Team Lead — Workplace Management User Guide

Version: 1.0
Last updated: December 10, 2025

1. Welcome to Workplace Management

Welcome to the Team Lead Workplace Management System! This guide will help you understand how to manage your team's work locations, workstations, and ensure proper workspace assignments.

What is this system?

The Workplace Management system allows you to view and manage physical and virtual work locations for your organization. As a team lead, you can:

View available workplaces and workstations
Understand team member workspace assignments
Check workplace capacity and availability
Manage workstation utilization for your team
Communicate workspace information
Plan team location needs
Monitor workplace resource allocation
Support workplace coordination activities

Your role in workplace management:

You as Team Lead
        ↓
├─ View workplace information
├─ Understand workspace assignments
├─ Plan team location needs
├─ Communicate workspace changes
├─ Support employees with workspace questions
├─ Monitor resource utilization
├─ Coordinate team locations
└─ Report workspace needs to management

Key benefits:

✅ Centralized view of all workplaces and workstations
✅ Quick access to workspace information
✅ Real-time availability checking
✅ Team member workspace tracking
✅ Capacity planning tools
✅ Resource optimization
✅ Facility coordination support

2. What You Can Do

In the Workplace Management system, you can:

✅ View workplaces — See all company workplaces and offices
✅ Access workplace details — View location, capacity, contact information
✅ View workstations — See available desks, rooms, and resources
✅ Check assignments — See which team members are assigned where
✅ View capacity — Monitor workspace availability and occupancy
✅ Search workplaces — Find specific locations quickly
✅ Filter workplaces — Filter by location, type, status
✅ Check amenities — See what resources are available
✅ View workstation details — Get information about specific workstations
✅ Monitor utilization — Track how workspaces are being used
✅ Export data — Download workplace information for documentation
✅ Generate reports — Create reports about workspace usage

What you CANNOT do:

❌ Create new workplaces (admin only)
❌ Add workstations (admin only)
❌ Assign employees to workstations (depends on role)
❌ Delete workplaces (admin only)
❌ Change workplace status (admin only)
❌ Modify workplace settings (HR/Admin only)
❌ Decommission workstations (admin only)

3. How to Access Workplace Management

Web URL:

Log in to the DTR System: https://your-domain.com
Navigate to: TL Dashboard → Workplace Management
Or use direct URL: /tl/work-place

From Menu:

Click TL Dashboard in main menu
Locate Workplace Management or Workplaces
Click to open

Mobile Access:

System is mobile-responsive
Tablet recommended for better viewing
Works on smartphones but optimized for desktop

Browser Requirements:

Chrome (recommended)
Firefox
Safari
Edge
JavaScript must be enabled
Cookies must be enabled

Permissions Required:

view_workplaces — view workplace list and details
view_workstations — view workstation information
view_assignments — see employee assignments (if available)

4. Understanding the Workplace List

View file: resources/views/users/tl/work-place/index.blade.php

The workplace list (index page) shows all company workplaces and office locations.

Page Layout

The page is organized into these sections:

Section 1: Filter & Search Controls (Top)

Use these to narrow down which workplaces you want to see.

Section 2: Workplace Table (Main Content)

All workplaces displayed in table format with key information.

Section 3: Pagination (Bottom)

Navigation controls to view more workplaces if list is long.

Top Controls - Filters & Search

Filter Controls (Left side):

Status Filter (Dropdown):

Active — Workplace is operational and in use
Draft — Workplace is being set up, not yet published
Archived — Workplace is no longer in use
All (default) — Show all statuses

Location Filter (Dropdown):

Show workplaces from specific location/office
Examples: Main Office, Branch Office, Remote
Or: All locations (default)

Capacity Filter (Range):

Filter by workplace capacity
Show workplaces with at least X seats
Useful for finding large or small locations

Department Filter (Dropdown):

Show workplaces assigned to specific department
Examples: Engineering, Sales, Admin
Or: All departments (default)

Workplace Search:

Type workplace name, code, or location
Real-time search as you type
Finds matching workplaces quickly

Quick Actions (Right side):

Apply Filters Button — Click to apply selected filters
Clear Filters Button — Reset all filters to show all workplaces
Refresh Button — Manually refresh workplace data
Export Button — Download workplace list as CSV/Excel

Status Badges (Color-coded):

[Green]  Active    — Operational, in use
[Gray]   Draft     — Being set up, not published
[Red]    Archived  — No longer in use

Workplace Table - Columns

Column	Content	Notes
Code	Workplace identifier	Unique code (e.g., MAIN-001)
Name	Workplace name	Office or location name
Location	Physical address	City, building, floor
Capacity	Available seats	Total workstations
Assigned	Occupied seats	Currently assigned
Available	Empty seats	Unoccupied workstations
Occupancy %	Usage percentage	Capacity utilization rate
Status	Current status	Active, Draft, Archived
Type	Workplace type	On-site, Hybrid, Remote
Actions	View/Details	Button to see full details

Table Features:

Pagination: 10-25 workplaces per page
Sorting: Click column headers to sort (if enabled)
Row styling:
- Active: Normal background
- Draft: Grayed out/lighter
- Archived: Strikethrough
Hover effects: Highlight row when mouse over
Clickable row: Click row to navigate to details

Example Workplace List:

Code     Name              Location          Capacity  Assigned  Available  Status
────────────────────────────────────────────────────────────────────────────────
MAIN-001 Main Office       123 Business Ave  120       85        35 (71%)   Active
BRANCH-1 Branch Office     456 Market St     60        48        12 (80%)   Active
REMOTE-1 Remote Hub        Virtual           Unlimited 32        ∞  (N/A)   Active
FLEX-01  Flexible Spaces   789 Park Blvd     40        15        25 (38%)   Active

Empty State

Message: "No workplaces found" or "No workplaces available"
Call to action: "Contact your administrator to add workplaces"
Link to admin or instructions

5. Viewing Workplace Details

View file: resources/views/users/tl/work-place/show.blade.php

Click on any workplace to view complete details and information.

