Use the Desks page to feature all your workstations for booking or rental. You can add two types of resources to this page: hot desks and dedicated desks.
Type | Explanation |
Hot desk | These are shared desks not dedicated to a specific customer.
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Dedicated desk | These are fixed desks dedicated to particular customers for their booking or subscription period.
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Enable Desks
To start using the Desks module, enable it in your Location settings:
In the left-side panel, click the menu (...) next to your location name
Go to Location settings > Desks page and toggle the "Desks" switch on.
Book ahead — set how far in advance users can book desks.
Day passes — enable this option if you plan to create hot desk plans that include day passes and let users book hot desks using their day passes. Use day passes
Add desks
To add a desk:
Navigate to the Resources > Desks page.
Click the
Add deskbutton under all the desks.
3. Fill in the desk details.
4. Press Done in the top right corner.
Desk properties
Section name | Meaning |
Desk photo | 2x1 format. On the overview of all desks, the image will be cropped to a square and centered. When opening this specific desk page, it'll show uncropped. |
Type | |
Name | Desk name. We recommend naming desks according to the zones in your space: e.g. "Open Space", "Lounge Zone," etc. It will ensure accurate occupancy tracking by zones and help users locate their desk. |
Seating capacity | The number of seats this desk allows. |
Description | Appears on the desk page. Include any essential information your customers need to know. |
Availability increment | The frequency of available time for desk booking. It shows up as a step on booking. |
Min & Max time | Minimum & maximum duration limits for hourly/daily bookings. Applies to all users except administrators. |
Money | The monetary price for hourly/daily bookings in your location currency. If you offer varying prices for different booking durations, set up price tiers.
Disable this switch if you only offer long-term rentals of this desk. |
Credits | The credit price for hourly/daily bookings. If you offer varying prices for different booking durations, set up price tiers.
Disable this switch if you only offer long-term rentals of this desk. |
Day passes | Appears for "Hot desk" type. Enable to allow members to book this desk with day passes payment method. |
Plans | If you offer long-term rentals (weekly, monthly, etc.) of this desk, enable this switch and link the relevant plans to subscribe. By subscribing, users will automatically get assigned to them:
Disable this switch if you only offer hourly/daily bookings of this desk. |
Rescheduling policy | Select whether users can reschedule bookings for this desk or cancel and get automatic refunds. Understand refunds |
Visibility | Determine which user groups can see this desk. |
Booking | Determine which groups of users can immediately book the desk, while others can apply for a booking. |
Access | Determine the access control group to which users are synced upon booking this desk. |
Calendar sync | Sync booking for this desk with the selected Google Calendar. |
Desk setup options
If your desks are organized by zones and you want users to book seats within a zone without selecting a specific seat, create each zone as a desk with a certain seating capacity. Users can then select a zone and book or sign up for one or more seats. If you have floor plans, the seats will be reflected accordingly.
To allow users to book or sign up for a specific seat and view its availability, create each seat as a separate desk with the seating capacity of "1". Users can then select and book their preferred seat. If you have floor plans, the seats will be reflected accordingly.
How administrators track desk bookings
You can track and check your customers' desk bookings in the following ways:
Navigate to Resources > Desks > select the "Bookings" tab and a date.
By clicking on a specific desk booking, administrators can check more details about it, including the price and payment method.
Track all new bookings created or canceled on the Notifications page. Manage admin notifications
Go to the Customers page > choose a user > click on Bookings > find the necessary booking.
Ask a customer to show you the booking right in their member web portal or mobile app on the Account > Bookings page.
Learn how users book a desk and sign up for a desk.
FAQs
How can I block off desks from bookings for several days?
How can I block off desks from bookings for several days?
If you are having an event in the space or holidays are coming, mark the corresponding dates as closed in your location schedule so that all rooms and desks are unavailable for bookings by your customers on those dates.
To block only desks while keeping other resources available for booking, as an administrator, create free, whole-day bookings for all seats for the required date.
How to define the desk booking schedule for members and nonmembers?
How to define the desk booking schedule for members and nonmembers?
Manage the booking schedule by configuring the location schedule.