Assign Desks to Employees or Teams

Last updated: October 21, 2026

This article shows admins how to block desks as fixed seats and how to set up desk policies for specific teams, users or days.

💡 Open the floor plan editor via Workplace → Offices → Edit → Edit floor plan and click Save at the bottom after your changes. More about the editor in Create a floorplan.

1. Block Desks

Use Block Desks to prevent certain desks from being booked by everyone, e.g. for fixed desks that should only be bookable by one person. Click the button, then the desk, and select the person.

2. Desk Policies

Desk policies make desks bookable only for one or more teams – on all days or on selected days only. You might create a policy for the Sales Area or the Quiet Zone. Besides groups, you can also add individual users or policy groups (see Team-Specific Default Workplaces).

3. Create new Desk Policy

Click Create new Desk Policy, enter a name and select the desks on the floor plan. Then choose who the policy applies to – with Add a group, Add a user or Add a policy group – and on which weekdays. On the other days, the desks are Available for everyone.

Make short term available? switched off – the desks stay reserved for the selected members, whether they book them or not.
Make short term available? switched on – if a reserved desk isn't booked, it becomes available for everyone on the current day.

Note: With Make short term available?, a desk is released even if only one person of the group doesn't book it. Releasing all reserved desks only when the entire group is absent is not supported.

💡 Tip: Desk policies are a great way to set up team days (e.g. Sales every Thursday).

4. Clear Desk Policy

Select Clear Desk Policy and click the desks whose policy you want to remove. Click the × next to a policy to delete it completely.

Workaround for temporary release: If you know all group members will be absent, you can remove the policy temporarily. Remember to set it up again afterwards.

Frequently asked questions

Can a desk policy apply to guests only?

Yes. When setting up the policy you can specify whether it applies only to guests or to all users.

Why can't an employee book a desk in a team area?

The desk is probably covered by a desk policy for another team. Check the policy colours in the editor.

What is the difference between Block Desks and Desk Policies?

Block Desks is meant for fixed seats of single persons. Desk policies reserve desks for teams, users or policy groups, optionally on selected days.

If you have any questions, feel free to contact our support team at support@pult.com.