1. DockTag overview and key concepts
DockTag is a web-based hot-desking system that lets organizations publish desks, organize locations, generate QR codes, and manage reservations through a browser. Depending on your role, you can configure the organization, manage desks, review analytics, or simply find and reserve a workspace when you need one.
At the highest level, DockTag is organized as Organization -> Building -> Floor -> Desk -> Reservation. Locations can also be entered manually if a simple hierarchy does not match your workspace.
2. Roles and permissions
DockTag is permission-based. Each role sees only the pages, cards, and desk actions needed for that role. Administrators have the broadest access, managers focus on operations, and standard users see a simplified reservation experience.
3. Getting started
The onboarding flow starts with an organization administrator. Administrators create the organization, choose how desks will be named, select a printed QR code format, and set the initial reservation access level.
3.1 Create an organization
1. Open the DockTag signup page (https://osd.plugable.com/signup) and enter the organization ID, display name, admin email, first name, and last name. You can also add a support email.
2. Choose how to build the desk list. In the default hierarchical builder, enter a building name, a floor name, and use the desk-count slider. The free organization limit is shown as a live counter up to 20 desks.
3. Use + Add Floor and + Add Building to build out more locations. DockTag previews the generated names so you can confirm the pattern before submitting. Optionally upload a floorplan image.
4. If automatic naming is not ideal, switch to the manual builder and enter desk names one by one with the + Desk button.
5. Choose a QR code format: Sticker (4 x 6 inches) or Poster (8.5 x 11 inches).
6. Set the reservation access level to Login Required or Open Access.
7. Submit the form. DockTag creates the organization and admin account, generates QR code PDFs, emails them to the admin, and you are ready to go!
NOTE - Access level guidance: Use Login Required when you want authenticated reservations and tighter control. Use Open Access when you need a lighter-weight experience for shared areas, demo spaces, or co-working environments.
3.2 First sign-in
1. Open the invitation email. It provides both Google SSO and temporary-password sign-in options.
2. If your organization uses Google SSO, choose "Sign in with Google". No separate DockTag password is required.
3. If you sign in with the temporary password, DockTag requires you to change that password before continuing.
4. After sign-in you arrive at the Organization Home Page, where DockTag shows role-based navigation cards, the welcome message, and help links.
3.3 Understand the home page
- The top of the page shows the organization name, logo, and welcome text.
- The Take a Tour banner above the navigation cards is present for users to familiarize themselves at any point.
- The navigation cards change based on your role. Administrators see the full set; managers and standard users see fewer options.
- The About DockTag section, documentation link, and Help & Feedback area remain available as reference points.
- The hamburger menu (the button with three horizontal lines located on the left of the page) mirrors the same permission model as the card grid.
4. Administrator guide
Administrators configure the organization, invite users, manage licenses, and perform license request, organization & user management actions that are hidden from other roles. This is the role used for day-one setup and for high-impact changes later on.
4.1 Configure organization settings
Open "Organization Settings" to review organization-level details and apply branding or access changes.
- Read-only fields include Organization ID, Display Name, and Desk Limit. These fields can only be changed by a Plugable Administrator.
- Upload a PNG or JPEG file up to 5 MB in size to use as a company logo. After saving, the logo appears on the home page. A Remove Logo option is also available.
- Upload floorplan images using the naming pattern "Building - Floor" so DockTag can match them to the correct tabs in the desk table (if applicable).
- Set an IT Support Email and IT Help Portal Link. These appear in the user-facing home page experience.
- Add a Custom Welcome Message and Custom Support Message to personalize your organization’s home page.
- Toggle the Reservation Access Level between Login Required and Open Access.
- Click Save Changes. The button remains disabled until DockTag detects a change, and a successful update will be confirmed with a pop-up message.
NOTE - Floorplan naming: A clear naming convention helps keep the floorplan tabs organized and easier to use. For example: HQ - Floor 1.png, HQ - Floor 2.png, or Annex - Level A.png.
4.2 Invite and manage users
Open "Manage Users" to create accounts, assign roles, review 2FA status, and remove access when needed.
- Use the search box to filter by email or role, then move through pages with the table pagination controls.
- Select Create Account, enter the user email, and assign a role. The new user receives an invitation email with Google SSO and temporary-password options.
- Managers can manage desk operations, analytics, overrides, and QR Code-based Plugable dock links to licensed desks, but they cannot manage users or organization settings.
- Standard users can browse desks, reserve them, and manage their own bookings.
- To change a role, open the user detail panel from the user email, choose the new role, and save. The change takes effect on the user's next page load.
- To delete a user, choose Delete in the detail panel and type the username to confirm. Deletion is permanent.
NOTE - Role changes: Use manager access for daily operations and reserve administrator access for setup, policy changes, and destructive actions.
4.3 Use the desk table
Administrators see the most complete desk table. It combines search, filtering, floorplans, license usage, and desk-level actions in one place.
4.4 Add desks and manage licenses
DockTag supports both single-desk registration and larger desk expansion workflows.
4.4.1 Add licenses or request more desks
The Add Licenses workflow supports three input methods: a floor-based builder, file upload by TSV or CSV, and manual entry of individual desk names.
Adding licenses by floor
Adding licenses by uploading a file
Example TSV file
License added successfully via file upload
Adding licenses manually
What happens after submission depends on the license scenario.
NOTE - Paid expansion: When your organization needs paid licenses for the first time, the workflow includes a request form with contact name, contact email, expected desk count, and reason for the expansion. Pricing questions are directed to sales@plugable.com
4.5 Admin-only desk actions
Administrators see desk actions that managers cannot access. These actions are available from the desk detail panel or action menu.
