> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Floor Plans

> Draw a floor plan for each floor of your space, then add floor plan items for the desks, offices and rooms you contract, book and track.

## Overview

A **floor plan** is a visual map of one floor of your space. It shows the walls, rooms and furniture on that floor, and the status of each desk, office and room at a glance.

Floor plans have two parts:

* **The floor plan itself.** The layout: walls, rooms (called areas) and furniture. You draw it in the floor plan editor.
* **Floor plan items.** The desks, offices, rooms and other spaces you actually sell or let customers book. You link each item to a piece of furniture or a room on the plan.

Once your items are in place, you can assign them to contracts, include them in proposals and connect them to resources so customers can book them from the floor plan view in the Members Portal.

## How to access

Go to **Inventory → Desks and Offices → Floor plans**. Click a floor plan to open it in the floor plan editor.

![Inventory page showing Floor plans under Desks and Offices](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-inventory.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=eb9b9813bcc15efb6fd0679c62e9ad86)

To see every floor plan item across all your floor plans in one list, go to **Inventory → Desks and Offices → Floor plan units**.

## Key concepts

| Term | Meaning |
| - | - |
| **Floor plan** | The layout of one floor in a location. Create one floor plan for each floor in your building. |
| **Area** | A room on the floor plan. The editor creates an area whenever walls fully enclose a space, such as an office or meeting room. |
| **Furniture** | Desks, tables, booths, sofas and other items you place on the plan. Furniture is visual until you link it to a floor plan item. |
| **Floor plan item** | A desk, office, room or other space that you contract, book or track. The admin panel calls these **units** in some places, such as the **Floor plan units** list. |
| **Item type** | What the item represents: **Dedicated desk**, **Hot-desk**, **Office**, **Room** or **Other** (for example, a phone booth). |
| **In service** | Only items marked as in service can be assigned to contracts or bookings. |
| **Connected resource** | A bookable [resource](https://learn.nexudus.com/platform/billing/resources.md) linked to the item, so customers can book it from the floor plan. |

### How floor plan items are used

* **Contracts.** Assign offices and dedicated desks to a customer's [contract](https://learn.nexudus.com/platform/finance/contracts.md). The item shows as occupied for as long as the contract is active, then becomes available again automatically.
* **Proposals.** Offer specific offices and desks to a customer by adding them to the plans in a [proposal](https://learn.nexudus.com/platform/crm/proposals.md).
* **Bookings.** Connect items to a resource so customers can pick a specific desk or room when they [book](https://learn.nexudus.com/platform/operations/bookings.md).
* **Occupancy.** Each item counts towards your availability and occupancy reports, so you can see which spaces are free now and in the future.

## Create a floor plan

Create a separate floor plan for each floor in your building. For example, a three-storey building needs three floor plans: Ground Floor, First Floor and Second Floor.

1. Go to **Inventory → Desks and Offices → Floor plans**.
2. Click **Add floor plan**.
3. Enter a **Floor plan name**, such as "Second Floor".
4. Select the **Location** the floor belongs to.
5. Click **Save changes**.

![Add floor plan form with name and location fields](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-add.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=edb866874832abf30d513364fafd5e94)

Your new floor plan appears in the list with a blank image until you draw its layout.

## Draw the layout

Click the floor plan in the list to open it in the floor plan editor, then select the **Edit** tab.

![Floor plan editor Edit tab showing walls, areas and furniture](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-editor-edit.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=600ae7945eb179883a59221d698caf46)

1. **Draw the walls.** Press **1** (or open the create menu) and click on the grid to place each corner of a wall. Press **Esc** to stop drawing. Draw the outside walls first, then the inside walls that split the floor into rooms.
2. **Check your areas.** Every space fully enclosed by walls becomes an area. The **Overview** in the side panel lists each area with its size.
3. **Name your areas.** Click an area and enter an **Area Name**, such as "Office 2.1" or "Meeting room 2A". Names appear on the plan, so customers and your team can recognise each room.
4. **Add furniture.** Press **5**, search for an item such as a table, desk or booth, click it, then click on the plan to place it.
5. Click **Save floor plan**.

> [!TIP]
>
> A room only counts as an area when walls surround it completely. If a room doesn't appear in the Overview, check for gaps between its walls.

You can also add doors, windows, partitions and stairs or lifts from the create menu. To trace over an existing drawing of your floor, go to **More actions → Tracing image** and upload it. See [Floor plan editor](https://learn.nexudus.com/platform/settings/floor-plan-editor.md) for more about the editor's tools.

## Add floor plan items

Once the layout is saved, link each desk, office and room you want to contract or book to a floor plan item.

What you link depends on the space:

* **Offices and meeting rooms:** link the item to the **area** (the room), not the furniture inside it. Linking to furniture inside a room can lead to the same room being double-booked or assigned to two contracts.
* **Desks and phone booths:** link the item to the **furniture** that represents it.

