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User manual: How to book and manage desks in the web app

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Tidaro is an intuitive application that lets you quickly book, release, and manage corporate desks.

Booking a desk

  1. Go to the desks section in the menu, and proceed to the book a desk tab.
  2. From the drop down menu choose office area in which you want to book.
  1. To book first available desk, click book any and the system will assign it to you.
  2. To choose your desk from the map of the office, click choose. On the map, available desks are indicated by circles. Click the one you want to book and confirm your choice with book this desk button at the bottom of the screen.

  3. NOTE FOR THE FREE DEMO ACCOUNT USERS: In the free demo account, there is one employee with a permanently assigned desk.

Releasing desks

  1. Go to the desks section in the menu, and proceed to the release desks tab.
  2. You will see a list of booked desks. Mark those you want to release by clicking a green circles and confirm your choice by clicking release button at the bottom of the screen.

ADMINS: Changing desk status

In Tidaro app you can set 3 different desk statuses, depending on how you want to organize your office.

Set desk’s status to free if you want everybody to be able to book this desk in the app.

Set reserved status if you want to assign the desk to specific employee.

Set restricted status if you want the desk to be unavailable for booking in the app.

 

Here are some examples of this feature’s usage:

  1. Restrict a desk for a time period if you want to give it to a guest visiting your office.
  2. If some of your employees, for any reasons, need to work at specific desks, assign them using reserved status, to eliminate a possibility of someone taking those desks.
  3. During the pandemic, our clients used to restrict every second desk to keep social distancing.
  4. You can restrict desks in an area that undergoes a renovation, or is unavailable for any other reason.
  1. Go to the Preferences tab in the menu.
  2. Continue to the Manage Office Areas section, then select the area you want to manage.
  1. In the list that appears, click on the desk you wish to manage. The application will display the details of the desk.
  2. Click the Edit button next to the default status item.
  3. On the screen that appears, change the status of the desk by clicking on it and selecting the new status.
  4. Confirm the action with the Change Status button.

ADMINS: Inviting new employees

  1. Go to preferences section in the menu.
  2. Unfold the manage employees menu and click employees.
  1. Click invite an employee button at the bottom.
  2. Fill in the name and email address, and assign a new employee to the proper zones.
  3. Confirm your actions with invite an employee button at the bottom.

ADMINS: Managing employees

  1. Go to the Preferences section in the menu.
  2. Unfold the Manage employees menu and click on Employees.
  3. Search for the employee you want to manage in the app from the list. You can search through the list using the search bar.
  1. Click on the name of the employee you want to manage.
  2. The next screen shows you if the employee has an assigned parking spot, an assigned desk, and to which office areas he is assigned to. You can manage here the employee’s license plate number.

ADMINS: Resending the account activation email

  1. Go to preferences section in the menu.
  2. Unfold the manage employees menu and click employees.
  3. Search for the employee you will resend the invitation to from the list. You can search through the list using search bar above.
  1. Click on the name of the employee you want to resend the invitation to.
  2. Click resend the account activation email and confirm your action with Yes, resend it! button.

ADMINS: Assigning zone managers

Zone managers in Tidaro have an ability to change desks statuses in zones they are assigned to manage. This way they can help office managers with office organization.

Many companies decide to grant zone manager role to team leaders, so they can organize their teams at will. Others give this role to HR people, who want to manage guests visits, and don’t necessarily need to have access to a whole office organization features.

  1. Go to preferences section in the menu.
  2. Unfold the manage desks menu and click manage office areas.
  3. Choose the office area you want to edit.
  1. Go to employees tab.
  2. Click +assign a manager button at the bottom of the screen.
  3. Choose the zone manager from employee list, and confirm your choice with +assign button at the bottom of the screen.

ADMINS: Assigning an employee to a zone

In Tidaro app there are 2 types of office zones: open and restricted. If the zone is open, then everybody can book desks there. Restricted zones are available only to employees who are assigned to those zones.

Thanks to this feature, you can assign teams to specific office zones, and no one else will be able to book desks in their zone. This option is especially helpful if you have office rooms or spaces dedicated to particular teams.

Here are some ideas how you can use this feature:

  1. Assign all employees from one department to a specific office zone to make sure they will have a private space for cooperation.
  2. Link teams that cooperate with each other often by assigning them to the same office zones. This way they will be able to sit next to each other whenever there is the need of working together.
  3. Assign new employees and people responsible for their onboarding to the same office space to make sure they will stay together during first days.

NOTE: You can only assign employees to private zones. Public zones allow only to assign a manager. You can decide which zones should be private during app configuration. If you want to change zone status, please contact us at support@tidaro.com.

  1. Go to the Preferences tab in the menu.
  2. Proceed to Manage Office Area and select from the list the zone you want to add employees to.
  1. Click on Employees at the top of the screen.
  2. Click on Assign an employee at the bottom.
  3. Select the employee you want to add to the zone from the list and confirm the selection with the Assign button.

ADMINS: Deleting an employee

NOTE FOR FREE DEMO ACCOUNT USERS: In the free demo account you can only invite new users. You can’t instantly add simulated users.

  1. Go to preferences section in the menu.
  2. Unfold the manage employees menu and click employees.
  3. Search for the employee you want to delete in the app from the list. You can search through the list using search bar above.
  1. Click on the name of the employee you want to delete.
  2. Click Remove button under remove employee section, and confirm your action with Yes, I’m sure! button.

ADMINS: Setting a default number of visible workdays available for booking

With this feature you can control how many days in advance employees see in the booking section. If you want your employees to plan their office visits weekly, we recommend setting this number to 5, but you can play around this number and see what fits your company best.

If your employees book resources in Tidaro app and then don’t use them, you can try to solve this problem by setting this value low.

  1. Go to preferences section in the menu.
  2. Unfold the manage desks menu and click desk releasing settings.
  3. Type in a new value and confirm changes by clicking save button.

ADMINS: Setting how many days ahead employees can book in given office area

This feature allows you to set a number of bookable days separately for every office zone. Our clients usually set this value low in public zones, like open spaces. In restricted zones this value usually vary, depending on how the office is organized.

  1. Go to preferences section in the menu.
  2. Unfold the manage desks menu and click manage office areas.
  3. Choose the office area you want to edit.
  1. Go to settings tab.
  2. Click edit next to the number of visible workdays.
  3. Click set office area value, and type in a new number of available days.
  4. Confirm changes by clicking change button.