigned to a company, every member of that company can book it.
• A customer who is assigned an entire resource can book it for free, because their subscription already pays for it.
• If the customer books the resource outside their assignment dates, the booking is charged at the resource’s regular price, and the customer has to pay for it.
• A booking made under an assignment can only be edited while the assignment still covers it. If you move the booking outside the assignment period, or the assignment was canceled, you will face the Cannot update a hybrid booking without a subscription covering it error. The booking stays in the calendar and can still be canceled.

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Quantity of seats/spaces/items

Use it when:

• The customer rents part of a shared resource, such as:
  • 1 dedicated desk in a 10-desk zone
  • 3 parking spaces in a 20-space lot

• You want the resource to remain visible to others even when fully occupied.
  • In this case, leave the Entire resource switch off and assign the maximum quantity instead.
  • The resource will appear with the Fully occupied label, allowing others to express interest for future availability.

How resources assigned by seats appear to others:

• Users see the reduced resource availability (e.g., 7/10 available).
• When capacity reaches zero, it remains visible with a Fully occupied label.

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Track all rentals on the Assignments page

1. Go to Resources > Assignments.
2. The Assignments page gives you a consolidated overview of:
   • Resources rented by customers
   • Resources available for rental

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How to read the Assignments timeline

Each resource appears with one or more bars labeled with customer names.

• Thicker bars indicate entire resource assignments.

• Thinner bars indicate partial assignments.
  • The number of seats is shown next to the customer name.
  • If no seat count appears on the thin bar, it means 1 seat is assigned.

• Each resource shows its total capacity, so you can quickly assess remaining availability.

• Unassigned resources appear without any bars.

Interactions:

• Hover over a bar to see the rental period. It is shown based on the customer’s subscription item dates.
  • For subscriptions with no end date set, the assignment shows as indefinite.
• Click a bar to open the customer’s profile and manage the resource assignment in their subscription.
• Click a resource to view its details.

Filters:

• Use the date picker to check availability for a specific period.
• Use the Resource dropdown to view all resources or filter by resource type.

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Floor plan view

• If you have the Floor plans add-on, switch to Floors to see the occupancy visually on floor plans.
• Use the Date or Resource filters to check availability for a specific period or a specific resource type.

FAQs

Why do I see the error 'Assignments conflict with other assignments' when creating a subscription for the customer?

There are several reasons why you see this error message:

• One or more resources you’ve added to the customer’s subscription are already assigned to another customer for the same dates or with a different assignment type (entire VS by seat).

To fix this:

1. Go to Resources > Assignments.
2. Find the resource in question to check:
   • Which customer it’s assigned to
   • The assignment dates
   • The type of assignment
   • Wide bars = Entire resource assignments
   • Narrow bars = Assignments by seats
3. To fix the conflict:
   • Choose a different resource for your new customer.
   • Go to the profile of the customer who currently rents this resource and remove this resource from their subscription items or adjust its dates.
   • If the resource is assigned by seat, assign the resource to the new customer by seat as well.

Why do I see the error 'The resource is currently assigned to another customer or is booked on nearby dates and isn't available for subscription' when assigning a resource?

Before creating an assignment, Spacebring checks that the resource is free for the whole assignment period. This error means something already occupies it:

• The resource has bookings during that period.
• The resource is already assigned to other customers, and your assignment would take it over its capacity.
• A parent or child resource of the one you are assigning is booked or assigned during that period.

To find the conflict, check the resource page for bookings, the Resources > Assignments timeline for other assignments, or generate a Bookings report. Then cancel the conflicting bookings, adjust the other assignments, or set your assignment to start after they end.

Why did a customer book an assigned resource for free?

A customer who rents the entire resource pays for it in their subscription, so booking it costs them nothing extra. This is expected, and applies to all resource types. If you want customers to pay per booking instead, remove the assignment and give them exclusive access to the resource.

How do I remove resource assignments?

1. Go to the Resources > Assignments page or to Rooms, Desks, Offices, Parking, or Equipment pages.
2. Find the resource in question to check which customer it’s assigned to.
3. Go to the Customers page.
4. Open the profile of the customer who currently rents this resource.
5. Edit their subscription and remove this resource from their subscription items, or adjust the item’s rental dates to assign it to a new customer for other dates.

Can I view room and desk bookings on the Assignments timeline?

One-off bookings, used for short-term or day-specific use, are not displayed on the Assignments timeline. These can be tracked on respective resource pages or through analytics tools.

How do I make a resource visible and bookable to only one customer?

This depends on whether the customer rents the resource or only needs the right to book it:

• If the customer rents this resource full-time (for example, it’s their private office or their dedicated desk), assign it to them in their subscription as a product. Their bookings of it will be free.
• If the resource should stay hidden from everyone except certain members, but those members don’t rent it and only need the right to see and book it at the resource’s price, set it up as a resource with Exclusive access.

Can I assign a resource to the customer on specific weekdays?

If a customer rents an office, desks, room, or other resource on specific days of the week (for example, only on Mondays and Tuesdays), you can:

1. Create a recurring booking for that resource for the customer with the required schedule.
2. Create a subscription to invoice the customer for rental.

• Do not select this resource as a subscription item — this would assign it to the customer every day.
• Instead, choose a plan or the Custom option to set up the charge only.