How to Access Details Page

From the list:

Find the workplace you want to view
Click the name (usually underlined/blue)
Or click the "View Details" or eye icon button
Detailed page opens with full information

Details Page Layout

The details page displays comprehensive information organized into sections:

Header Section - Workplace Overview

Shows at the top of the page:

Workplace Name: Full name (large heading)
Workplace Code: Unique identifier (e.g., MAIN-001)
Status Badge: Active/Draft/Archived
Location: Address or location description
Type: On-site, Hybrid, or Remote
Timezone: Time zone for this location
Contact: Facility manager or contact information

Purpose: Quickly identify the workplace and key information.

Section 1: Basic Information

Displays:

Code — Unique workplace identifier
Name — Full workplace name
Type — On-site, Hybrid, Remote, or Virtual
Status — Active, Draft, or Archived
Address — Physical address (street, city, state, zip)
Country — Country location
Contact Person — Facility manager or coordinator name
Phone — Contact phone number
Email — Contact email address

Purpose: Complete location and contact information.

Section 2: Capacity & Location Information

Displays:

Total Capacity — Total workstations available
Currently Assigned — Number of occupied seats
Available Seats — Number of empty workstations
Occupancy Rate — Percentage of capacity in use
Latitude/Longitude — Geographic coordinates (if tracked)
Geofence Radius — Distance-based check-in area (if enabled)
Primary Departments — Departments using this space
Tags — Location tags (onsite, hybrid, remote, critical, etc.)

Example:

┌──────────────────────────────────┐
│ Workplace Capacity               │
├──────────────────────────────────┤
│ Total Seats:        120          │
│ Currently Assigned: 85           │
│ Available:          35           │
│ Occupancy Rate:     70.8%        │
│ Status:             Optimal      │
└──────────────────────────────────┘

Section 3: Workstation Summary

Displays:

Total Workstations — Count of all workstations
By Type — Breakdown by type
- Fixed Desks: X
- Hot Desks: X
- Conference Rooms: X
- Phone Booths: X
- Other: X
By Status — Breakdown by status
- Active: X
- Reserved: X
- Inactive: X

Example:

Workstation Breakdown:
Fixed Desks:       80
Hot Desks:         25
Conference Rooms:  10
Phone Booths:      5
────────────────────
Total:            120

Status:
Active:           115
Reserved:          3
Inactive:          2

Section 4: Amenities & Resources

Displays:

Available Amenities — List of resources
- Dual monitors
- Docking stations
- Ethernet connection
- Wireless access
- Standing desks
- Meeting rooms
- Parking
- Cafeteria
- Gym facilities
- Childcare

Purpose: Understand what resources are available at this location.

Section 5: Workstations Table

Displays:

Table showing all workstations at this location:

Column	Shows
Code	Workstation identifier
Label	Workstation name/description
Type	Type of workstation
Status	Active/Reserved/Inactive
Assigned To	Employee name (if assigned)
Amenities	Resources available
Actions	View/Details button

Example:

Code    Type         Status    Assigned To    Amenities
─────────────────────────────────────────────────────
D-101   Fixed Desk   Active    Jane Doe       Dual Monitor, Dock
D-102   Fixed Desk   Active    John Smith     Dual Monitor, Dock
D-103   Fixed Desk   Available [Empty]        Dual Monitor, Dock
H-01    Hot Desk     Active    Sarah Brown    Monitor, Wireless
C-01    Conference   Reserved  Team Meeting   Whiteboard, TV

Section 6: Team Assignment Information

Displays:

Teams Using This Space — Which teams are assigned
Primary Team — Main team assigned (if applicable)
Shared Teams — Other teams using this space
Team Count — Number of people from each team
Department Assignment — Which departments use this space

Purpose: Understand which teams work in this location.

Section 7: Operating Hours & Rules

Displays:

Office Hours — Regular operating hours
Hours of Operation — e.g., 8:00 AM - 6:00 PM
Open Days — Monday - Friday (or custom)
Special Hours — Any special arrangements
Access Rules — Any restrictions or requirements
Check-in/Check-out Requirements — DTR expectations
Location-based Validation — Geofence or access requirements

Purpose: Understand workplace operations and expectations.

Section 8: Recent Activity & Usage

Displays:

Last Updated — When information was last changed
Creation Date — When workplace was created
Recent Changes — Recent modifications
Utilization Trend — Usage trending up/down/stable
Peak Hours — Busiest times of day
Average Occupancy — Average daily occupancy

Purpose: Understand recent workplace activity.

Section 9: Safety & Compliance

Displays:

Safety Features — Security, emergency exits, etc.
Compliance Status — Meets requirements
Safety Documents — Links to safety procedures
Emergency Contact — Emergency contact information
Incident Reports — Any recent safety issues (if applicable)

Purpose: Understand safety and compliance information.

