How it works
The inputs are the ones a move planner uses by hand: who is moving, team structure, attendance patterns, floor capacity, adjacency needs and constraints such as locked zones or assigned desks. Automation reads them directly from booking, HR and floor plan data instead of a spreadsheet.
AI helps in two places. In planning, it proposes a stack or seating layout, or answers questions in plain language, such as whether a growing team still fits on its floor. In execution, rules and recommendations assign many people at once, generate move sheets and notifications, and switch the new assignments live when the plan is published.
What stays human is judgment: which trade-offs to accept, when to move and how to tell people. Good tools show their reasoning, let planners lock decisions and keep the final approval with the workplace team.
How to measure it
- Compare planning time for a restack or a batch of new starters before and after automation.
- Track how many automated seat recommendations planners change by hand; a high rate means the inputs or rules are wrong.
- Count post-move errors such as double-assigned desks or missed notifications.
Examples
- A planner asks an AI agent to fit a growing engineering team on two floors next to product, reviews the proposed stack, locks the finance floor and accepts the result.
- A batch of new starters is seated in one bulk auto-assign run, and each receives a personal move sheet by email.
Common mistakes
- Letting an algorithm decide without planners reviewing the trade-offs.
- Automating on stale data, such as out-of-date headcount or seat assignments.
- Automating the seat assignment but not the notifications and record updates.
How Kadence helps
In Kadence, Move Manager (WorkOps Pro) recommends seats, auto-assigns people in bulk, takes bulk move uploads, and sends move emails and personal move sheets. SpaceOps adds an AI planning agent that builds or changes stack and space plans from plain-language requests, guided workflows for restacks and consolidations, and publishing of approved plans to live neighborhoods and assignments in WorkOps.
SpaceOps · Kadence AI · Pricing
Frequently asked questions
Can AI plan an office move?
AI can do much of the planning work: proposing which teams go on which floors, suggesting seats that keep teams together, and answering what-if questions from real occupancy data. People still set the goals, judge the trade-offs, approve the plan and decide how to tell employees.
What parts of an office move can be automated?
Seat recommendations and bulk assignment, move lists from spreadsheets, employee notifications and move sheets, and switching seat assignments and neighborhoods live in the booking system. Physical work such as furniture, IT setup and badge changes still needs people, though software can track and schedule it.
Does move automation replace a move manager?
No. It removes the repetitive work, such as matching people to seats, re-keying lists and sending notices, so the move manager spends time on sequencing, stakeholders and communication. The decisions and accountability stay with the workplace team.
What data does AI move planning need?
Current seat assignments and floor plans, team membership from the HR system or directory, attendance and occupancy by team and day, and the constraints that matter, such as locked areas, adjacency requirements and dates. Poor or stale data produces confident but wrong plans.
Related terms
- Move management Planning, sequencing and carrying out workplace moves, from one desk change to a whole-team relocation.
- MAC (moves, adds and changes) The routine work of relocating people, seating new occupants and updating workspaces as an organization changes.
- Agentic workplace A workplace where AI agents carry out tasks, such as booking space and drafting plans, with people approving decisions.
- AI space planning Using AI to draft and test stack plans, seating plans and scenarios from headcount, occupancy data and floor plans.
Kadence editorial team · Last reviewed