Setting up and managing your offices in deskbird is a key first step in tailoring your workspace structure. Whether you're creating a new location, updating address information, or controlling access, this article guides you through every step.
- Create and manage an office
- Close an office or delete it
- Manage access
- Office functions
- Public holidays
1. Create and manage an office
To create a new office, go to Admin > Workplace > Office settings and click Add office in the upper right corner. You'll be prompted to enter:
- Office name (required)
- Address (required)
- Save office as draft (draft offices are hidden from users until published)
We recommend saving the office as a draft until the setup is complete.
Once created, navigate to Office settings and select the office from the dropdown. There, you can:
- Edit the office name
- Update the address
- Upload a photo
- Define office closures
- Publish the office, once you finish the setup
- Configure opening hours
💡 Opening hours define the time period for "Full day" bookings. Bookings can only be made during opening hours (except for meeting room bookings). Opening hours also limit users' personal default booking hours: users can't set a default start time earlier than the office opens.
2. Close an office or delete it
Close an office
To temporarily or indefinitely block bookings for an entire office, go to Admin > Workplace > Office settings and locate Office closures.
Click Manage, then select Add closure and choose the type of closure:
- Indefinite closure: tick Close indefinitely. The office is hidden from users until you reopen it. Available on all plans. On Desks Professional and above, you can also choose a future Start date.
- Temporary closure: Desks Professional and above choose a Start and an End date. The office stays visible to users but can't be booked during the closure, and becomes bookable again after the end date. You can add several temporary closures per office.
Optionally, add a short Reason (for example, maintenance). Users see it during temporary closures. Then click Confirm and Save.
Future bookings in the closed period are canceled automatically (current-day bookings are not). Users receive an email if they have notifications enabled, and past bookings stay unchanged. You can add or delete an office closure at any time via Manage.
Learn more about closures: Closing spaces
Delete an office
To delete an office, go to Admin > Workplace > Office settings and scroll down. You will see the option to delete the office.
⚠️ Important:
- All floor plans and configurations (areas, desks etc.) will be lost
-
All bookings of users for this office will be canceled
This cannot be undone!
3. Manage access
Manage who has access to this office. You can choose between two options:
- Shared: Everyone can book this office
- Restricted: Only selected user groups can access this office
⚠️ Important: If you restrict access to an office by group, ensure that all users with assigned desks or parking spots are added to the correct groups before applying the restriction. Otherwise, their assignments will be removed due to a lack of access.
4. Office functions
The Office functions feature allows employees to mark their skills or responsibilities, like First aider or Fire responder. These functions appear in the user list of each office and can be filtered to identify the right contacts on-site.
💡 Office functions are assigned per user under Admin > User management: Users and are visible in both the web and mobile apps.
For more information, visit the article: Office functions.
5. Public holidays
Public holidays can be configured on two levels in deskbird. Via Admin > Workplace > Office settings, you can assign a regional public holiday calendar (for example, Holidays in Berlin) to an office under the Public holidays section. All users with this office as their main location will automatically inherit the selected calendar.
To override this on an individual level, a different holiday calendar can be set in each user under Admin > User management: Users > select user > General > Holiday calendar. Assigned public holidays are displayed directly in the Schedule tab and are marked with a Public Holiday label, including the holiday name (for example, Bastille Day) when available. This ensures users and admins have clear visibility of who is unavailable due to public holidays across offices and regions.
Note: Public holiday calendars are fixed and cannot be edited or customized; only pre-configured options are available at this time.