Section 10: Additional Information

Displays:

Notes — Additional notes about the workplace
Special Arrangements — Any special setup or rules
Contact Person — Facility manager or coordinator
Maintenance Contact — Who to contact for maintenance
IT Support — IT department for tech issues
Related Links — Links to policies or procedures

Section 11: Quick Actions (Bottom)

Available buttons:

View All Workstations — See complete workstation list
Check Availability — View available workstations
Export — Download workplace details
Print — Print workplace information
Back to List — Return to workplace list
Report — Generate usage report

Example Workplace Details Page

╔════════════════════════════════════════════════╗
║         MAIN OFFICE - MAIN-001                ║
║                [Active]                       ║
├════════════════════════════════════════════════┤
║                                                ║
║ Location: 123 Business Avenue, Downtown, CA   ║
║ Timezone: America/Los_Angeles                 ║
║ Capacity: 120 seats                           ║
║ Status: Active (Optimal Occupancy)            ║
║                                                ║
│────────────────────────────────────────────────│
║ Capacity Information:                          ║
║ Total Workstations: 120                       ║
║ Currently Assigned: 85                        ║
║ Available: 35 (29%)                           ║
║ Occupancy Rate: 70.8%                         ║
║                                                ║
│────────────────────────────────────────────────│
║ Workstation Breakdown:                         ║
║ Fixed Desks:       80                         ║
║ Hot Desks:         25                         ║
║ Conference Rooms:  10                         ║
║ Phone Booths:      5                          ║
║ Status: 115 Active, 3 Reserved, 2 Inactive   ║
║                                                ║
│────────────────────────────────────────────────│
║ Available Amenities:                           ║
║ ✓ Dual Monitors    ✓ Docking Stations         ║
║ ✓ Ethernet         ✓ WiFi                     ║
║ ✓ Standing Desks   ✓ Meeting Rooms            ║
║ ✓ Cafeteria        ✓ Parking                  ║
║ ✓ Gym              ✓ Childcare                ║
║                                                ║
│────────────────────────────────────────────────│
║ Contact:                                       ║
║ Facility Manager: Tom Wilson                  ║
║ Phone: +1-555-0150                            ║
║ Email: facilities@company.com                 ║
║                                                ║
╚════════════════════════════════════════════════╝

6. Filtering and Searching

Use filters to quickly find the workplaces you need.

Quick Filters

Common Filter Combinations:

View All Active Workplaces:

Status Filter: Active
Click Filter
Shows only operational workplaces

Find Workplaces with Available Seats:

Capacity Filter: Set minimum available seats
Click Filter
Shows workplaces with available space

Find Specific Department Workplaces:

Department Filter: Select department
Click Filter
Shows workplaces used by that department

Find by Location:

Location Filter: Select location
Click Filter
Shows workplaces in that location

Advanced Filtering

Find Specific Workplace:

Type workplace name in search box
Results appear in real-time
Shows matching workplaces

Filter by Multiple Criteria:

Example: Find available on-site workplaces for Engineering department

Status: Active
Department: Engineering
Location: On-site
Capacity: 5+ available seats
Click Filter
Shows matching workplaces

Clear Filters:

Click "Clear Filters" button
All filters removed
Table resets to show all workplaces

Search Tips

Search by Workplace Name:

Type: "Main Office"
Type: "Branch"
Type partial: "Main"
Not case-sensitive

Search by Workplace Code:

Type: "MAIN-001"
Shows exact match

Search by Location:

Type: "Downtown"
Type: "123 Business Ave"
Shows matching workplaces

Search by Address:

Type: "123 Business"
Type: "Downtown"
Shows matching locations

7. Understanding Workstations

Workstations are the individual work spaces (desks, rooms, etc.) within a workplace.

Workstation Types

Fixed Desk

Permanently assigned to specific employee
Not shared
Same desk each day
Usually equipped with personal items
Examples: Individual office desk

Hot Desk

Shared by multiple employees
First-come, first-served basis
Rotates daily or weekly
Minimal personal setup
Examples: Shared workspace pool

Conference Room

Meeting/collaboration space
Reserved for meetings
Capacity: multiple people
Equipped with table, chairs, AV
Examples: Meeting room, boardroom

Phone Booth

Small private space
Single occupant
For private calls
Noise-insulated
Examples: Phone booth, private pod

Collaboration Space

Team working area
Multiple people
Flexible layout
Whiteboards, standing tables
Examples: Open team area

Workstation Status

Active

Available for use
Operational and ready
Assigned or available

Reserved

Temporarily reserved
Not available for general use
Held for specific event/person
Time-limited reservation

Inactive

Not currently available
Being maintained or cleaned
Temporarily out of service
Will return to active

Decommissioned

No longer in use
Permanently removed
Cannot be assigned

Workstation Amenities

Common workstation features:

Dual Monitors — Two computer displays
Docking Station — Laptop connection hub
Ethernet Connection — Wired internet
Wireless Access — WiFi connectivity
Standing Desk — Height-adjustable desk
Ergonomic Chair — Comfortable seating
Phone Outlet — Phone connection
USB Charging — Device charging ports
Headphone Hook — Headset storage
Desk Organizer — Storage accessories

8. Common Tasks & Step-by-Step Guides

Task 1: View All Company Workplaces

Objective: See all available workplaces and offices

Time to complete: 2-3 minutes

Steps:

Navigate to Workplace Management: /tl/work-place
Verify no filters are active (all workplaces shown)
Review the workplace table:
- Workplace names and codes
- Locations
- Capacity information
- Status
Note total number of workplaces
Review pagination if many workplaces

What to look for:

✓ All expected workplaces listed
✓ Status correct for each
✓ Location accurate
✓ Capacity information visible
✓ No missing workplaces

Next step: Click workplace to view details

Estimated time: 3 minutes

Task 2: Find Specific Workplace Details

Objective: Access detailed information about one workplace

Time to complete: 1-2 minutes

Steps:

