Admins - Create & Manage Bookings

Contents

• How To Begin
• Book Meeting Rooms, Hotdesks, etc.
• Create Bookings For Employees
• Edit, Delete, and Cancel Bookings
• Manage Bookings
• Export & Analyze Bookings
• Hide Past Bookings

How To Begin

1) Navigate to Workplace and click on 'Manage Bookings'.

2) Alternatively, navigate to Meeting Rooms and click on 'Manage Bookings':

This opens the booking calendar where you can create and manage bookings. Most of its filtering functionality is contained in the highlighted area to the left. The rest is taken up by the calendar itself, which can be switched between Day, Week, and Month views.

Book Meeting Rooms, Hotdesks, etc.

1. Choose the type of resource you want to book from the drop-down menu:

2. Set the date and click on an empty time slot below the meeting room/hotdesk/etc. you want to book in the calendar. Alternatively, click on '+Book'.

In the New Booking dialog that opens:

1. Choose a team and an employee.

2. (optional) Enter the booking title.

3. (optional) Choose a different meeting room.

4. Choose the date, start, and end time of the booking.

5. (optional) Enter the preparation time.

6. (optional) Enable Repeat if you want to create a recurring booking that repeats daily, weekly, or monthly.

7. (optional) Enable Invite attendees and select them guests from the field which appears below.

8. (optional) Enable Private to make the booking visible only to you.

When you're finished, click Book Now.

Create Bookings For Employees

You can book meeting rooms, desks, and other resources for regular (non-admin) employees from the Web Portal:

1. Navigate to Office Map, Meeting rooms, or another resource page in the Web Portal.

2. Click on the resource on the office map (or a time slot for the meeting room):

3. Click on More Options to open the booking modal:

4. Select the employee from the Book For drop-down menu:

4. Finish the booking.

Edit, Delete, and Cancel Bookings

Double-click on any booking in the calendar to open the Edit Booking dialog:

• Use the Delete button to erase the booking.
• Use the Cancel button to initiate the booking cancellation. The 'Apply booking cancellation policy' checkbox will appear on the left. You can enable or disable it before you confirm the cancellation.
• Click the Update button when you're done with editing.

Manage Bookings

Use the booking calendar in either Calendar or List view to manage bookings. We suggest using List view if you're dealing with a large number of bookings.

Use the Search field to find bookings. You can also filter the list by:

• Time period (choose the Start and End date)
• Status (Canceled, Confirmed, Lapsed, Tentative)
• Resource Type 
• Resource (select a resource from the drop-down menu to view the bookings for it)
• Source (where the booking originates from, i.e. the Members Portal)
• Team (select a team from the drop-down menu to view the bookings for it)

Export And Analyze Bookings Data

Export

You can export a rich amount of bookings data to analyze and store. Notably, you can look into booking cancellations - when the booking was cancelled, who canceled it, and whether the cancellation was made manually or automatically by the system (i.e. due to missed check-in). This information is crucial for your operations.

1. Open the Manage Bookings page and click on the 'List' button.

2. Use the available filters and search field to find the bookings you need.

3. Select the bookings you want to export and click on the Export button in the upper-right.

4. Click on Download CSV and save the spreadsheet file. Please note that exporting over 10.000 bookings can take up to a minute due to the large amount of data.

Analyze

The following data for each booking is available for analysis in the spreadsheet:

Hide Past Bookings

You can hide past bookings for you and your colleagues in the Web Portal, Mobile App, and MS Teams. Navigate to Settings/Organization/Privacy tab and enable the Hide past bookings for users feature.

Note: This feature is only available for customers on the Enterprise plan. Click to learn about our plans.