In OfficeRnD Workplace, you can create and define booking policies to manage the terms and conditions for booking resources, such as desks or meeting rooms. This article explains how to create and apply a booking policy to a resource.
Note: For meeting room bookings made through external applications like Outlook or Google Calendar, only the "Request Approval" and "Require Check-In" policies from Workplace will apply. Other policies, such as "Booking Duration" and "Future Bookings", will follow the setup in the external application.
Adjust or create a booking policy
Go to Workplace > Booking Policies.
You will see that a default policy is already in place.
To create a new policy, click Add Policy.
Define the policy rules:
Name – Enter a name for the policy.
Min Duration – Set the minimum time allowed for a booking (0 to 24 hours).
Max Duration – Set the maximum time allowed for a booking (0 to 24 hours).
Recurring Bookings – Turn on the toggle switch to allow recurring bookings.
Limit Future Bookings – Define how far in the future (in days, weeks, or months) bookings can be made (maximum is 24).
Require Check-In:
Automatically cancel bookings if employees fail to check in within the defined time before the booking starts.
Specify the time in minutes or hours.
Onsite check-ins only – Disable online check-ins and require onsite check-ins instead.
Request Approval – Require admin approval for bookings, which will remain "Tentative" until approved.
Disable Back-to-Back Bookings – Add a buffer time (up to 30 minutes) between bookings to allow for preparation or cleaning. The room cannot be booked during the buffer time.
Limit ad-hoc bookings – Add a notice period for bookings, requiring employees to book a set time in advance. This can be configured in hours or business hours.
Apply the booking policy to a bookable resource
Once you have defined the booking policy, you can apply it to your resources.
Go to Workplace > Resources.
Open the resource you want to configure.
Select the policy from the Booking Policy dropdown menu.
Click Update.