Open Workplace Management page
Use search box at top
Type workplace name or code:
- Name: "Main Office"
- Code: "MAIN-001"
- Partial: "Main"
Results filter in real-time
Click workplace name or "View Details"
Details page opens with full information

What you can see:

Location and address
Capacity and occupancy
Available workstations
Amenities and resources
Operating hours
Team assignments
Contact information
Recent activity

Common reasons to view:

Find workplace address
Check capacity and availability
See available amenities
Verify team assignments
Get contact information
Plan team location needs

Estimated time: 2 minutes

Task 3: Check Workplace Capacity & Availability

Objective: Determine if workplace has available workstations

Time to complete: 2-3 minutes

Steps:

Open Workplace Management page
Review the workplace table:
- Look at "Capacity" column
- Check "Assigned" column
- See "Available" column
- Note "Occupancy %" column
For detailed info:
- Click workplace name
- View capacity section
- See workstation breakdown
Identify workplaces with available space

Example analysis:

Workplace          Capacity  Assigned  Available  Occupancy
─────────────────────────────────────────────────────────
Main Office            120       85        35        70%
Branch Office           60       48        12        80%
Flexible Spaces         40       15        25        38%  ← Best availability
Remote Hub           Unlimited   32       ∞         N/A

Decision: Flexible Spaces has best availability for new assignments

What to look for:

✓ Total capacity of each location
✓ Current occupancy percentage
✓ Available seats remaining
✓ Space trending up or down

Estimated time: 3 minutes

Task 4: View Workstations at Specific Location

Objective: See all desks and workstations at one workplace

Time to complete: 3-5 minutes

Steps:

Find workplace in list or search
Click to open details page
Scroll to "Workstations" section
Review workstation table:
- Workstation code
- Type of workstation
- Current status
- Assigned to (if occupied)
- Available amenities
Look for available workstations (not assigned)
Check amenities for each workstation
Note any reserved workstations

What to look for:

✓ Total workstations at location
✓ How many are assigned/available
✓ Types of workstations
✓ Amenities available
✓ Status of each workstation

Example:

Location: Main Office - Workstations

Fixed Desks:
D-101   Fixed Desk   Active    Jane Doe      Dual Monitor, Dock
D-102   Fixed Desk   Active    John Smith    Dual Monitor, Dock
D-103   Fixed Desk   Available [Empty]      Dual Monitor, Dock ← Available
D-104   Fixed Desk   Active    Sarah Brown   Dual Monitor, Dock

Hot Desks:
H-01    Hot Desk     Active    Mike Johnson  Monitor, Wireless
H-02    Hot Desk     Available [Empty]      Monitor, Wireless ← Available

Estimated time: 5 minutes

Task 5: Check Workplace Amenities & Resources

Objective: Find out what resources/amenities are available at a location

Time to complete: 2-3 minutes

Steps:

Open specific workplace details
Scroll to "Amenities & Resources" section
Review list of available features:
- Technology (monitors, docking, WiFi)
- Furniture (standing desks, chairs)
- Facilities (cafeteria, gym, parking)
- Other (meeting rooms, break areas)
Note what's available
Check if amenities match team needs
Compare with other workplaces if needed

Example amenities:

Available Amenities at Main Office:

Technology:
✓ Dual Monitors
✓ Docking Stations
✓ Ethernet Connection
✓ Wireless WiFi
✓ USB Charging Ports

Furniture:
✓ Standing Desks (available)
✓ Ergonomic Chairs
✓ Desk Organizers

Facilities:
✓ Cafeteria
✓ Gym
✓ Parking Lot
✓ Meeting Rooms
✓ Break Areas

What to look for:

✓ Does location have needed amenities?
✓ Are all team members' needs covered?
✓ Special equipment available?
✓ Compare against other locations

Estimated time: 3 minutes

Task 6: Find Workplace Contact Information

Objective: Get contact details for a workplace location

Time to complete: 1-2 minutes

Steps:

Search for workplace by name or code
Click to open details page
Locate "Contact Information" section
Find what you need:
- Facility manager name
- Phone number
- Email address
- Address/location
- Office hours
Use information as needed

Contact information types:

Workplace Contact Information:

Location:     123 Business Avenue
              Downtown District, City, State
              Zip: 12345

Hours:        Monday - Friday: 8:00 AM - 6:00 PM
              Saturday - Sunday: Closed
              Lunch Hours: 12:00 PM - 1:00 PM

Facility Manager: Tom Wilson
Phone:            +1-555-0150 ext 100
Email:            tom.wilson@company.com

After Hours:      +1-555-0199 (Emergency)
Maintenance:      facilities@company.com
IT Support:       itsupport@company.com

When you need this:

Reporting facility issues
Getting directions
Booking meeting rooms
Emergency contact
Facility questions

Estimated time: 2 minutes

Task 7: Monitor Workplace Occupancy & Utilization

Objective: Track how much workspace is being used

Time to complete: 5-10 minutes

Steps:

Open Workplace Management page
Review all workplaces in table:
- Look at occupancy percentages
- Identify high vs low utilization
- Note trends (up/down/stable)
For detailed analysis:
- Click specific workplaces
- View workstation breakdown
- Check assigned vs available
Analyze patterns:
- Which locations are full?
- Which have available space?
- Are utilization rates balanced?
Document findings

Example analysis:

Workplace Occupancy Analysis - December 2025

Location          Capacity  Assigned  Occupancy  Status
──────────────────────────────────────────────────────
Main Office         120       85       70.8%    Healthy
Branch Office        60       48       80.0%    High
Flexible Spaces      40       15       37.5%    Low
Remote Hub        Unlimited   32       N/A      Normal

