Workspace Allocation

Workspace allocation managed through informal conversations or ad hoc emails gives facilities and office management teams an inconsistent picture of what employees actually need. Preferences for workspace type and location are not documented. Special accommodations are communicated verbally and forgotten. IT and technology requirements arrive late. And in hybrid environments where desk booking and space planning depend on understanding how many people need to be in the office on which days, the absence of structured preference data makes planning unnecessarily difficult.

The Workspace Allocation template for SharePoint, built with Infowise Ultimate Forms, gives employees a structured form to submit their workspace preferences and requirements — covering workspace type, location, access timing, schedule preferences, special accommodations, equipment, storage, and IT setup needs — with every submission stored as a complete, searchable record in SharePoint.

How it works

Employee details

The form captures the employee's full name, employee ID, department, job title, contact email, and phone number. This context ensures every submission is correctly attributed and that the facilities or office management team has a clear point of contact for follow-up without searching elsewhere.

Access timing and workspace type

The form captures when the employee needs access to their allocated workstation and which type of workspace they prefer — a dedicated desk, a hot desk, a private office, or another arrangement relevant to your organization's offering. A preferred workspace location field allows employees to indicate a specific floor, zone, or area where they would like to be positioned, giving the allocation team structured preference data to work from rather than assumptions.

Schedule and office day preferences

The form captures the employee's preferred working hours or schedule alongside which days of the week they prefer to work from the office. In hybrid environments, this information is essential for space planning — enabling the facilities team to understand peak office days and plan desk availability accordingly without relying on informal estimates.

Accommodations and equipment

A dedicated accommodations field captures any special requirements the employee needs considered for their workspace — accessibility requirements, ergonomic needs, or any other considerations relevant to their working setup. A separate equipment field captures requests for specific hardware or tools required at the workstation.

Storage and IT setup

The form asks whether the employee requires additional storage space for personal belongings or work materials, with a follow-up field specifying the type of storage needed. A dedicated IT and technology section captures any specialized setup requirements at the workstation — multiple monitors, specific software, accessibility peripherals, or other technology needs — with a description field giving employees the space to explain their requirements clearly.

What you get

• A structured workspace allocation form capturing employee details, access timing, workspace type, and preferred location
• Schedule and office day preference capture for hybrid space planning and desk availability management
• Special accommodations and equipment requirements documented in dedicated fields
• Storage and IT or technology setup requirements captured within the same submission record
• Every submission stored as a structured, searchable record in a standard SharePoint list
• Configurable workspace types, location options, and fields to match your organization's office and hybrid work arrangement
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Workspace Allocation system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All workspace preference records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.