Dedicated Desks

Dedicated Desks allow admins to give one person a permanent workspace without requiring them to make daily reservations.

A Dedicated Desk is automatically held for the assigned user each day and cannot be reserved by anyone else. Dedicated Desks can only be assigned to individual users, not teams. A single desk has one owner. A workspace with several seats, such as a group of desks, can have one owner per seat.

To configure a Dedicated Desk, you must be an Admin or Resource Manager.

When to Use a Dedicated Desk

Use a Dedicated Desk when a workspace should permanently belong to one employee and should not be available for other employees to reserve.

If the workspace needs to be shared between multiple users or teams without each person having their own seat, or its availability should change depending on the day, Restricted Access may be a better option.

Set Up a Dedicated Desk

Go to the Map and select the desk you want to update.
Click the three dots (⋮) on the right side of the workspace panel and select Edit Workspace.
Open Access & Restrictions.
Select Dedicated.
Select the user the desk should belong to.
Click Save.

The desk will now be automatically held for that user without requiring them to make a reservation.

Give a Shared Workspace Several Owners

A workspace with more than one seat, such as a group of desks, can have several dedicated owners. Each owner gets one seat, and nobody else can book it. Only desks and workspaces can have several seats. Parking spaces and meeting rooms can't.

To give a desk several owners, first turn it into a group of workspaces:

Select the desk on the Map, click the three dots (⋮) and select Edit Workspace.
On the General tab, under Capacity, turn on Group of Workspaces.
In Available spaces in this group, enter the number of seats.
Click Save.

Then add the owners:

Open Access & Restrictions and select Dedicated.
Under the owners list, which shows a count such as Owners · 2 of 4 seats, choose a person in Select a user….
Click Assign. Repeat for each owner.

To take someone off a seat, click the x next to their name (Remove dedicated user).

Good to know:

When every seat has an owner, the picker is replaced with "All seats are taken." To add another owner, increase Available spaces in this group on the General tab first.
The number of seats can't be lower than the number of owners. Remove owners first if you need fewer seats. While a workspace has more than one owner, Group of Workspaces is locked on.
If the person already owns another dedicated desk, Tactic asks Move dedicated desk? and shows their current desk. Click Move here to take it off them and give them this one.
On the map, clicking a workspace with several owners lists them under Assigned owners.

Dedicated vs. Restricted Access

Dedicated is designed for a workspace that permanently belongs to one person. The assigned user does not need to reserve the desk, and other users cannot book it.

Restricted Access controls which users or teams can reserve a workspace. It also supports options such as Anchor Days and Priority Booking for more flexible access.

If one employee should always have the same desk without needing to make reservations, use Dedicated.

If access needs to vary between users, teams, or days, use Restricted Access.

Existing Reservations

If a desk has upcoming reservations when you change it to Dedicated, you'll see a Make this a dedicated desk? prompt listing those reservations.

Click Dedicate and cancel to cancel those reservations and make the desk Dedicated.
Click Cancel to go back without changing anything.

💡 Note: People whose reservations are cancelled this way don't get a notification, so we recommend letting them know directly.

Change or Remove a Dedicated Desk

To change who a desk belongs to or make it available for booking again:

Select the desk from the Map.
Open Access & Restrictions.
Update the assigned user or change the workspace to another access type.
Click Save.

Away Days

Admins can temporarily release a Dedicated Desk when the assigned user is away. During those days, the desk can be made available to anyone or only to selected people and teams.

To configure Away Days:

Open the dedicated desk on the Map.
Click the three dots (⋮) and select Edit Workspace.
Go to Access & Restrictions.
Under Away days, click Release desk.
Choose the days when the desk should be released.
Select who can reserve the desk:
- Anyone: The desk can be reserved by anyone.
- Selected people or teams: Only the people or teams you choose can reserve the desk.
Click Save.

On the selected days, the desk can be booked like any other desk. If no away days are planned, the desk remains dedicated to the assigned user.

On a workspace with several owners, each owner has their own away days. The button says Release seat instead of Release desk, and it frees only that owner's seat. The other seats stay with their owners.

Every released day is listed under Away days, including days the user released themselves. To withdraw a release, click the x next to that date, then click Withdraw release. Tactic tells you if anyone has already booked the desk on those days, and the change saves right away.

Release Your Own Desk When You're Away

If you have a dedicated desk, it shows on your Dashboard on the days you're working from that office, with the note "Your dedicated desk — no need to reserve." Click View details to see where it is and which days it's released.

You can release your desk yourself for days you won't be using it. If you share a workspace with other owners, this releases only your own seat:

On your Dashboard, open the working location dropdown next to the day and choose Remote (or another office).
A window opens asking what to do with your desk. It's called Free your desk?, or Reservations somewhere else if you also have other reservations that day. Next to your desk, choose:
- Keep it: the desk stays yours for that day.
- Anyone: anyone can reserve your desk that day.
- Specific people: only the people or teams you choose can reserve it.
Click Release desk and continue, or Don't change to leave everything as it is. If you have other reservations that day, the window lists them instead: tick the ones you won't use and click Cancel reservations, or click Keep reservations to keep them all.

You'll see a confirmation such as "Desk #5 is available to others on Oct 12." The days you've released are listed under Released to others when you click View details on your desk.

Note: Changing that day back to the office afterwards doesn't take your desk back. If you need it again, ask an admin or resource manager to withdraw the release (see Away Days above).

You can also release your desk from Cancel Reservations in your profile menu, or by asking Tessa. While it's released, your desk shows as available on the map and says whose desk it normally is.

Note: Removing the assigned user does not automatically make the desk available to everyone. If you want to remove the Dedicated Desk and make the workspace available for anyone to reserve, you must select Open Access.