Analysis:
- Main Office: Balanced, good utilization
- Branch Office: High occupancy, may need planning
- Flexible Spaces: Under-utilized, opportunity
- Remote Hub: Normal for remote workplace

Recommendation: Consider moving teams to Flexible Spaces

What to track:

✓ Overall occupancy by location
✓ Occupancy trends (increasing/decreasing)
✓ Available capacity remaining
✓ Peak occupancy times
✓ Underutilized spaces

Estimated time: 10 minutes

Task 8: Understand Team Workplace Assignments

Objective: See which teams work in which locations

Time to complete: 5-10 minutes

Steps:

Open specific workplace details
Scroll to "Team Assignments" section
Review which teams use this location:
- Primary team (if any)
- Shared teams
- Number of people per team
Check department assignments
Understand team distribution across locations
Note any team coordination needs

Example:

Main Office - Team Assignments:

Primary Team: Engineering
- App Development: 18 people
- Backend Services: 12 people
- QA & Testing: 8 people
Subtotal: 38 people

Shared Teams:
- Product Management: 5 people
- Design: 6 people
- Operations: 12 people
- Finance: 8 people
Subtotal: 31 people

Total at Location: 69 people
Available Capacity: 51 seats (42% of 120)

What to look for:

✓ Which teams are at which locations
✓ How many people per team
✓ Team distribution across workplaces
✓ Opportunity for co-location
✓ Communication needs

Estimated time: 10 minutes

Task 9: Generate Workplace Report

Objective: Create report about workplace utilization

Time to complete: 5-10 minutes

Steps:

Open Workplace Management page
(Optional) Apply filters for specific workplaces
Locate "Export" or "Report" button
Select format:
- CSV (for Excel/spreadsheet)
- Excel (ready-to-use)
- PDF (for printing/sharing)
Specify date range (if applicable)
Click to download/generate
File downloads or opens in new window
Review and save with descriptive filename

Report contents:

Workplace list with details
Capacity and occupancy data
Workstation breakdown
Team assignments
Amenities list
Contact information
Usage statistics (if available)

Use cases:

Space planning
Capacity analysis
Management reporting
Budget planning
Facility optimization
Team coordination

Estimated time: 10 minutes

9. Workplace Information & Data

Understanding workplace information helps you manage effectively.

Workplace Identification

What it includes:

Code — Unique identifier (e.g., MAIN-001)
Name — Full workplace name
Type — On-site, Hybrid, Remote, or Virtual
Status — Active, Draft, or Archived
Tags — Organizational labels

Why it matters:

Quick reference and identification
System integration and coding
Organizational structure
Operational status

Location Information

What it includes:

Address — Physical street address
City/State/Country — Geographic location
Postal Code — ZIP code
Latitude/Longitude — GPS coordinates
Timezone — Time zone for operations
Geofence Radius — Distance-based check-in area
Directions — How to find the location

Why it matters:

Employee navigation and commute
DTR check-in validation
Logistics and delivery
Time zone coordination

Capacity Information

What it includes:

Total Workstations — Total available seats
Currently Assigned — Occupied seats
Available — Empty workstations
Occupancy Rate — Percentage in use
Growth Capacity — Future expansion room

Why it matters:

Space planning and allocation
Hiring and team growth
Resource optimization
Facility management

Operating Information

What it includes:

Operating Hours — When workplace is open
Days Open — Monday-Friday, includes weekends
Special Hours — Holidays, early closures
Peak Hours — Busy times of day
Access Requirements — Who can access

Why it matters:

Employee scheduling
DTR validation
Facilities management
Security and access control

Contact Information

What it includes:

Facility Manager — Main contact person
Phone — Direct contact number
Email — Contact email address
Emergency Contact — After-hours contact
IT Support — Technology support contact
Maintenance — Facility maintenance contact

Why it matters:

Quick problem resolution
Facility requests
Emergency situations
Technical support

10. Workstation Assignment

Understanding workstation assignments helps manage team locations.

Assignment Information

What you can see:

Assigned Employee — Who is assigned to workstation
Assignment Date — When assignment started
Assignment Type — Permanent or Temporary
End Date — When assignment ends (if temporary)
Status — Active, Reserved, or Available

Example:

Workstation: D-101 (Fixed Desk)
Assigned To: Jane Doe (EMP-001)
Department: Engineering
Assignment Type: Permanent
Status: Active

Assignment Types

Permanent Assignment

Long-term (indefinite) assignment
Same workstation each day
Usually fixed desk
Most common for full-time employees

Temporary Assignment

Short-term assignment
Has start and end date
May be for project or visiting
Converted to permanent if extended

Rotating Assignment

Rotates among multiple workstations
Hot desk or shared space
Changes daily or weekly
Flexible arrangement

Reserved Assignment

Held for specific event or person
Time-limited reservation
Not available to others
Used for visitors or meetings

What You Can Do

View Assignments:

See which employees are assigned to which workstations
Check assignment status
View assignment dates
Understand team layout

What You CANNOT Do:

Assign employees (admin only, may depend on role)
Change assignments (admin only)
Remove assignments (admin only)
Reserve workstations (may require special permission)

11. Managing Team Work Locations

As a team lead, you have responsibilities related to team workplace needs.

Understanding Team Location Needs

Consider these factors:

Team Size — How many people need workspace?
Collaboration Needs — Do they work together or separately?
Amenities Required — What equipment/resources needed?
Flexibility — Fixed desks or flexible spaces?
Location Preference — Any specific workplace preferences?
Growth — Planning for team expansion?
Remote — Remote work options needed?

