Managing resources such as desks, parking spaces, and other workspaces is crucial to creating a flexible and organized office setup. This guide explains how to create, customize, and manage those resources in deskbird, making your workspace smarter and more tailored to your team's needs.
- Create desks, parking spots, and other resources
- Bulk create and customize resources
- Add and manage equipment
- Assigned spaces
- Favorite spaces
- Check in to desks and parking spots
- Booking settings for resources
1. Create desks, parking spots, and other resources
Before you can add any desks or other resources, you must first create your Floors and Spaces.
Once done, select the desired floor via Admin > Workplace: Floors & spaces, then click the pen icon next to the area where you'd like to add or edit resources.
On the area detail page, you can:
- Edit the area name and description
- Restrict access (e.g. to specific departments)
- Rename individual desks/resources
- Reorder desks using drag & drop
- Define closures via the Manage button
- Assign resources to specific users
- Download individual or area QR codes
- Delete desks or the entire area
Use the +Add desks / +Add spots / +Add resources button to create new resources.
⚠️ Closing a resource or deleting it will also delete all existing bookings for it.
This cannot be undone.
2. Bulk create and customize resources
When clicking +Add desks / +Add spots / +Add resources, a modal allows you to:
- Add multiple resources at once (e.g. 10 desks)
- Set their status
- Customize naming conventions (prefix, starting number, leading zeros)
Example: Prefix: "Parking Spot", Start: "1" > Result: Parking Spot 1, Parking Spot 2,...
This speeds up setup for large spaces.
3. Add and manage equipment
Use Admin > Desks, parking & others > Equipment to create equipment options for desks, parking spots and other resources. Equipment is configured per office.
Once defined, go to Floors & Spaces, open an area via Details, and assign equipment to individual or multiple resources. You may use bulk edit to speed up this process. For example, add "dual monitors", an "EV charger", or "standing desk", etc.
These will also appear in user-facing filters during booking.
4. Assigned spaces
Assigned spaces are managed by admins and automatically booked when a user sets their status to "Office".
To assign a resource:
- Open Floors & Spaces > select the floor / area via Details and select the resource
- Click the pen icon, look for Access
- Restrict access to a single user
💡 The space will be booked automatically when the assignee plans their week and sets their status to Office. If they’re not coming to the office, you can toggle the option 'Allow others to book this space if the assigned user is not in the office,' so the space becomes available to others. If you’ve enabled check-ins, they also need to be completed for an assigned resources.
Admins can allow others to book the resource if the assignee sets a different status like "Holiday," "Home office," or "Business trip." However, if no status is set, the space won’t be freed up automatically. That’s why status planning is essential to maximize availability.
5. Favorite spaces
Favorite spaces allow users to bookmark frequently used resources for one-click booking, eliminating the need for admin setup.
To favorite a space, click the heart icon next to it. It will appear on the user’s Book page and profile under "Your spaces."
💡 Favorites don’t automatically book the space and don’t block others from doing so. They're simply preferences for quick access.
6. Check in to desks and parking spots
Automatic check-in is available for desks and parking spots, depending on your deskbird plan. If enabled, users will be checked in automatically using geolocation.
➡️ Learn more: Automatic Check-In for Desk and Parking Bookings
7. Booking settings
Find more information about the Booking settings for resources in this article: Booking settings