Make Bookings for Colleagues and Visitors

With OfficeRnD Hybrid, you can make bookings on behalf of your colleagues or even external visitors. This feature is useful in the following scenarios:

  • When an external visitor requires a desk for the day, you can book one for them to facilitate their visit.
  • If a team leader wants to gather their team in the office, they can book desks on behalf of their team members to streamline the process.
  • When an executive or a colleague from another office visits, an admin can book a desk for them.
You can book any resource for a colleague, but you cannot book meeting rooms for visitors. You can make bookings for colleagues or visitors via the Web Portal, Admin Portal, MS Teams, Mobile app, and Chrome extension.

In this article:

Booking permissions

Visitor bookings and delegated bookings for colleagues are turned on by default for all paid plans. You can turn off visitor bookings or make the feature available to all employees or only to admins and team leaders.

Team leaders can make bookings for members of their team and visitors. Team leaders can also edit and cancel their team members' bookings. Please contact your admin team if you want to be marked as a Team Lead. If you are an admin, learn how to make employees Team Leads →

To change the availability of visitor bookings:

  1. Open the Admin Portal, go to Settings > Organization, and open the Booking Permissions tab.
  2. Turn off Bookings for External Visitors if you don't want users to make bookings for external visitors.
  3. Alternatively, you can click the drop-down menu and select who can make bookings for visitors. If you don't want regular users to have this permission, you can make it available only to Admins and Team Leads.
  4. Click Update.



Integration with Visitor Hub

When you create a booking for a visitor, the data is synced with Visitor Hub, and the visitor is automatically pre-registered so that the front desk will expect them on the appointed day. This saves you time—you don't have to enter the visitor's information twice.

Delegated and visitor bookings

Delegated and visitor bookings can be made on the Admin and Web Portal. Depending on your account type and access rights, you can do one of the following:

  • Admins can make bookings for all users and visitors on the Web Portal and for all users on the Admin Portal.
  • Team leaders can make bookings for their team members and visitors on the Web Portal.
  • Regular users can make bookings for visitors on the Web Portal.

Make a booking on the Web Portal

To book a resource for a visitor or a user on the Web Portal:

  1. Open a booking page on the Web Portal.
  2. Click a resource.
  3. Click More Options to open additional settings.



  4. Enter a name and choose the team member you are booking for, or click New external visitor to make a visitor booking.
  5. Click Book.



Make a booking on the Admin Portal

To book a resource for a member of your team:

  1. Go to Workplace > Manage Bookings and click Book.
  2. Click Select Team and select the user's team. Then click Select Employee and select the user in the list. Alternatively, click Add New to create a new contact.
  3. Provide the booking details and click Book Now.



Visitor booking records

When you book a resource for a visitor, the booking appears in the booking lists on the Admin and Web portal. You can also see it in the Who's in the office section.

Find visitor bookings on the Admin Portal

  1. Open the Admin Portal, go to Workplace > Manage Bookings, and select List to change the view.
  2. You can find the booking by searching in the Booked For column. The visitor booking will be flagged with a "Visitor" label under the person's name.



Find visitor bookings on the Web Portal

  1. Go to Office Map and click Who's In to open the list of all team members who will be in the office on the selected day.
  2. In the Visitors section, you will find a list of all visitors with a booked desk for the day.



  3. Go to Schedule and open the Bookings tab.
  4. You can find all your bookings for a given day here. The visitor booking will have a "Visitor" label under the person's name.

 

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  • Can you be a team lead on additional teams?

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