Create and Manage Bookings

deskbird gives you multiple ways to create and manage workspace bookings, whether for yourself, for teammates, or for visitors. This article guides you through every type of booking.

1. Create bookings for yourself
2. Create bookings for colleagues
3. Manage your bookings
4. Manage bookings of colleagues
5. Bookings for guests

1. Create bookings for yourself

To make a booking for yourself:

• Open the Book tab in the deskbird web, mobile, or MS Teams app.
• Select a date from the calendar view.
• Pick an available desk or parking spot or other resource. You can use filters for floors, equipment, or office functions (like quiet zones or standing desks).
• Confirm the booking. It will appear in Bookings > Upcoming.

💡 If your company uses check-in, don’t forget to confirm your presence on the day.

💡 You can also book multiple dates by clicking on +More dates and selecting as many dates as you wish. You will be automatically assigned the same desk on all days if it is not already booked.

2. Create bookings for colleagues

If you are an Admin or Manager on deskbird, you can make bookings for 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

3. Manage your bookings

To manage your own bookings:

• Go to the Book tab and click on Upcoming bookings.
• From here you can:
  • Edit the booking (change desk, floor, or date)
  • Cancel the booking
  • Check in (if check-in is required and available)

You can also view completed bookings from the same section for an overview of your history.

4. Manage bookings of colleagues

If you have the required role (Admin or Manager):

• Open the Bookings tab.
• Click on All bookings.
• You can filter by office or search for specific users via the search bar.
• You can edit upcoming bookings by clicking on the pencil icon.
• By clicking the trash bin icon, you can delete the booking.
• You can also check in colleagues (if enabled), or set their running booking to finished.

📝 Any action taken here will be reflected in the user's booking history and can be modified later as needed.

5. Bookings for guests

To create bookings for desks 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