In deskbird, admins can fully control how and when bookings are made - tailoring the experience to match company policies and improve clarity.
š” Note: Changing booking settings only applies to future bookings. Existing bookings will not be updated.
1. Maximum Lead Time (Maximum timeframe for user bookings)
You can define how many days in advance users are allowed to book desks and parking spots, based on their role:
- Global administrators
- Office administrators
- Managers
- Group managers
- Users
Each role can have its own value. The value counts calendar days starting from today (inclusive), regardless of office opening days.
2. General booking settings
These settings apply to desks and parking spots:
- Only one resource per time: If enabled, users and group managers canāt book more than one desk or parking spot for the same date and time. Does not apply to Meeting Room bookings or other resources. This way, double bookings can be prevented.
- Anonymous booking: Allows users to book resources without showing their names to others. Admins still see full booking details. Does not apply to Meeting Room bookings.
- Guest bookings: You can define which roles are allowed to book on behalf of visitors. By default, global and office admins have this permission.
š Learn more aboutĀ bookings for guests.
3. Check-in options and grace period
Admins can choose between 3 different modes to manage how users check in to their bookings:
- No check-in: Bookings are confirmed without any check-in action needed. Ideal for trust-based workflows.
- Click and/or QR code: Users can check in via the deskbird web app, mobile app, or MS Teamsāor scan a QR code with their smartphone.
- QR code only: Check-in is only possible by scanning the QR code in the deskbird mobile app.
The grace period and starting time determine how long a user has to check in after the booking starts.
- Grace period: After this period, if no check-in has occurred, the booking will be automatically cancelled.
- Start time of grace period: Defines when the grace period begins, and from when reminders are triggered.
š For full configuration details, see Check-in Options for Resources.
š You can also activate the optional auto check-in feature using location tracking via the deskbird mobile app.
š Learn more here: Automatic Check-In Guide