Planning Team Workspace

Steps:

Assess Current Needs
- How many team members?
- What type of work?
- Equipment requirements?
- Collaboration needs?
Evaluate Available Options
- Which workplaces fit?
- Capacity available?
- Amenities match?
- Location convenient?
Coordinate Assignments
- Work with admin/HR for assignments
- Ensure team can work together
- Consider proximity needs
- Plan for growth
Communicate with Team
- Share location information
- Explain workspace details
- Address questions/concerns
- Provide support
Monitor & Adjust
- Check team satisfaction
- Address issues
- Plan changes if needed
- Report to management

Supporting Employees with Workspace

Common employee questions:

Q: Where is my workstation?

A: View employee in system → Click workplace name → Find in workstation table

Q: How do I get to the office?

A: View workplace details → Get address and directions → Share contact info

Q: What equipment is available?

A: View workplace amenities → Share amenities list with team

Q: Can I change my workstation?

A: Contact admin/HR → Request change based on business need

Q: How is the office layout?

A: Provide workplace details → Explain team layout → Share map if available

12. Capacity & Resource Planning

Capacity Analysis

Key metrics to understand:

Occupancy Rate

Occupancy % = (Currently Assigned / Total Capacity) × 100

Example:
Main Office has 120 seats with 85 assigned
Occupancy = (85 / 120) × 100 = 70.8%

Available Space

Available = Total Capacity - Currently Assigned

Example:
Main Office: 120 - 85 = 35 seats available

Utilization Trend

High Utilization (80%+) — Space may be tight
Healthy Utilization (60-80%) — Good balance
Low Utilization (Below 60%) — Excess capacity

Planning for Growth

Consider:

Current occupancy — How full are spaces now?
Growth rate — How many new people expected?
Timeline — When do you need more space?
Available capacity — Do current workplaces have room?
New workplaces — Do you need to add locations?
Types needed — Fixed desks, hot desks, meetings rooms?

Example:

Current Team: 20 people
Expected Growth: 5 new hires in next 6 months
Current Workplaces:
  - Main Office: 120 seats, 85 assigned, 35 available
  - Flexible Spaces: 40 seats, 15 assigned, 25 available

Plan:
✓ Can accommodate 5 new hires in existing workplaces
✓ Recommend using Flexible Spaces (more available)
✓ No new workplace needed at this time
✓ Review again in 6 months

Resource Optimization

Strategies:

Balanced Distribution — Spread teams across available space
Right-sizing — Match workplace to team size
Amenity Alignment — Ensure workplaces have needed equipment
Cost Management — Optimize space utilization
Future Flexibility — Plan for growth and changes

13. Common Scenarios and Solutions

Scenario 1: New Team Member Starting

Situation:

New employee starting. Need to find workspace for them.

What to do:

Check available workspaces using workplace list/filters
Consider:
- Team location (where rest of team works)
- Amenities needed
- Type of work they'll do
View details of potential workplaces
Confirm availability with admin/HR
Communicate workspace details to new employee:
- Exact location/address
- Workstation details
- How to find it
- Contact information
- Parking/transit information
Provide any orientation information

Document: Note in workplace planning that new person assigned

Scenario 2: Team Growing, Need More Space

Situation:

Team is growing and current workspace is getting crowded.

What to do:

Assess current utilization
Calculate needs:
- Current team size
- Expected new hires
- Space needed per person
Check available workspaces:
- Which locations have capacity?
- Which fit team needs?
- Any location preferences?
Review options:
- Expand in current location (if space available)
- Move team to larger location
- Spread across multiple locations
- Request new workplace
Present recommendation to management
Coordinate with HR/Admin for assignments
Plan transition and communicate changes

Example:

Current: 20 people, Main Office (85/120 capacity)
Growing to: 25 people in 3 months
Options:
1. Stay at Main Office (+ 5 = 90/120 = 75% occupancy) ✓
2. Move to Flexible Spaces (25/40 = 62.5%) ✓
3. Split: Some Main, Some Flexible Spaces

Recommendation: Option 1 (best for team collaboration)

Scenario 3: Workplace Issue/Problem

Situation:

Issue at workplace (broken equipment, temperature, noise, etc.)

What to do:

Identify the problem
Get workplace contact information
Contact facility manager:
- Phone or email
- Describe issue clearly
- Explain impact on team
- Request timeline for fix
Follow up if not resolved
Keep team informed
Document the issue

Contact information to use:

Facility manager name and phone
Maintenance email
IT support (if technology issue)
Emergency contact (if urgent)

Scenario 4: Team Member Needs Special Workspace

Situation:

Employee needs special workspace (ergonomic, accessibility, quiet space, etc.)

What to do:

Discuss employee's needs
Understand requirements:
- Physical accessibility
- Ergonomic needs
- Noise level
- Equipment required
- Other accommodations
Review available workstations
Find suitable workstation:
- Check amenities
- View location
- Confirm availability
Work with admin/HR on assignment
Communicate solution to employee
Follow up on satisfaction

Example:

Employee needs standing desk for back issues.

Check Main Office amenities → Standing desks available
View available D-105 workstation → Has standing desk
Request assignment through HR
Communicate: "D-105 available, standing desk included"

Scenario 5: Remote Team Member Needs Occasional On-Site Space

Situation:

Remote employee visits office occasionally, needs workspace on those days.