To add an item:

1. Open the floor plan and select the **Manage** tab.

2. Click the area or piece of furniture you want to link.

3. Under **Desk / Office details**, click **Create a new unit**. To link an item that already exists, select it under **Use existing unit** instead.

   ![Desk / Office details panel with options to use an existing unit or create a new one](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-item-link.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=e03d87045dcbd96b270d2af638bc5be5)

4. Check the **Unit name**. For areas, it's filled in with the area's name.

5. Select the **Type**: **Dedicated desk**, **Hot-desk**, **Office**, **Other** or **Room**.

   ![New floor plan item form showing name, floor plan, notes and type](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-item-form.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=6f109105776c77ca65b7cfdcf201c7e6)

6. Under **Status**, turn on **In service** so the item can be assigned to contracts or bookings.

7. Optionally, choose a **Connected resource** and set the **Available from** and **Available until** dates.

   ![Status, Bookings and Availability sections of a floor plan item](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-item-form-status.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=d81ac125bc99d7ada462633b8dbf2daa)

8. Click **Save changes**.

Repeat these steps for each desk, office and room. Linked items show in colour on the plan, and the **Desks and units** count in the side panel goes up.

![Manage tab showing linked items in green and the item list below the plan](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-editor-manage.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=1c4193135ebe47509d874fb612b9c499)

## Use your floor plan items

The **Manage** tab is where you run the floor day to day. Pick a date at the top to see what's free, occupied, booked or in a proposal on that day. The side panel lets you switch between the floor's items, **Contracts**, **Bookings** and **Proposals**.

### Assign items to contracts

Assign offices and dedicated desks to contracts rather than directly to customers. That way, the item frees up automatically when the contract ends, and you can forecast occupancy from contract dates.

1. Click the item on the plan, or open it from **Inventory → Desks and Offices → Floor plan units**.
2. Open the **Contracts** tab and add the contract.

Only hot-desks can be on more than one contract at a time. For other items, contract dates can't overlap. See [Contracts](https://learn.nexudus.com/platform/finance/contracts.md).

### Include items in proposals

You add floor plan items to a proposal from the proposal itself, not from the item.

1. Open the proposal and go to its **Plans** tab.
2. Click **Add plans**, or open a plan that's already in the proposal.
3. Under **Price**, select the items in **Offices / desks**.
4. Click **Save changes**.

The **Offices / desks** list only shows items that are in service and available on the plan's start date. If an item is missing, check its **Available from** date and that **In service** is turned on.

While the proposal is open, the item shows as in a proposal on the floor plan. To see which proposals include an item, open the item and go to its **Proposals** tab. See [Proposals](https://learn.nexudus.com/platform/crm/proposals.md).

### Connect items to resources

Connect desks and rooms to a resource to let customers book them from the floor plan view in the Members Portal.

* **One item:** open the item and choose a **Connected resource** under **Bookings**. This suits a single office or meeting room.
* **Several items at once:** go to **Inventory → Desks and Offices → Floor plan units**, tick the items, then click **Bulk actions → Connect to resource**. This suits a bank of hot-desks that share one resource.

> [!WARNING]
>
> The number of items connected to a resource sets how many people can book it at the same time. For example, six hot-desks connected to one hot-desk resource allow up to six bookings at once.

## Duplicate a floor plan

If several floors share the same layout, build one and copy it.

1. Open the floor plan and select the **Edit** tab.
2. Click **More actions → Duplicate floor plan**.
3. Choose what to copy: furniture, floor transitions, doors and windows, and desks and offices.
4. Click **Yes, do it**.

![Duplicate floor plan dialog with options to copy furniture, transitions, doors and windows, and desks and offices](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/billing/floor-plans-duplicate.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=8a1db0ea0b7ef3db80316c57e3df494c)

The copy appears as "Copy of" followed by the original name. To rename it, go to **More actions → Floor plan information**. Then rename the areas and add the new floor's items.

> [!TIP]
>
> Leave **Copy desks / offices** off if you plan to name the new floor's items differently, such as "Office 3.1" instead of "Office 2.1".

## Delete a floor plan or item

Before you delete a floor plan or item, check it isn't assigned to an active contract, proposal or booking. Deleting it removes it from the map and from your occupancy reports.

## Related

* [Floor plan editor](https://learn.nexudus.com/platform/settings/floor-plan-editor.md)
* [Resources](https://learn.nexudus.com/platform/billing/resources.md)
* [Contracts](https://learn.nexudus.com/platform/finance/contracts.md)
* [Proposals](https://learn.nexudus.com/platform/crm/proposals.md)
* [Bookings](https://learn.nexudus.com/platform/operations/bookings.md)
* [Equipment](https://learn.nexudus.com/platform/billing/equipment.md)


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