Configure the booking rules and preferences for your personal space group on the application setup form. You can set the booking hours, advanced booking period, the maximum number of slots a group is allowed to book, set check-in and bump times and warnings, etc.

How to set booking rules and preferences for a personal space group

  1. Navigate to Application Setup > Groups.
  2. Select the Country and Group.
  3. For the Resource Type select Personal spaces.
  4. From the Select an action dropdown list select Application Setup.

Set the booking rules and preferences for the group:

Check-in period

AM / PM: Enter the time that personal spaces can be booked from in the morning and the time that the afternoon booking session starts.

Check-in period: The check-in period is the number of minutes that check-in is open before the personal space is bumped. For example, if personal spaces can be booked from 7 am and the check-in period is 120mins (2-hours), then the space will be released if the user has not checked in by 9 am.

Booking

Users can book in advance for: Set the number of weeks or days that users can book personal spaces in advance. If ‘weeks’ is selected then you can choose to include weekends as required. Select 0 to restrict bookings to same-day only. See also Users can select within a maximum of # weeks below.

Users can book the next week from: Set the earliest day and start time that personal spaces can be booked in the following week.

Users can select within a maximum of # weeks: Used in relation to the number of days/weeks a user can book in advance (see above). This setting allows users who are going away for a period of time to book personal spaces in advance for when they return but limits other users from block booking more than the maximum number of weeks applied in this setting.

Users can select a maximum of # slots per week: Set the maximum number of slots (days) per week a user can book the personal spaces managed by this group. This setting is independent of other groups – users can make additional bookings for personal spaces managed by other groups if the setting Allow users to book spaces in this group in addition to another space is enabled (see next setting).

NOTE: Multiple resources booked on a single day, only count as one slot, allowing different personal spaces for morning and afternoon to be booked, along with a locker and parking space (for example).

Allow users to book spaces in this group in addition to another space: Allows users to book multiple personal spaces on the same day. Enable if users will book a desk and a parking space, for example.

Enable non-default group restrictions: If ticked, options for the setting will display. See below

Enable release of fixed and flexi personal spaces: Enable to allow fixed and flexi personal spaces to be released.

Send personal space release email: When a personal space is released an email notification is sent to the user.

Anyone can book on-screen once check-in period has passed: In closed groups, only members of the group can pre-book. Enable this setting to allow a booking to be made by anyone once the check-in period has passed.

Enable non-default group restrictions

Tick to apply alternative restrictions for users who do not have this group as their default.

Users can book in advance for: Enter the number of weeks that non-default group members can book personal spaces in advance. Select 0 to restrict their bookings to same-day only.

Users can select within a maximum of # weeks: Not applicable if ‘users can book in advance for’ is set to 0. Used in relation to the number of days/weeks a non-default group member can book in advance (see above). This setting allows non-default group members who are going away for a period of time to book personal spaces in advance for when they return but limits other users from block booking more than the maximum number of weeks applied in this setting.

Users can select a maximum of # slots per week: Not applicable if ‘users can book in advance for’ is set to 0. Set the maximum number of slots (days) per week a user (who does not have this group set as their default) can book the personal spaces managed by this group. This setting is independent of other groups – users can make additional bookings for personal spaces managed by other groups.

NOTE: Multiple resources booked on a single day, only count as one slot, allowing different personal spaces for morning and afternoon to be booked, along with a locker and parking space (for example).

Check-in and Bump

Require users to check-in: Tick to enable check-in and bump options.

Bump users that have not checked in during the check-in period: Tick to enable bump options.

Send bump warning emails: The user receives warning emails towards the end of the check-in period if they have not checked in.

Send emails when bumped: The user is notified by email if their personal space booking is bumped.

Check-in users for the whole day: The personal space is booked for the whole day when the user checks in.

Automatically check-in same-day bookings: Bookings for the current day are automatically checked in. NOTE: Even when this option is disabled, bookings created 5 minutes before the end of the check-in period or after the check-in period has ended, are automatically checked in.

UI Options

Show Booking Grid to users: If enabled, users can select the group on the booking grid, otherwise it is not offered as an option in the Group drop-down list.

After making any changes, click Save.

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