> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/desks/desk-occupancy.md).

# Desk Occupancy

## Overview

The desk occupancy system tracks how your desks are being used through two types of memberships:

* **Fixed Plan Memberships**: Members have continuous access during their membership period
* **Flex Plan Memberships**: Members book individual entries from their available quota

💡 **Important:** Only memberships that have at least one desk assigned are counted in desk occupancy. Members with memberships that have no desks assigned (such as social memberships) will not appear in the desks overview page or be counted in occupancy calculations, even if they are active members of your space.

## Viewing Occupancy

Membership calendar days follow the space's timezone. A paid Flex membership with entries remaining is eligible in the **Add Entry** picker from its start day through its final day, inclusive. Hourly Block memberships follow their exact session start and end times.

1. Navigate to **Desks** in your dashboard
2. Use the calendar to select different dates
3. Each desk card shows:

* Current occupancy (number of active members/total capacity)
* Capacity progress bar with color-coded status
* List of current occupants grouped by membership type
* Real-time availability status

## Calendar Features

The desk calendar provides visual indicators for better planning:

* **Blocked Dates**: Shown with red background and strike-through text
* **Selected Date**: Highlighted in blue for easy identification
* **Navigation**: Click any date to view occupancy for that specific day

## Understanding Occupancy Types

## Fixed Plan Members

* Automatically counted in desk occupancy for their entire membership duration (only if their membership plan has at least one desk assigned)
* No need to book individual entries
* Visible in the occupancy count until their membership expires

## Flex Plan Members

* Only counted when they have a confirmed booking for a specific date (only if their membership plan has at least one desk assigned)
* Must book entries in advance using their available quota
* Appear in occupancy count only on their booked dates
* Can be removed from specific dates to return quota to their account

## Managing Occupancy

### Adding Entries

Click the **Add Entry** button to manually book a desk for a member:

1. Search and select a customer with an active Flex Plan membership
2. Choose from available desks (based on their membership plan)
3. Select the date for the booking
4. Review the summary and confirm

### Removing Entries

For Flex Plan bookings, you can remove individual entries:

* Click the trash icon next to any Flex Plan member
* Confirm the removal - this returns 1 entry to their quota
* Fixed Plan members cannot be removed as they have continuous access

### Blocking Dates

Use the dropdown menu (three dots) next to "Add Entry" to access blocking options:

1. Click **Block Dates** to prevent new bookings
2. Select one or multiple desks
3. Choose a single date or date range using the calendar
4. Add an optional reason for the block
5. Review the summary showing affected desks and dates

**Important:** Blocking dates prevents new bookings but preserves existing ones.

### Unblocking Dates

To remove previously blocked dates:

1. Click **Unblock Dates** from the dropdown menu
2. Select desks that have blocked dates (only desks with blocks are shown)
3. Choose which blocked dates to remove from the grid
4. Add an optional reason for unblocking
5. Confirm to make those dates available for booking again

## Visual Indicators

* **Capacity Bar**: Green for normal usage, red when at or near capacity
* **Member Cards**: Organized by membership plan type for easy identification
* **Blocked Dates**: Clearly marked in red on both main calendar and booking calendars

## Occupancy Report

Access detailed analytics through **Reports → Occupancy** to view:

* Daily occupancy breakdown by membership type
* Occupancy trends over time
* Peak usage periods
* Comparison with previous periods

### Member Flex cancellations

Members can cancel upcoming entry-based bookings from Home or Entries before the [configured notice cutoff](/easy-space-docs/space-settings/member-self-service.md). Full-day entries start at local midnight. Cancellation restores one Flex entry. Staff can override the cutoff; fixed and recurring membership access remains staff-managed.