With the Guest Booking feature in deskbird, you can reserve desks or parking spots for external visitors - ensuring a smooth arrival experience and giving your team full transparency on who's coming to the office.
1. How to book a desk or parking spot for a guest
Go to the Book section in the deskbird web app. Select the desired resource, then choose Guest as the booking type. Enter the guest's name and email address.
The guest will receive an email confirmation with all booking details. Booking owners also receive a copy. If check-in is enabled, the booking owner must check in on behalf of the guest.
đź’ˇ Guest bookings appear in the booking owner's Upcoming bookings for easy edits or check-in.
⚠️ Important: Do not use your own or reused email addresses for multiple guest bookings. The email is treated as a unique ID. Always use the guest’s actual email or a format like your.name+guest.name@domain.com if the guest should not receive an email.
2. FAQs
Admins, office admins, and managers can view all guest bookings in their respective offices. All users can see guest presence on the Schedule page and know who else will be in the office. This transparency helps teams coordinate seating or plan sensitive conversations accordingly.
Any booking made using the guest booking flow is treated as a guest booking - even if the person being booked is an employee. The classification depends on how the booking is made.
Admins can define which user roles (standard users, managers, group managers) are allowed to create guest bookings in Booking settings. See Admin > Booking settings > Booking for Guests. Global Administrators and Office Admins can make bookings for guests by default.
đź’ˇ If standard users are allowed to book for guests, they must also check in the guest.
Guest bookings are visible based on user roles and privacy settings. Booking owners can mark bookings as Anonymous to hide their identity, but guests themselves are still listed as external for compliance and awareness.
Guests are clearly marked in the office overview so coworkers are aware someone from outside the company is visiting. If company privacy settings limit profile visibility, the same rules apply to guest bookings made by that user.
Currently, a desk or parking space must be booked to assign an "in office" status to a guest. For a complete solution including check-ins, badge printing, arrival notifications and more, explore our Visits feature: Visits – Visitor Management