Assigning Floor Plan Items to Contracts
  • 23 May 2022
  • 2 Minutes to read
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Assigning Floor Plan Items to Contracts

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You can assign floor plan items to any customer contract. Floor plan items assigned to contracts are automatically marked as occupied on the floor plan as long as the linked contracts are active.

We recommend you assign floor plan items to contracts rather than customers so that the items automatically become available as soon as the linked contracts end.

Contract dates for the the same floor plan item cannot overlap.

If the desk you want to assign to an upcoming contract is already assigned to another contract, make sure the cancellation date of the old contract doesn't overlap with the start date of the new one.

Existing Plans

You can add floor plan items to any existing contract.

  1. If the navigation menu isn't visible, click the menu icon in the top left corner of the page.

  2. Click Finance > Contracts.

  3. Click on the relevant customer contract.

  4. Scroll down to the Price section.

  5. Select all the Offices / desks that you want to assign to the contract.

You can only select floor plan items that are In Proposal or Unoccupied.

Hot-desks are the only floor plan items that you can assign to more than one contract.

  1. Click the Save Changes button.

All set! The selected floor plan item is now part of the customer's contract. It remains assigned to the customer as long as the contract is active. As soon as the contract is cancelled, the item becomes Unoccupied again on the floor plan.

Couldn't include an unoccupied floor plan item in your proposal?

The floor plan item's availablility start date probably doesn't match the proposal contract's dates. Go to the floor plan item's record and make sure the Available from date in the Availability section is set to the proposal contract's start date or earlier.

For example if the proposal contract is set to start on May 1st, the floor plan item should be available from May 1st or ealier.

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New Plans

You can also add a contract to a customer's account and assign them a specific floor plan item in one go.

  1. If the navigation menu isn't visible, click the menu icon in the top left corner of the page.

  2. Click Inventory > Floor plans.

  3. Click on the floor plan you want to edit.

  4. Hover your mouse over the item you want to edit and click on the clipboard icon. 


  5. Click on the Contracts tab.

  6. Click Add contract.

  7. Select the relevant Customer.

  8. Select the relevant Plan.

  9. Define the contract's Key dates.

  10. Scroll down to the Offices / desks and select any additional floor plan item you want to assign to the contract.

You can only select floor plan items that are In Proposal or Unoccupied.

Hot-desks are the only floor plan items that you can assign to more than one contract.

  1. Click the Save Changes button.

All set! The selected floor plan item is now part of the customer's contract. It remains assigned to the customer as long as the contract is active. As soon as the contract is cancelled, the item becomes Unoccupied again on the floor plan.

Couldn't include an unoccupied floor plan item in your proposal?

The floor plan item's availablility start date probably doesn't match the proposal contract's dates. Go to the floor plan item's record and make sure the Available from date in the Availability section is set to the proposal contract's start date or earlier.

For example if the proposal contract is set to start on May 1st, the floor plan item should be available from May 1st or ealier.

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