Office sites

Office sites let admins group several nearby offices — for example the buildings of one campus — so that shared resources and colleagues are no longer split across separate offices in deskbird. Parking is shared across all offices in a site, and the booking experience becomes campus-aware: people can book a parking spot in the building next door, see colleagues from sibling offices, and switch between offices grouped by site.

1. Before you start
2. Create an office site
3. Edit or delete an office site
4. What changes for users
5. Booking rules, check-in, and analytics
6. FAQs

1. Before you start

⚠️ Note: Office sites is currently in beta and is only available on request. If you would like to test it, reach out to your Customer Success Manager or contact deskbird support.

Keep the following in mind before setting up your first site:

• All offices in a site must share the same timezone. Offices in a different timezone are shown in the selection list with a Different timezone label and cannot be added.
• Office sites is additive and opt-in. Nothing changes for your company until an admin creates a site, and your existing offices, floors, and resources stay exactly as they are.
• Sites share parking across the selected offices. All other resource types — desks, meeting rooms, and other bookable resources — remain office-local.

The feature is managed under Admin > Workplace > Office sites.

2. Create an office site

1. Go to Admin > Workplace > Office sites.
2. Select Create site in the top right corner.
3. Enter a Name for the site, for example London Campus.
4. Open the Offices dropdown and select all offices that belong to the site. Use the search field to find offices faster.
5. Select Create.

The new site appears in the list with its name, the number of assigned offices, and its timezone. The assigned offices are listed underneath the site row.

💡 Tip: Name the site after the location people recognise, such as the campus or district name. Users see this grouping in the office switcher.

3. Edit or delete an office site

Hover over a site row to see the available actions:

• Edit site (pencil icon): change the site name or add and remove offices.
• Delete site (bin icon): remove the grouping. The offices themselves, their settings, and their resources are not deleted — they simply go back to working as standalone offices, and parking is no longer shared between them.

To jump straight into the configuration of an office that belongs to a site, hover over the office row underneath the site and select Open office settings (gear icon).

4. What changes for users

Once a site exists, the booking experience becomes campus-aware for everyone with access to those offices:

• Shared parking: users can book a parking spot in any office of the site without switching offices first.
• Colleagues: colleagues booked in a sibling office of the same site appear in the colleague view.
• Daily planning card: desks booked in sibling offices are shown on the daily card in the planning view.
• Your spaces: favorite and assigned spaces from sibling offices appear alongside the ones in the selected office.
• Office switcher: offices are grouped by site, so it is clear which buildings belong together.

No action is needed from users. There is nothing to enable in their personal settings.

5. Booking rules, check-in, and analytics

Grouping offices into a site does not loosen your existing booking rules:

• The limit of one booking per resource type at a time is enforced across the entire site, not per office. Someone cannot hold two parking bookings for the same day by booking in two offices of the same site.
• Check-in follows the office where the booked resource is located.
• Analytics also follow the office where the resource is located. A parking spot booked in a sibling office is counted towards that office, not towards the office the user had selected when booking.

6. FAQs