Joshua Swart Joshua Swart Marketing manager @SuperSaaS May 25

Managing office capacity

Manage your office space capacity and minimize the risk of infection to your employees with minimal effort

Managing office capacity

Offices around the world are opening up again, but not the same way as before. Keeping distance will remain a priority for the foreseeable future with Covid-19 still a real global risk and office dynamics will surely change. By using scheduling software, managing the workspaces will become much easier. Your office may have to leave certain workplaces empty at all times, or maybe you want to reduce the overall occupation in your office. Does your office have meeting rooms? Create an additional calendar and give access to all employees.

How to create your office Calendar

You can create a unique calendar for each workplace and combine them all in an overarching calendar. This way you can see all of the workplaces in an organized overview. Additionally, you can cap the capacity, so you can give access to each workplace only to one employee. The quickest and easiest way is to create a calendar for several resources, that includes each workspace available for employees to book. Then create a service calendar with the available times that employees can book a workplace for. Optionally, you can make only one in two workplaces available to ensure no one is seated next to a colleague.

Learn more about the different calendars.

Note: There is no limit on the number of calendars you can create, even with the free version, so it does not matter how many office spaces you have.

Create a calendar for your meeting rooms so you can meet with clients

For your meeting rooms it is probably easiest to create an additional calendar. With this calendar you can easily set a cap on the maximum amount of people that can occupy the meeting room at the same time. Furthermore, if your office receives clients, you can also use the meeting room calendar to plan those in and ensure no overlap or double bookings.

Read more about how to set up a calendar for your meeting room

Add a waiting lists for when all office spaces are taken

With SuperSaaS you can also create a waiting list if the office calendar is at capacity. So, when an employee for whatever reason decided to work from home after all, the next employee will get a notification and he or she can go to the office that day. With this feature you can still get the most out of your office space without having to manage the capacity manually.

Explore how to make a waiting list.

Consider using a credit system to distribute space evenly

You might want to make the office available for everyone equally. A great solution would be to give every employee credit. They can “spend” the credit on reserving a workplace in the office. This way you can ensure that everyone gets the opportunity to work in the office.

Read our tutorial credit system on how to implement a credit system.

Notify your employees about new company policies

To minimize risks you can make sure all employees are aware of the new office regulations regarding hygiene. You can do this by sending a notification prior to their in-office workday explaining that, for example, at the end of the day there is a strict empty desk policy. Another option would be to create a form at the start of their booking process to inform them of your company policies. Learn how to set up reminders for your office.

Start with the free version

You can use the free ad-supported version of SuperSaaS for up to 50 reservations. Paid ad-free subscriptions start at $8 and should suffice for most offices. Create an account now and start saving time and energy on managing your office capacity.