Spacebring empowers users to handle their bookings and payments independently. However, by managing booking permissions, you can restrict user access to booking certain resources when needed.
Prerequisites:
To ensure proper management of the booking application, it is crucial to fulfill the following requirements:
Open Spacebring > Location Settings page by pressing the menu (...) near the location name > Support.
Set the "Public" visibility so all users can submit booking applications and see administrators' replies to their applications.
Enable admin notifications to receive push or email whenever users book or apply for a resource.
Understand booking permissions
Administrators can enable the booking permissions for the following resources:
Rooms
Desks
Parking lots
Offices
The values selected in the "Visibility" and "Booking" properties define the booking permission for the resource. If the values selected in the "Visibility" and "Bookings" properties differ, then some users are restricted from creating bookings and can only apply for them. To understand and use the visibility settings, check this article.
Administrators can choose the following options in the "Bookings" property:
Administrators | Only administrators can make bookings immediately, while all the other users can apply for bookings. |
Location Members | Administrators and location members can make bookings immediately, while all the other users can apply for bookings. |
Network Members | Administrators, location members, and network members can make bookings immediately, while external users can apply for bookings. |
Public | All users can make bookings for the parking lot immediately. |
The "Booking" permission is set as "Public" by default.
Configure booking permissions
Go to the necessary page under Resources where you want to configure booking permission for (Rooms, Desks, Offices, or Parking)
Add or edit a chosen resource and configure the "Visibility" and "Booking" permissions for the resource that requires administrator verification. The "Visibility" permission determines who can see a resource and the "Booking" permission determines who can book a resource immediately. When configuring booking permission, an administrator should choose an appropriate user role. Understand user roles.
3. Once the permissions are configured, press Save.
For example, if the "Visibility" permission is "Public" and the "Booking" permission is "Location Members", it means that everyone can view your resource but only location members can book it independently. Other users can apply for the booking.
How users apply for a booking
Go to the page with a required resource.
Select the necessary resource, date, and time, and press
Apply.
If the Support page is disabled for the location, the Apply button will be greyed out, preventing users from applying for a booking.
If the Support page is enabled but is not set to "Public" visibility, users will be able to create a ticket but will not see ticket updates or administrator comments.
How administrators manage booking applications
Once the user submits a booking application, a new ticket appears on the Support page. The administrators manage the support ticket and can request any necessary verification documents or communicate with the user via the ticket.
If the booking is approved, click on the user's name in the support ticket to invite them as a member and allow them to book the necessary resource and make the payment or issue a one-off invoice for the booking to them.
Use Cases
Rooms | Restricting room booking permissions is perfect for:
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Desks | Restricting desk booking permissions is perfect for:
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Parking lots | Restricting parking booking permissions is perfect for:
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Offices | Restricting offices booking permissions is perfect for:
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FAQ
Why is one of my resources available for applications only and not for bookings, even though I didn’t change its "Booking" permission?
Why is one of my resources available for applications only and not for bookings, even though I didn’t change its "Booking" permission?
Please remember that the "Visibility" and "Booking" permissions are interconnected, and the "Booking" permission cannot allow a lower user role than the "Visibility" permission. For example, a room cannot be visible only to members but bookable by the public.
That's why, when you edit one of these permissions, the other may automatically adjust to maintain this hierarchy. For instance, if you temporarily set the room's "Visibility" to "Administrators," the "Booking" permission automatically adjusts to match. However, if you later revert the "Visibility" to include members or the public, the "Booking" permission does not update automatically. It remains set to "Administrators" unless manually changed.
To avoid such issues, always review and update both the "Visibility" and "Booking" permissions together to ensure they align with your desired settings.