Closing spaces

The Closing spaces feature gives you precise control over when desks, areas, floors, or entire offices can be booked. Spaces can be closed in two ways: indefinitely, or for a defined period with an end date. This makes it easy to manage availability for scenarios like maintenance, company holidays, or short-term events, while keeping employees clearly informed.

The available closure options depend on your plan:

• On all plans, you can close an office, floor, area, or resource indefinitely (one closure per space). The space is hidden from users until you delete the closure. This replaces the former Active/Inactive status.

• On Desks Professional and above, you can also schedule temporary closures with an end date and add several closures to the same space. The space stays visible but cannot be booked during the closure, and becomes available again automatically.

1. Overview
2. Manage closures
3. What happens to bookings
4. FAQs

1. Overview

Closures can be applied to different levels of your workplace setup:

• Individual resources (desks, parking, custom resources)
• Areas
• Floors
• Entire offices

💡 Note: Meeting rooms continue to use the existing Active / Inactive toggle. Existing meeting room bookings are not canceled, even if the office or floor they belong to is closed.

You can choose between:

• Indefinite closures: spaces are unavailable without an end date and are hidden from users.

Desks Professional and above

• Temporary closures: spaces are unavailable during the specified start and end dates.
• Indefinite closures with a start date: spaces are unavailable without an end date and are hidden from users. You can set a future date for the closure to take effect.

Closures follow a clear hierarchy. If you close a higher-level entity (for example, a floor), everything below it (areas and resources) is automatically closed as well. On the user side, the highest-level closure reason is shown.

2. Manage closures

You can manage closures from Admin > Workplace > Floors & spaces.

To create or delete a closure:

1. Select the office, floor, area, or resource.
2. Click Manage.
3. Click Add closure, or choose to delete an upcoming closure.
4. Choose how you want to close the space:
   • Indefinite closure
     This option is available on all plans and hides the space from users until it is reopened.

   Desks Professional and above

   • Indefinite closure with start date
     Set a start date for the closure and select Close indefinitely.

     This hides the space from users until it is reopened.

   • Temporary closure (with end date)
     Set a Start date and select an End date.

     The space remains visible to users but can't be booked during the closure period.

5. (Optional) Add a Reason (shown to users for temporary closures).
6. Click Confirm, then Save.

You can open Manage at any time to delete a closure.

⚠️ Meeting rooms: Meeting rooms continue to use the existing Active / Inactive toggle. Existing meeting room bookings are not canceled, even if the office or floor they belong to is closed. Synced meeting rooms may also remain bookable via Outlook / Google Calendar, depending on your calendar setup.

Who can create closures?

• Global Admins: can manage closures for any office
• Office Admins: can manage closures for their assigned offices only

3. What happens to bookings

• Future bookings during the closed period are automatically canceled (current-day bookings are not).
• Users receive a notification email when a booking is canceled due to a closure (if they have notifications enabled, see below).
• Past bookings remain untouched for reporting and audits.

The user experience depends on the type of closure:

• Indefinite closures (no end date): spaces are hidden entirely and cannot be booked.
• Temporary closures (with an end date): spaces remain visible but are marked as unavailable. Users see why a space can't be booked (closure reason) and for how long.

💡 Tip: Need to cancel bookings in bulk for a specific office, floor, or area (for example, when resetting a seating plan or for maintenance work)? Create a closure starting on the date you want: Admin > Workplace > Floors & spaces > select the office/floor/area > Manage > Add closure.

💡 Notifications: All future bookings within the blocked period are automatically canceled. Users who have Calendar invites in their profile notification settings enabled will receive an email notification about the cancellation.

Once everything is ready, remove the closure (or set an end date) to allow bookings again.

4. FAQs