With booking permissions, you can efficiently manage your office space to create a collaborative environment while optimizing its use.
Before you start setting permissions, you need to define Teams. This is done in the Teams menu under Users. To create a new Team, click on the "+" icon.
Choose a name for your team and add users from the drop-down menu.
If you have synced Microsoft Office 365m you can also type in a user´s Office 365 department name, then all the users in that department will be added when they sign in.
Keep in mind that you need to write the department name exactly as it is written in the Office 365 profile.
Permissions can be set either on office level or per bookable asset. Keep in mind that permissions on asset level override permissions on office level.
You can set permissions on floor level by clicking on a floor of your choosing in the Floor menu:
To set permissions on a specific asset, you need to click on one of the items in the Asset menu:
By selecting "Use custom permissions" you choose to override the floor permisions and are able to set specific ones for the asset.
Set the booking window
In the permissions tab, you can set the booking window for all assets in the office or for selected asset/assets. You set the booking window for all users.
If a user opens the map a date more than 14 days ahead the assets will be grey and not bookable.
Set up Booking on behalf of
To set up "Booking on behalf of", click on “Select scope” under the “Booking on Behalf of” section and select All or Team.
If you select “All”, everyone in your company will get “Booking on Behalf of” Permissions for the office. If you like to limit this, you select the Teams you’d like to give “Booking on Behalf of” Permissions.
You can select which users you’d like to give “Cancel on behalf of” permissions to. This is set with the same procedure as for “Booking on Behalf of” permissions.
You can use weekly permissions to assign specific areas to teams in your office. The easiest way to do this is through the asset menu using the filters for zones.
You can select all the desks in a zone (e.g. Finance, Development) and click on the pencil icon for bulk edit.
This will open the Edit menu. Then go to the "Weekly permissions" and slide the toggle for using custom permissions.
Change the scope from "All" to team and you will be able to select the team toy want in the dropdown menu.
You are able to do this for every day of the week.
Disregard weekly permissions
At the bottom of the "Weekly permissions" tab, you can find "Disregard weekly booking permissions".
To optimize the office usage the system can remove the booking permissions XX hours before the calendar day ends. This is to make sure that the desks that haven’t been booked by the permitted team members can be booked by others. You can choose the span of time of your choosing and click on "Update".
It’s possible to book an asset for a certain/longer time period.
This option is under the “Fixed Booking” tab for Assets.
Note that this can’t be used for Bulk edit.