Planning - Team Planner (Desks)

Planning in Clearooms

The Planning feature in Clearooms allows you to organise desk bookings for multiple Users, Teams, Favourites or guests at once. Instead of booking desks individually, you can manage and confirm all bookings from a single page.

Clearooms uses AI-powered recommendations to suggest the most suitable desks based on::

• Team proximity
• User preferences
• Desk availability

This helps teams sit closer together while making the booking process quicker and more efficient.

What can Planning be used for?

Planning is especially useful when you need to:

• Book desks for a team on the same day
• Organise seating in advance
• Keep colleagues seated near each other
• Save time by managing multiple bookings in one action

How it works

1. Open the Planning page in Clearooms
2. Select the people you want to book desks for
3. Choose the office and date
4. Review the desk recommendations provided
5. Confirm the bookings

Progress Tracker

The Progress Tracker guides you through the booking process step by step.

There are 3 stages to complete:

1. Set booking details

   Choose the booking date, office, and any other relevant options.

2. Select people

   Choose the users you want to include in the booking.

3. Review desk assignments

   Check the suggested desk allocations before confirming.

Booking Details

This is the first step of the Planning process, where you define your booking criteria.

You can select:

• The office
• Date mode (single, repeat, or custom)
• Time preferences
• Booking method (AI recommendations or manual selection)

These options set the criteria for the bookings before you move on to selecting people and reviewing desk assignments.

People & Assignments

In this step, you can choose who to include in the booking.

You can:

• Search for individual users
• Select entire teams
• Add favourites
• Include guests

Once people are added, Clearooms will generate desk recommendations. You can then:

• Accept automatic assignments
• Adjust desk selections manually

AI Settings

This section lets you control how desk recommendations are generated.

Allocation strategies:

• Independent – assigns desks individually
• Clustered – groups users together
• Locked – keeps specific assignments fixed

• Keep teams together
• Prioritise favourite desks

These options allow you to tailor desk allocation to your team’s needs.

Review and Confirm

Once desks have been assigned, click Review & Confirm in the top-right corner to finalise your bookings.

You can view this guide again at any time by clicking the question mark in the bottom-right corner of the page.