Users manage their own notification preferences from Profile > Notifications. As an admin, you cannot configure notification settings on behalf of users. For a full breakdown of what users can toggle, refer them to the For users section of this help center.
There are three areas where admin configuration directly affects what users receive:
1. Check-in reminder timing
Users can enable a check-in reminder for desk/parking and meeting room bookings. The timing of that reminder depends on the grace period settings you configure in Admin > Office settings.
The rule is:
- If the booking starts at or after the "applies from" time → reminder is sent at booking start.
- If the booking starts before the "applies from" time (e.g. a full-day booking starting at 07:00 when "applies from" is 09:00) → reminder is sent at "applies from" time minus grace period duration.
Use the calculator below to check when a reminder will fire for your specific grace period configuration:
2. Schedule change notifications
When you update a user's hybrid schedule as an admin or manager, deskbird automatically sends them an email notification about the change. This happens without any configuration required — users receive schedule change emails by default (though they can disable this toggle themselves in their notification settings).
3. 'No desks available' notification
If the automated booking system cannot reserve a desk or parking spot for a user (because all suitable spaces were already taken when the system attempted the reservation), the user receives an email with the subject "No desks or parking spots available." They will need to manually book a space for that day.
💡 This notification cannot be turned off by users.