What to do:

Understand visit frequency:
- How often does employee visit?
- Which days/times?
- How long each visit?
Review hotdesk options:
- Flexible Spaces available?
- Hot desk workstations?
- Conference rooms (if needed)?
Explain options to employee:
- First-come, first-served hotdesks
- Reserve workspace if system supports
- Alternative: conference room
Provide guidance:
- Where to find hotdesks
- How to check availability
- Who to contact for issues
- Parking and facilities info

14. Tips for Effective Workplace Management

Tip 1: Stay Informed

Regularly check workplace list
Know your team's current locations
Stay updated on available space
Monitor capacity trends

Action: Weekly quick review of workplace status

Tip 2: Plan Ahead

Anticipate team growth
Plan for future workspace needs
Communicate changes early
Avoid last-minute scrambles

Action: Quarterly review of team growth and space needs

Tip 3: Communicate Clearly

Share workspace information with team
Explain new locations/changes
Provide directions and contact info
Be transparent about decisions

Action: Brief team on workplace details and changes

Tip 4: Support Your Team

Help employees find their workstation
Answer workplace questions
Resolve location issues
Ensure comfortable environment

Action: Be available for workplace-related questions

Tip 5: Coordinate with Admin

Work with HR/Admin on assignments
Communicate team needs
Provide input on workspace decisions
Support facility improvements

Action: Regular communication with admin/HR on workplace needs

Tip 6: Monitor Utilization

Check how spaces are being used
Identify over/under-utilized areas
Share observations with management
Suggest improvements

Action: Monthly review of workplace utilization

Tip 7: Focus on Team Needs

Understand team's specific requirements
Advocate for appropriate workspace
Consider team collaboration needs
Balance individual and team needs

Action: Understand each team member's workspace needs

Tip 8: Maintain Professionalism

Follow workplace policies
Respect shared spaces
Model good workplace behavior
Keep facilities clean and organized

Action: Lead by example in respecting workplaces

Tip 9: Document Important Information

Keep notes on team assignments
Record any issues/resolutions
Note special arrangements
Maintain records for future reference

Action: Keep detailed notes on workplace decisions

Tip 10: Be Flexible & Adaptable

Be open to different workspace arrangements
Adapt to changing needs
Support new ways of working (hybrid, remote)
Adjust as business needs evolve

Action: Regularly reassess and adjust workspace arrangements

15. Common Questions

Q: Can I see who is assigned to which workstation?

A: Yes, view specific workplace details and check the workstation table to see assignments. Exact visibility may depend on permissions.

Q: How do I find a workstation with specific amenities?

A: View workplace amenities list → Identify workplaces with needed amenities → Check available workstations → Request assignment through HR.

Q: What do I do if there's no available space?

A: Contact management/admin → Request new workspace or alternative → Explore remote/hotdesk options → Plan team redistribution.

Q: Can I request a workstation for my team member?

A: You can identify needed workspace, but formal assignment requests go through HR/Admin. Work with them to submit request.

Q: How do I know if a workplace is "active"?

A: Check the Status column in the list or status badge on details page. "Active" means operational and in use.

Q: What's the difference between a fixed desk and hotdesk?

A: Fixed desk = same desk each day, assigned to one person. Hotdesk = shared desk, first-come-first-served, different person each day.

Q: Can I see historical workplace assignments?

A: Historical information may be available through audit logs. Check with system admin or HR for details.

Q: How often is workplace information updated?

A: Information updates as assignments/changes are made. Refresh page to see latest information.

Q: What if my team member has accessibility needs?

A: Identify required accommodations → Review workplace accessibility → Check specific workstation features → Work with HR on appropriate assignment.

Q: Who do I contact about facility maintenance or issues?

A: Find workplace contact information → Call facility manager or email maintenance contact → Describe issue and impact → Request timeline.

16. Troubleshooting

Problem: Can't find workplace I'm looking for

Possible causes:

Filters are too restrictive
Spelling error in search
Workplace is archived (not shown by default)
Workplace doesn't exist yet

Solutions:

Clear all filters
Try different spelling
Include archived workplaces in filter
Contact admin to verify workplace exists
Try searching by code instead of name

Problem: Workplace shows zero available capacity

Possible causes:

All workstations are currently assigned
Workplace is being reconfigured
Workplace is archived
Capacity information hasn't been updated

Solutions:

Check if some assignments are temporary (ending soon)
Contact admin about capacity updates
Consider alternative workplaces
Request admin expansion if needed
Check for archived workstations that may be reactivated

Problem: Can't view workstations at specific workplace

Possible causes:

No workstations have been created
Workstations are all archived
Display issue/browser problem
Permissions issue

Solutions:

Refresh page
Try different browser
Clear browser cache
Contact admin to verify workstations exist
Check if you have viewing permission

Problem: Workplace information seems outdated

Possible causes:

Page hasn't been refreshed
Changes haven't been saved
System hasn't updated yet
Caching issue

Solutions:

Refresh page (F5 or Ctrl+R)
Clear browser cache
Wait a few minutes for system update
Contact admin if information still wrong
Verify changes were actually made

Problem: Can't export workplace data

Possible causes:

Button not visible/clickable
Browser blocking downloads
No permission to export
System error

Solutions:

Try different browser
Check download settings
Check if you have export permission
Try again later
Contact IT support if continues

Problem: Workplace address or contact information is wrong

Possible causes:

Information hasn't been updated
Admin entered wrong information
Display error
Workplace was recently moved

Solutions:

Verify with workplace directly
Contact admin to correct information
Check for recent updates/changes
Report error to admin with correction
Get correct info from facility manager

17. Best Practices

Practice 1: Know Your Team's Workplaces

Understand which workplaces your team uses
Know the location and address
Familiarize with amenities
Know how to get there

Practice 2: Plan Ahead for Growth

Monitor team size trends
Anticipate workspace needs
Work with admin on planning
Avoid last-minute scrambles

Practice 3: Communicate Changes Clearly

Inform team of location changes
Provide full workplace details
Give advance notice when possible
Address concerns and questions

