An office move is judged on the first morning. People arrive, try to book a desk, look for a meeting room, and a client turns up at reception. This checklist covers the booking and arrival side of the move, which the lease and fit-out plans usually leave out.
What is in the checklist
1Eight weeks before: rebuild the office in your booking system
- Upload the new floor plans and mark every desk, room and parking bay
- Set up neighbourhoods or team zones from the agreed stack plan
- Tag desk amenities people search on, such as monitors and sit-stand desks
- Set booking rules: how far ahead, check-in window and auto-release time
- Import users and check each team is assigned to the right location
2Four weeks before: meeting rooms
- Name rooms the way people will say them, with capacity and equipment
- Link rooms to calendars and test a booking from Outlook or Google
- Decide which rooms need approval, such as boardrooms and client suites
- Set room check-in and release rules before the first recurring series are booked
3Two weeks before: reception and visitors
- Set up visitor pre-registration with arrival instructions and a QR code
- Test host notifications from sign-in to the host phone
- Print a test badge and check it shows the right details
- Load any agreements or NDAs visitors must accept
- Agree who is on the live on-site list for fire wardens
4One week before: parking and access
- Map parking bays, including accessible bays and who can book them
- Share arrival and parking instructions with staff and first-week visitors
- Check access passes work for every team on their first day in
5The first 90 days: evidence for leadership
- Track desk and room use on the busiest normal day each week
- Compare booked against checked-in to spot no-shows early
- Note which rooms are always full and which sit empty
- Report the numbers at 30, 60 and 90 days, with any changes to the layout
Frequently asked questions
When should a new office be set up in the booking system?
Around eight weeks before the move. That leaves time to upload floor plans, set booking rules, import users and let people book their first week before they arrive.
What do people need on the first day in a new office?
A desk they can find and book, meeting rooms that show up correctly in the calendar, a pass that works, parking instructions, and a reception process that knows who is arriving.
How do you prepare reception for client visits after a move?
Pre-register the first weeks of visitors with arrival instructions and a QR code, test host notifications, print a test badge, and brief reception on the new room names and floor layout.
How do you know if the new office is the right size?
Measure the busiest normal day, not the average. Track desk and room use against check-ins for the first 90 days, and adjust neighbourhoods and room allocations from that evidence.
HybridHero
Run the new office from one system
Most of this checklist is easier when desks, rooms, visitors and parking sit on one platform rather than four.
- Interactive floor plans that people book from on day one
- Room check-in and auto-release, with approval for rooms that need it
- Visitor pre-registration, host alerts and printed badges
- Parking with accessible bays and permission controls
See desk bookingSee it working on your own sites
HybridHero runs desks, meeting rooms, visitors, contractors and parking on one platform, with 24/7 real human support.
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