Track resource rentals with assignments

Documentation Index

Fetch the complete documentation index at: https://www.spacebring.com/docs/llms.txt

Use this file to discover all available pages before exploring further.

The Assignments timeline gives you a visual overview of all current and upcoming long-term rentals for your resources—such as private offices or dedicated desks. 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. Manage 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 parking lot rented entirely by one company
• A company rents a full resource (e.g., an office or desk), and their employees book seats internally (hybrid office setup).

Entire resource assignment makes the resource only visible to the assigned customer and hides it from others.

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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” option 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 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 a partial assignments.
  • The number of seats is shown next to the custome name
  • If no seat count appeaars 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 resource of a specific 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 “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:Tip:
   • 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.

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.