By default, all paid plans include the ability to book on behalf of colleagues and external visitors. You can restrict visitor bookings to specific roles or turn them off entirely. This article covers the default permissions, how roles affect booking access, and where to change the settings.
In this article:
Understand the default booking permissions
Review who can book for whom
Change visitor booking permissions in Settings
Before you begin
Keep in mind that changes to booking permissions apply organization-wide.
Default booking permissions
Visitor and delegated bookings for colleagues are enabled by default on all paid plans. No setup is required to start using them.
Team Leads can book resources for their team members and visitors and edit or cancel their team members' bookings.
Who can book for whom
The following table shows what each role can do out of the box.
Role | Book for colleagues | Book for visitors |
Admin | All employees (Web Portal and Admin Portal) | Yes (Web Portal) |
Team Lead | Their team members (Web Portal) | Yes (Web Portal) |
Regular employee | No | Yes (Web Portal) |
Note: Booking for colleagues is possible on both the Admin Portal and Web Portal. Visitor bookings are available only through the Web Portal.
Change visitor booking permissions
To change who can make bookings for external visitors:
Open the Workplace Admin Portal, go to Settings > Organization, and open the Booking Permissions tab.
To turn off visitor bookings entirely, clear the Allow bookings for External Visitors checkbox.
To restrict visitor bookings to specific roles, open the dropdown and select Admins and Team Leads only.
Click Update.
Visitor Hub integration
When you book a resource for a visitor, the data automatically syncs with Visitor Hub. The visitor is pre-registered, so the front desk expects them on the day of their visit. You don't need to enter their information twice.
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