In deskbird, you have full control over how and when bookings are made — tailoring the experience to match company policies and improve clarity.
Go to Admin > Desks, parking & others: Booking settings and select the office in the dropdown next to the page title. All booking settings apply per office.
💡 Note: Changing booking settings only applies to future bookings. Existing bookings will not be updated.
- Maximum booking timeframe
- General booking settings
- Check-in options and grace period
- Booking suggestions for users
1. Maximum booking timeframe
In the section What is the maximum booking timeframe for resource 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 system role can have its own value. The value counts calendar days starting from today (inclusive), regardless of office opening days.
- You can set any value from 0 to 365 days. 0 means users in that role can only book for the same day.
- The timeframe applies to desks and parking spots. It does not apply to meeting rooms.
2. General booking settings
These settings apply to desks and parking spots:
-
Users and Group manager cannot book more than one desk or parking spot at the same date and time: If enabled, users and group managers can't book more than one desk or parking spot for the same date and time. This prevents double bookings. Does not apply to meeting room bookings or other resources.
💡 Global admins, office admins, and managers are exempt from this limitation. - Book anonymously: Allows users to book resources without showing their names to others. You still see full booking details. Does not apply to meeting room bookings.
- Booking for guests: You can define which other roles are allowed to book on behalf of visitors. Global and office admins always have this permission.
- Automated bookings: Lets users turn on automated bookings for desks, parking spots or both. See Set up automated bookings.
🔗 Learn more about bookings for guests.
3. Check-in options and grace period
In the Check-in section, choose how users confirm their desk and parking bookings:
- No check-in: No check-in is needed and bookings are never canceled automatically.
- Check-in with click and/or QR Codes: Users check in in the deskbird web app, mobile app or Microsoft Teams, or by scanning a QR code.
- Check-in with QR Codes only: Users can only check in by scanning the QR code at the space in the deskbird mobile app.
If users don't check in, the booking is canceled automatically based on two settings:
- Grace period: If not checked in, cancel the booking automatically: how many minutes after the booking starts users have to check in.
- Earliest auto-cancellation time: the earliest time of day a booking can be canceled.
You can also turn on Auto check-in via geolocation with the deskbird mobile app on this page.
🔗 For how these settings work together, examples and a calculator, see Check-in and auto-cancellation settings. For automatic check-in, see Automatic Check-In Guide.
4. Booking suggestions for users
Users also have access to personalized booking suggestions, shown on their Schedule page and in the booking flow. Suggestions recommend desks and parking spots based on signals such as assigned spaces, favorites, booking history, and where colleagues are sitting. Each user can turn suggestions on or off, or control desk and parking spot suggestions independently, from their own profile preferences — this is not configured by admins.
🔗 Learn more: How to use booking suggestions