Office settings

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.

1. Create and manage an office
2. Close an office or delete it
3. Manage access
4. Office functions
5. Public holidays

1. Create and manage an office

To create a new office, go to the Admin Panel and under Office settings click on + Add office on the upper right-hand side. 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 
• Pulish the office, once you finished 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).

2. Close an office or delete it

Close an office

To temporarily or indefinitely block bookings for an entire office, go to Admin > Workspace: Office Settings and locate Office closures. 

Click Manage, then select Add closure. Choose a Start date and either set an End date or tick Close indefinitely, optionally add a short Reason (e.g., maintenance), then click Confirm and Save. 

During a closure, users can’t book office resources. The office is hidden from users. You can add or delete an office closure at any time via Manage.

Learn more about closures: Closing a space

Delete an office

To delete an office, go to Admin > Workspace: 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 cancelled

  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 can be managed via Admin > Users and are visible in both the web and mobile apps.

For more information, visit the article: Office functions.

5. Public holidays

Desks Professional and above

Public holidays can be configured on two levels in deskbird. Via Admin > Office settings, admins can assign a regional public holiday calendar (e.g. 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 > Users > select user > Holiday calendar. Assigned public holidays are displayed directly in the Schedule tab and are marked with a Public Holiday label, including the holiday name (e.g. Bastille Day) when available. This ensures users and admins have clear visibility of who is unavailable due to public holidays across offices and regions.