NOTE - Permanent actions: User deletion and desk deletion cannot be undone. Review the target carefully before confirming either action.
Link Docking Station by Serial Number
Delete desk location
5. Manager guide
Managers share many day-to-day powers with administrators, but DockTag intentionally hides user management & organization settings. This keeps operational workflows fast without exposing configuration controls.
5.1 What managers can access
- Managers see Reserve a Desk, Manage Desks, Analytics, Account Security, and the mobile Scan QR Code experience.
- Managers do not see Manage Users or Organization Settings on the home page or in the sidebar menu.
- Managers use the same desk table columns as administrators, including Desk ID, Plugable Serial, and MAC Address.
5.2 Manage desk status and location
From the desk detail panel, managers can open the action menu and choose Manage Desk Status or Assign Location.
- When assigning a location, managers can choose an existing location from the dropdown, enter a new one as free text, or use the N/A option to clear the location.
- Desk history shows a newest-first timeline of actions such as reservation creation, status changes, and dock linking events.
5.3 QR code scanning
QR code scanning is optimized for mobile use and supports both desk discovery and on-the-spot registration.
5.4 Handle reservation conflicts
Managers and administrators can override a conflict when a desk is already booked for the requested time window.
Override & Proceed cancels the conflicting reservation and continues with the new reservation.
Keep Reservations stops the attempted booking and preserves the original reservation.
When an override is used, DockTag sends an email notification to the affected user.
5.5 Review analytics
The Analytics dashboard is available to managers and administrators without a separate analytics tier. It includes summary cards plus 12 trend and utilization charts.
NOTE - Time range selection: Managers can switch the analytics window between 7 days, 30 days, and 90 days to compare short-term activity with longer patterns.
6. Standard user guide
The standard user experience is designed for one primary job: finding a desk and reserving it quickly. Admin and manager controls are intentionally hidden so the interface stays simple.
6.1 What standard users see
- The home page shows Reserve a Desk and Account Security. On mobile, users can also see Scan QR Code.
- New users see the green Take a Tour banner above the cards.
- Manage Desks, Analytics, Manage Users, and Organization Settings are not available to this role.
6.2 Browse the desk table
Open "Reserve a Desk" to see the user-facing desk list. Search by location, filter by status, switch floorplan tabs, and move through the results with pagination controls.
- Standard users do not see Desk ID, Plugable Serial, or MAC Address.
- Selecting a desk opens the reservation view directly rather than an administrative action menu.
6.3 Book a desk now
1. Select an available desk from the table.
2. Choose Book Now in the desk detail panel.
3. If you are logged in, your email is pre-filled and locked. Choose a duration and review the start and end time preview.
4. Select Reserve Desk. The desk moves to In Use and DockTag sends a confirmation email with the location, reservation times, and a calendar attachment.
6.4 Schedule a future reservation
1. Open an available desk and switch to Schedule Future.
2. Choose the date, start time, and duration. DockTag previews the exact reservation window before you confirm.
3. Submit the reservation. The desk shows an upcoming reservation indicator in the desk table and calendar.
6.5 Manage your reservation
6.6 Use the reservation calendar
- Each desk has a reservation calendar that shows upcoming bookings on a timeline.
- Use the timezone selector to view the schedule in Eastern, Pacific, UTC, or another available timezone.
- You can also create a future reservation directly from the calendar view.
6.7 Understand conflict handling
If a standard user tries to reserve a desk during a conflicting time slot, DockTag blocks the reservation and instructs the user to choose a different time. Standard users cannot override conflicts.
6.8 Scan QR codes
6.9 Reserve desks in Open Access mode
When the organization uses Open Access, users do not need to sign in before reserving a desk. They enter an email address directly in the reservation flow, and the browser remembers that email for convenience on later bookings.
NOTE - Open Access behavior: The reservation screens look almost the same as the authenticated flow. The key difference is that the email address is entered manually rather than pulled from a signed-in account.
7. Account security
Two-factor authentication is available to every DockTag user, regardless of role. It is strongly recommended for anyone with manager or administrator access.
7.1 Enable two-factor authentication
1. Open "Account Security" and review the current MFA status.
2. Select Enable Two-Factor Authentication and enter your current password. DockTag allows up to three password attempts in this step.
3. Scan the QR code with Google Authenticator, Authy, or a similar authenticator app. If needed, use the manual secret key option instead.
4. Enter the 6-digit verification code from the authenticator app. DockTag allows up to five verification attempts.
5. Once verification succeeds, DockTag marks MFA as enabled and requires the authenticator code at future sign-ins.
NOTE - Clipboard behavior: If you copy the manual secret key, DockTag clears it from the clipboard automatically after 30 seconds.
7.2 Disable two-factor authentication
1. Open Account Security and select Disable Two-Factor Authentication.
2. Enter your current password to confirm the change.
3. MFA is removed immediately and can be re-enabled later if needed.
8. Organization status and support
Organization-level status is visible to everyone in the organization, but it can only be set by Plugable internal roles. These banners communicate service availability to every user.
NOTE - Who can change status: Only Plugable internal administrators can set an organization to Suspended, Disabled, or Active again. Please contact sales@plugable.com with any concerns.
9. Quick reference and best practices
Use the table below when you need a fast reminder of where a workflow lives and which role is expected to perform it.
9.1 Best practices
Use clear building and floor names, and keep floorplan filenames aligned to the same labels.
Use a short tag vocabulary so filtering stays consistent across the workspace.
Shorten or cancel reservations when plans change so other users can book the desk.
Use QR codes on mobile for the fastest way to confirm desk details in the workspace.
Enable two-factor authentication for all users with elevated permissions and contact support if you see a Suspended or Disabled banner.
9.2 Troubleshooting
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