View and manage bookings for your team

Admins and managers in deskbird can view, edit, check in, or cancel bookings made by their team members. This is useful for keeping the office overview accurate and helping colleagues when they cannot action their own bookings.

1. Who can manage colleague bookings
2. View all bookings
3. Edit a colleague's booking
4. Cancel a colleague's booking
5. Check in a colleague
6. Export bookings

1. Who can manage colleague bookings

The All bookings view is available to users with the Admin or Manager role. The bookings visible to you depend on your scope:

• Managers see bookings for members of their managed teams or offices.
• Global admins see all bookings across the organization.

2. View all bookings

1. Go to the Bookings tab.
2. Open the My bookings dropdown and select All bookings.
3. Use More filters to narrow results, for example by office, user, status, resource type, date or license plate.

Each entry shows the date, resource, and current status of the booking.

3. Edit a colleague's booking

1. In All bookings, find the upcoming booking you want to change.
2. Click the pencil icon next to the booking.
3. Update the date, resource, or other details as needed.
4. Save the changes. The colleague will be notified of the update.

⚠️ Only upcoming bookings can be edited. Completed or canceled bookings are read-only.

4. Cancel a colleague's booking

1. In All bookings, find the booking you want to remove.
2. Click the trash bin icon next to the booking.
3. Confirm the cancellation when prompted.

The space will be freed up immediately for others to book.

To cancel several bookings at once on the web, select them with the checkboxes and click Cancel bookings. The number on the button shows how many of the selected bookings you are allowed to cancel; the others are skipped. Confirm with Cancel bookings in the dialog, or click Keep them to go back. Canceled bookings cannot be restored.

5. Check in a colleague

1. In All bookings, find the colleague's current booking marked as Now.
2. Click Check in.

To check in several colleagues at once on the web, select their bookings with the checkboxes and click Check in. The number on the button shows how many of the selected bookings can be checked in right now.

💡 Use this option sparingly — for example, in an emergency where the colleague cannot check in themselves. Encourage colleagues to check in via the app or QR code whenever possible.

⚠️ Checking in on behalf of a colleague is not available if your company's check-in setting is set to QR code only.

6. Export bookings

On the web, you can export bookings to an Excel file:

1. In All bookings, set the tabs and filters you need, for example one office and a date range.
2. Optional: select individual bookings with the checkboxes to export only those.
3. Click Export XLSX. The Export bookings dialog summarizes what will be exported: the current tab, the active filters, and either the total of the current list or the number of selected bookings.
4. Click Export XLSX in the dialog to download the file.