As an admin or manager, you can create and manage bookings on behalf of your colleagues and guests, and oversee all bookings across your workspace. This article covers how to do that.
💡 For guidance on how users book and manage their own desks, see the For users section of the help center.
1. Create bookings for colleagues
As an admin or manager, you can make bookings on behalf of others:
- Start a new booking from the Book section.
- Select the desired resource and remove yourself from the search.
- Search for the colleague's name.
- Select the desired date, resource, and finalize the booking.
🔐 You'll only be able to see and book for people in your managed teams or offices. Global admins can select every person.
💡 You can also book multiple dates by clicking on +More dates.
Meeting rooms: to book a room for a colleague, select the time slot in Book > Meeting rooms and choose the colleague under Who is this booking for? in the booking panel. This works on every plan with meeting rooms. See Book a meeting room for a colleague.
2. Manage bookings of colleagues
To view and manage bookings across your workspace:
- Open the Bookings tab.
- Open the My bookings dropdown and select All bookings.
- Use More filters to narrow the list, for example by office, user, status, resource type, date or license plate.
- Edit upcoming bookings by clicking on the pencil icon.
- Delete a booking by clicking the trash bin icon.
- You can also check in colleagues (if enabled), or set their running booking to finished.
- To cancel or check in several bookings at once, select them with the checkboxes and click Cancel bookings or Check in. Each action only applies to the bookings you are allowed to act on. Bulk cancellations need to be confirmed in a dialog and cannot be undone.
- Click Export XLSX to export the filtered list, or only the selected bookings, to an Excel file. A dialog shows what will be exported before the download starts.
3. Bookings for guests
To create bookings for external visitors (e.g. freelancers, interviewees, or clients), use the guest booking feature:
- Open the Book tab and select Guest as booking type.
- Fill in the guest's name and email address.
- Confirm the booking. A confirmation will be sent to the guest (and to the booking owner).
⚠️ Never reuse the same email for multiple guests, as this leads to incorrect overwrites. Use a format like your_name+guestname@domain.com if a direct email is not needed. For more details see our ➡️ full guide to Bookings for Guests.