Configure how users can make bookings

In Office Settings, you'll find the Booking settings tab with the following sections:

1. Maximum Lead Time
2. General booking setting for users and guests
3. Check-in
4. Meeting Room Calendar Sync

1. Maximum Lead Time

Different companies often have varying policies regarding how far in advance different employee groups can book a resource. For instance, admins and personal assistants may need the ability to reserve desks and parking spots further in advance compared to regular employees. 

The maximum lead time setting allows you to decide how many days in advance resources can be booked per office and user role where x is the number of days you set.

2. General booking setting for users and guests

Admins can customize booking rules to ensure an organized and efficient use of resources.

• Booking Limits: Set restrictions so that employees with user and group manager roles can only book one desk and one parking spot per day, ensuring fair resource allocation.

• Anonymous Bookings: Allow users to book anonymously, meaning their names won’t appear on bookings. However, admins and managers will still have visibility into these bookings for oversight purposes.

• Guest Bookings: Define which user roles have the permission to book resources for office visitors, ensuring a smooth and managed process for accommodating guests.

3. Check-in

You can set your preferred check-in mode. You can choose from these options: 

✅️ No check-in: Users don't need to check in when they arrive at the office.

✅️ Simple check-in: With this setting, users can either check in by clicking on the button in their Web / MS Teams / mobile app or by scanning the QR code of the respective desk with their smartphone camera (not the deskbird app). If they check in with the QR code, they will be redirected to the check-in page if they have already booked that desk.

✅️ QR code check-in: Users can only check in by scanning the QR code within the deskbird app. To check in on the day of the booking, they need to go to their booking overview and click on “Check in” (you will see a little QR code symbol next to it). Their camera will open, and they can scan the QR code to check in.

💡 Please note: Users can always scan the QR code with their smartphone camera regardless of the check-in type they choose (even if the login option is disabled). By clicking on the deep link, they will be redirected to the booking page of the specific desk within the deskbird app and can confirm the booking with one click.

4. Meeting Room Calendar Sync

The Meeting Room Sync allows you to connect your Google or Outlook workplace calendar to deskbird. To find out more about Google and Microsoft Calendar Sync, please click here.

In these section of the Booking settings, you can also customize the privacy of these meetings, for example, if you don't want the meeting details to be shown to other users.

*Please note this is an optional feature, only available for deskbird Business or Enterprise customers. Feel free to contact our Customer Success department success@deskbird.com to activate it.