deskbird's scheduling features let users and managers plan where work happens each day — in the office, remotely, or elsewhere. This article covers the admin-controlled settings and manager-level actions. For a full walkthrough of how users set their own schedule, refer them to the For users section of this help center.
1. User statuses
Users can set a daily work status from the Schedule tab: Office, Mobile work, Absent, Business travel, or Holiday. These options may be customized per company. When the Desks add-on is active, selecting Office prompts users to book a desk.
Status reset on booking cancellation: When a user's last booking for the day is cancelled and their status is Office, deskbird prompts them to update their status. This keeps real-time attendance data accurate. The prompt only appears for the user's own cancellations — admin-initiated cancellations and auto-cancellations from missed check-ins do not trigger it.
2. Weekly preferences
Users can set recurring weekly schedules (Mon–Fri) via Profile > Your preferences, so their status is automatically set each week without manual input. The system schedules up to 2 months ahead and rolls forward monthly.
💡 Available from the Desks Business plan, or with Workforce Business & Enterprise plans. Note: weekly preference statuses are not synced with linked Microsoft or Google calendars.
3. Automated bookings
Automated bookings extends weekly preferences by automatically creating the actual desk and parking bookings — not just setting the status. When enabled, the system books resources based on a priority order: assigned spaces first, then favourites, then historically used resources/zones/floors, and finally a random allocation.
You enable this feature per office in Admin > Desks, parking & others: Booking settings > Automated bookings. You choose whether users can activate automation for desks, parking, or both. Once enabled, users toggle their own automation on or off from Profile settings > Hybrid preferences.
💡 Disabling automated booking won't affect bookings that have already been made. Future bookings are generated as each office is processed — since offices are distributed throughout the day, bookings appear gradually rather than all at once.
4. Schedule for another user
Admins and managers can schedule the workweek for other users — either individuals or entire groups. This is useful for coordinating team presence and aligning attendance with company needs.
- Go to Schedule and select the Colleagues tab.
- From the dropdown, select All, Following, or a specific group.
- Select a user to open their schedule, then set statuses (Office, Mobile work, Business trip, etc.) for each day.
- Optionally add a note for context, then click Save. If notifications are enabled, the user will receive an email about the change.
💡 You can also adjust a user's schedule up to one week in the past from the Colleagues tab.