Practice 4: Maintain Accurate Information

Keep notes on assignments
Update any special arrangements
Document accommodations
Keep records current

Practice 5: Support Accessibility

Understand team member accessibility needs
Work with HR on accommodations
Ensure appropriate workspace assignments
Follow inclusion practices

Practice 6: Optimize Space Usage

Encourage balanced distribution
Avoid over-concentrating teams
Use available capacity efficiently
Support flexible work arrangements

Practice 7: Partner with Administration

Maintain good communication with admin/HR
Provide timely feedback on needs
Support facility improvements
Collaborate on planning

Practice 8: Document Decisions

Keep notes on workspace choices
Document special arrangements
Record any issues and resolutions
Maintain audit trail

Practice 9: Respect Shared Spaces

Model workplace courtesy
Keep spaces clean and organized
Respect shared facilities
Encourage professional behavior

Practice 10: Stay Updated

Regularly review workplace information
Monitor capacity and utilization
Check for updates and changes
Keep knowledge current

18. Quick Reference Guide

Quick Actions

Action	How to Do It	Time
View all workplaces	Open `/tl/work-place`	1 min
Find specific workplace	Search by name/code	1 min
Check capacity	View capacity section	2 min
See workstations	View details page	2 min
Check amenities	View amenities list	1 min
Get contact info	View contact section	1 min
Export data	Click Export button	2 min

Key Information Sections

Section	Contains	Why Important
Basic Info	Code, name, location, status	Quick ID
Capacity	Total, assigned, available	Space planning
Workstations	Desks, rooms, equipment	Assignment
Amenities	Resources available	Team needs
Contact	Manager, phone, email	Problem solving
Hours	Operating times	Access/DTR
Teams	Which teams work there	Coordination

Common Filters

Need	How to Filter	Result
Active workplaces	Status = Active	Operational spaces
Available space	Capacity filter	High availability
Department spaces	Department filter	Team workplaces
Clear all	Click Clear	All workplaces

Decision Tree

Want to do something with workplaces?
    ↓
├─ View information
│  └─ Click workplace name → View details
├─ Check capacity
│  └─ Open details → Capacity section
├─ See workstations
│  └─ Open details → Workstations table
├─ Get contact info
│  └─ Open details → Contact section
├─ Export
│  └─ Open list → Click Export
└─ Need admin help
   └─ Contact admin for assignments/changes

Workplace Status Legend

Status	Meaning	Action
Active	In use, operational	Can assign here
Draft	Being set up	Wait for activation
Archived	No longer used	Don't assign

Workstation Status Legend

Status	Meaning	Assignment
Active	Available	Can be assigned
Reserved	Temporarily held	Check with admin
Inactive	Out of service	Cannot use
Decommissioned	Permanently removed	Not available

Need More Help?

Ask your manager — For workplace planning or approval questions
Contact HR/Admin — For workstation assignments or modifications
Facility Manager — For location-specific questions or issues
IT Support — For technical issues with the system

Document version: 1.0
Role: Team Lead
Related modules: Employee Management, Attendance, Scheduling
For issues: Contact your HR Department or System Administrator
Last updated: December 10, 2025

Get Started

Admin Module

Employee Module

HR Module

TL Module

Team Lead — Workplace Management User Guide

Table of Contents

1. Welcome to Workplace Management

2. What You Can Do

3. How to Access Workplace Management

4. Understanding the Workplace List

Page Layout

Top Controls - Filters & Search

Workplace Table - Columns

Empty State

5. Viewing Workplace Details

How to Access Details Page

Details Page Layout

Example Workplace Details Page

6. Filtering and Searching

Quick Filters

Advanced Filtering

Search Tips

7. Understanding Workstations

Workstation Types

Workstation Status

Workstation Amenities

8. Common Tasks & Step-by-Step Guides

Task 1: View All Company Workplaces

Task 2: Find Specific Workplace Details

Task 3: Check Workplace Capacity & Availability

Task 4: View Workstations at Specific Location

Task 5: Check Workplace Amenities & Resources

Task 6: Find Workplace Contact Information

Task 7: Monitor Workplace Occupancy & Utilization

Task 8: Understand Team Workplace Assignments

Task 9: Generate Workplace Report

9. Workplace Information & Data

Workplace Identification

Location Information

Capacity Information

Operating Information

Contact Information

10. Workstation Assignment

Assignment Information

Assignment Types

What You Can Do

11. Managing Team Work Locations

Understanding Team Location Needs

Planning Team Workspace

Supporting Employees with Workspace

12. Capacity & Resource Planning

Capacity Analysis

Planning for Growth

Resource Optimization

13. Common Scenarios and Solutions

Scenario 1: New Team Member Starting

Scenario 2: Team Growing, Need More Space

Scenario 3: Workplace Issue/Problem

Scenario 4: Team Member Needs Special Workspace

Scenario 5: Remote Team Member Needs Occasional On-Site Space

14. Tips for Effective Workplace Management

Tip 1: Stay Informed

Tip 2: Plan Ahead

Tip 3: Communicate Clearly

Tip 4: Support Your Team

Tip 5: Coordinate with Admin

Tip 6: Monitor Utilization

Tip 7: Focus on Team Needs

Tip 8: Maintain Professionalism

Tip 9: Document Important Information

Tip 10: Be Flexible & Adaptable

15. Common Questions

16. Troubleshooting

Problem: Can't find workplace I'm looking for

Problem: Workplace shows zero available capacity

Problem: Can't view workstations at specific workplace

Problem: Workplace information seems outdated

Problem: Can't export workplace data

Problem: Workplace address or contact information is wrong