Your deskbird profile is where you control how deskbird works for you: your photo, main office, vehicles, language, notifications, hybrid work preferences and the spaces you use most. Setting it up once saves you time on every booking and keeps your automated bookings accurate.
1. Open your profile
In the deskbird web app, click your profile icon in the bottom-left corner of the screen, then select Profile. Your profile is split into four tabs: Account, Notifications, Hybrid preferences and Your spaces.
On the mobile app, tap the Profile tab at the bottom of the screen.
After changing any setting, click Save in the top-right corner. Click Cancel to discard your changes.
2. Update your name and photo
Your name, email address and company are shown at the top of your profile. You can edit your first name and last name directly, unless your name is synced from an external system. Your company email address and company name can only be changed by your deskbird admin. If any of these need to be updated and you can't change them yourself, contact your deskbird admin.
To set or change your profile photo, click the purple icon on your profile picture (web app) or tap the circular icon at the top of the Profile tab (mobile app). You can upload an image from your device or take a new photo using your camera.
💡 If your company uses single sign-on via Microsoft, your Microsoft profile picture will be automatically pulled in the first time you log in (via web or MS Teams).
3. Account
The Account tab holds your personal settings.
Office & office functions
Your Main office is the default office location used when planning your hybrid work week. To set it:
- Under Office & office functions, open the Main office dropdown.
- Select your preferred office location.
- Click Save to apply the change.
This setting influences which office is pre-selected when you schedule days in the office.
If your company allows it, you can also assign yourself office functions here, such as First aider, Fire responder, Evacuation assistant or Key holder. If the option is greyed out or missing, contact your deskbird admin to have a function assigned.
Vehicles & license plates
If your company requires a license plate for parking, you'll find a Vehicles & license plates section in your profile, on web and in the mobile app. Saving your vehicles there means you don't have to enter your license plate every time you book a parking spot.
- In the Vehicles & license plates section, click Add vehicle.
- In the Add new vehicle window, enter the License plate. Optionally, add a Name, for example "Private car".
- Click Save. The vehicle is saved to your profile for future bookings.
- If you save more than one vehicle, click Set as default next to the one you use most. It then shows a Default label.
To change a saved vehicle, click the pencil icon next to it. To remove it, click the trash icon.
When you book a parking spot that requires a license plate, your default vehicle is preselected in the Vehicle field. You can switch to another saved vehicle or add a new one directly while booking. New vehicles are saved to your profile automatically. Quick book and auto-booking always use your default vehicle.
💡 Tip: Driving a rental or a different car for a while? Update your default vehicle so your automatic parking bookings use the right license plate.
⚠️ Note: Don't see the Vehicles & license plates section? It only appears when your company requires a license plate for at least one parking area. Contact your deskbird admin if you think it should be available.
Language and time format
Under Account, you can set how deskbird displays text, dates and times:
- Language settings — select your preferred language from the dropdown. The interface updates immediately.
- Time format — choose 24-hour or AM/PM. The example below the settings shows how dates and times will appear.
For step-by-step instructions on changing the language in the mobile app or Microsoft Teams, see Change your app language.
Privacy & security
- Performance & Analytics — turn this toggle on or off to decide whether deskbird may use analytics tools to understand how the app is used and improve it.
- Resync HRIS absences — if your company syncs absences from an HR system, click this button to pull in your latest absences.
- Reset password — click this button to reset the password you use to log in to deskbird.
New planning experience
Turn on Use the new planning experience (Beta) to use the redesigned Plan page, with a full overview of your selected day and a week calendar to move between days. Turn it off anytime to switch back to the classic view. For details, see Plan your week or month.
4. Notifications
Go to the Notifications tab to choose which notifications you receive and how: by email, push notification or MS Teams. The available channels depend on the notification. Notifications are grouped into:
- Scheduling hybrid work days — Schedule reminders to plan your week and Schedule changes when a manager changes your schedule
- Desks and parking spots — Calendar invites, Check-in reminder and Booking updates
- Meeting rooms — Check-in reminder and Booking updates
- Other — Follow requests from colleagues
Use the toggles to turn each notification on or off, then click Save. For a full description of every notification and how to manage them in the mobile app, see Manage your notifications.
5. Hybrid preferences
The Hybrid preferences tab controls how deskbird plans and books for you. For more on planning your office days, see Plan your week or month.
Default booking hours
Turn on Use personalized default booking hours and set your preferred start and end time for each day. These times are used whenever you book a desk or parking spot: for regular bookings, quick bookings and automated bookings.
- If a day is turned off, your office hours apply as a fallback.
- You can always change the time manually while booking.
Weekly schedule preferences
Choose a status for each weekday from Monday to Friday, for example Office with the office you work from. This schedule repeats every week, and deskbird fills in your plan up to two months in advance and keeps it updated for you. You can change your preferences anytime, or clear them with Reset weekly preferences.
⚠️ Saturday and Sunday are not supported by weekly schedule preferences.
Booking suggestions
Turn on Show Suggestions to get personalized desk and parking recommendations for your days in the office. Suggestions are based on several factors:
- Assigned spaces are always suggested first.
- Favorite spaces come next. If you have several favorites in the same office, they are suggested in ranked order.
- Your booking history, colleagues in the office, current availability and the area you usually book.
If suggestions are turned off, you only see the resources you added as favorites. For details, see How to use booking suggestions.
Automated bookings
With automated bookings, deskbird books a resource for you on your office days, so you don't have to do it yourself.
- Turn on Use automated booking.
- Turn on Desks, Parking spots or both.
- Check the info box below each toggle: it lists the offices where automated booking is available for that resource type.
- Click Save.
deskbird picks the resource in this order:
- Assigned spaces are always booked first. If you'd like to book the same space every time, ask your admin to assign one to you.
- Favorite spaces are next. Add your favorite desks and parking spots so deskbird knows what to look for.
- If you have no assigned or favorite spaces available, deskbird books any other available resource for you.
💡 If an automated booking can't be completed because all suitable spaces are taken, you'll receive a "No desks or parking spots available" notification.
6. Your spaces
The Your spaces tab shows the resources assigned to you and the ones you've saved as favorites.
Assigned spaces
These are resources an admin has assigned to you. Each entry shows the resource name and its location (office, floor and area).
- Assigned spaces are booked for you automatically when auto-booking is enabled or when you set your status to
Office. The Auto-booking enabled label shows when this applies. - To others, your assigned space shows up as restricted, unless other priority rules apply.
- You can't add or remove assigned spaces yourself. Contact your deskbird admin if something needs to change.
Favorite spaces
These are the desks and parking spots you've marked as favorites. deskbird uses them to personalize your booking suggestions and to support automated bookings.
- Use the filters to show All, Desks, Parking spots, Others, Areas or Meeting rooms.
- Click the heart icon next to a favorite to remove it.
To learn how to add favorites, see Save a desk or area as a favourite.