Managing resources such as desks, parking spaces, and other workspaces is central to a flexible and organized office setup. This guide explains how to create, customize, and manage those resources in deskbird as an admin.
- Create desks, parking spots, and other resources
- Bulk create and customize resources
- Add and manage equipment
- Assigned spaces
- Favorite spaces
- Check-in for 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.
💡 The resource name also determines what is displayed on the interactive floor plan. If the resource name contains a number (e.g. "Desk 3"), that number will be shown on the floor plan. If the name does not contain a number (e.g. "Window Seat"), no number will be displayed for that resource.
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 can use bulk edit to speed up this process — for example, add "dual monitors", "EV charger", or "standing desk".
Assigned equipment tags appear in user-facing filters during booking.
4. Assigned spaces
You can assign specific resources to individual users. Assigned spaces are automatically booked when the assignee 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, then look for Access.
- Restrict access to a single user.
💡 If the assignee is not coming to the office, you can toggle 'Allow others to book this space if the assigned user is not in the office' to make the space available to others. If check-ins are enabled, they also apply to assigned resources.
You can allow others to book the resource if the assignee sets a status like "Absent," "Mobile work," or "Business trip." However, if no status is set, the space won't be freed up automatically. This is why encouraging status planning is important to maximize space availability.
5. Favorite spaces
Users can bookmark frequently used resources as favorites for one-click booking. No admin setup is required — this is a user-managed preference.
Users favorite a space by clicking the heart icon next to it. The resource then appears on their 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 quick-access shortcuts for users.
6. Check-in for 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 when they arrive at the office.
➡️ Learn more: Automatic Check-In for Desk and Parking Bookings
7. Booking settings for resources
For booking-level configuration (check-in modes, grace periods, lead times, guest booking permissions), see: Booking settings.