In deskbird, you have full control over how and when bookings are made — tailoring the experience to match company policies and improve clarity.
💡 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 (Maximum lead time for 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.
2. General booking settings
These settings apply to desks and parking spots:
-
Only one resource per 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. - Anonymous booking: Allows users to book resources without showing their names to others. You 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.
🔗 Learn more about bookings for guests.
3. Check-in options and grace period
Choose between 3 modes to control 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 Teams — or 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 check-in reminders are triggered.
🔗 For full configuration details, see Check-in Options for Resources.
🔄 You can also activate the optional auto check-in feature using location tracking via the deskbird mobile app.
🔗 Learn more: 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