Your occupiers might want to change which spaces they lease from you after you first entered into a contract with them. You can update their space occupancies so that they can move in to new spaces, move out of existing spaces, and so on.
You can manage space occupancies in the following ways:
Important: Note that the move in and move out dates for your space occupancy are constrained by the start and end dates for the contract they are associated with:
Your occupancy's move in date cannot start before its contract start date.
Your occupancy's move out date always matches the contract end date.
Manage space occupancies
Access contracts page (View occupancies)
All of the functionality described in this article is accessed from an occupier's Contract page.
In the main menu, select Occupiers.
The Occupiers page opens. By default, the Contracts tab and the first occupier alphabetically are selected.
Select an occupier.
Select the Contract whose occupancies you are interested in.
The selected contract opens in the main editor.
Note: When you created this occupier, a contract was also created that linked the occupier to a site. By default, the contract has the name of the site as its Contract ID.
Add new space occupancies
Adds one or more additional occupancies for your occupier at the selected site. For example, adds a new meeting room at their expanding site.
The occupier must have an ACTIVE or UPCOMING contract at the site where they would like to add the space occupancy.
The space that the occupier wants to lease must be available during the selected period.
Click Add spaces.
The Add spaces dialog box opens. You will use this page to select the spaces and schedule the occupancy.
Specify the Move in date for the occupancy.
By default, this will be today. You can only select a move in date that starts after the start date of the contract.
Info: On creation, the move out date of the occupancy matches the end date of the contract. If the contract has no end date, neither does the occupancy.
Select the spaces that your occupier wants to lease:
Use the filters to search the spaces by name, and select a floor or space type.
Click the Arrow alongside the name of the space that you want to lease to your occupier.
Note: When you select a space, you are selecting to lease both it and any of its sub-spaces (interior spaces) to the occupier.
Check that the Occupancies column (right) contains all of the spaces that your occupier wants to lease at the site.
Click Add occupancies.
From the confirmation message, click OK.
The message dialog closes and the selected spaces are either added or scheduled to be added in future.
Before the move in date arrives, you may need to:
Note: While the move in date is in the future, you can delete the scheduled occupancy.
Delete an occupancy
Either end an active space occupancy immediately, ending access to that space for the occupier, or cancel a space occupancy that was scheduled to start in the future.
You can delete or remove a space occupancy if its contract is in the ACTIVE or UPCOMING state.
When hovering your cursor over the space occupancy, click Delete occupancy.
Confirm that you are happy to end the occupancy or remove the scheduled occupancy.
The message closes and the occupancy is removed:
If the occupancy is UPCOMING, the scheduled occupancy is deleted.
If the occupancy is ACTIVE and has a moved in date of today, it is deleted.
If the occupancy is ACTIVE and has a moved in date earlier than today, it is COMPLETED and the moved out date is recorded as yesterday. Note: This ends the occupancy on the last full day and allows a new occupancy to be created in the space right away.
If you deleted an ACTIVE occupancy, you need to deallocate any floor ports that were assigned to the occupier in that space.
If you deleted an UPCOMING (scheduled) occupancy, you should check whether the floor ports have been allocated to the occupier already or are scheduled for allocation. You should deallocate the floor ports or delete the schedule accordingly.
Occupiers - Contracts
Leases / Occupancies
The name of the site that the occupancies are located at.
Click to add an occupancy. When adding a new occupancy, you select one or more spaces, and set the move in date for those occupancies.
Each row in the table represents a space that is leased by this occupier.
The name of the space that the occupier is leasing or will lease in future.
The name is a link to the Space management pages.
The name of the floor that the space is located on.
An icon indicating the current status of the occupancy. This can be one of:
The dates when the occupier moves in and out of the space. The future tense (moving) is used for dates that are scheduled to happen in future.
Note: If the associated contract has no end date, there is no scheduled moving out date shown for an active or scheduled occupancy.
When you delete an occupancy:
Tip: You may need to either deallocate any floor ports that are allocated to the occupier in the space or cancel any scheduled floor port allocations that are upcoming.