Application setup (group)
How to set booking rules and preferences for a personal space group
- Navigate to Application Setup > Groups.
- Select the Country and Group.
- For the Resource Type select Personal spaces.
- From the Select an action drop-down list select Application Setup.
Set the booking rules and preferences for the group as follows:
Check-in period
AM: Enter the earliest time a user can check in to a personal space booking. PM: If half-day bookings are enabled for your organization, enter the time the afternoon check-in session starts.
Check-in period: The check-in period is the number of minutes that check-in is open before the personal space is bumped. For example, if personal spaces can be checked in from 7am and the check-in period is open for 120 minutes (2 hours), then the space is automatically released if the user does not check in by 9am.
Booking
Users can book in advance for: Set the number of weeks or days that users can book personal spaces in advance. If ‘weeks’ is selected, you can choose to include weekends as required. Select 0 to restrict bookings to same-day only. See also Users can select within a maximum of # weeks below.
Users can book the next week from: Set the 'rollover' day and time. The rollover day and time determines when a week becomes open for bookings. For example, if the rollover day is Wednesday and users can book 2 weeks in advance, week 3 is open for bookings from Wednesday of week 1.
Users can select within a maximum of # weeks: Used in relation to the number of days/weeks a user can book in advance (see above). This setting allows users who are going away for a period of time, to book personal spaces in advance for when they return, but limits other users from block-booking more than the maximum number of weeks applied in this setting.
Users can select a maximum of # slots per week: Set the maximum number of slots* per week a user can book the personal spaces managed by this group. This setting is independent of other groups – users can make additional bookings for personal spaces managed by other groups.
*A slot is either a half-day or whole-day, depending on your organization's configuration.
Multiple personal spaces of different workspace types booked on a single day only count as one slot, allowing the user to book a desk, a locker, and a parking space (for example) for the day. However, only 1 of each workspace type can be booked for the same booking slot.
Enable non-default group restrictions: If ticked, options for the setting will display. See below
Enable release of fixed and flexi personal spaces: Enable to allow fixed and flexi personal spaces to be released.
Send personal space release email: When a personal space is released an email notification is sent to the user.
Anyone can book on-screen when the check-in period has passed: In closed groups, only group members can pre-book. Enable this setting to allow a booking to be made by anyone when the check-in period has passed.
Enable non-default group restrictions
Tick to apply alternative restrictions for users who do not have this group as their default.
Users can book in advance for: Enter the number of weeks that non-default group members can book personal spaces in advance. Select 0 to restrict bookings for non-default group members to same-day only.
Users can select within a maximum of # weeks: Not applicable if ‘users can book in advance for’ is set to 0. Used in relation to the number of days/weeks a non-default group member can book in advance (see above). This setting allows non-default group members who are going away for a period of time to book personal spaces in advance for when they return but limits other users from block-booking more than the maximum number of weeks applied in this setting.
Users can select a maximum of # slots per week: Not applicable if ‘users can book in advance for’ is set to 0. Set the maximum number of slots (days) per week a user (who does not have this group set as their default) can book the personal spaces managed by this group. This setting is independent of other groups – users can make additional bookings for personal spaces managed by other groups.
Check-in and Bump
Require users to check in: Tick to enable check-in and bump options.
Bump users that have not checked in during the check-in period: Tick to enable bump options.
Send bump warning emails: The user receives warning emails towards the end of the check-in period if they have not checked in. By default, the bump warning notification is sent 10 mins prior to the check-in period ending. Contact Condeco if you want to adjust this time.
Send emails when bumped: The user is notified by email if their personal space booking is bumped.
Check-in users for the whole day: Half-day configurations only. The personal space is booked for the whole day when the user checks in.
Automatically check-in same-day bookings: Bookings for the current day are automatically checked in. NOTE: Even when this option is disabled, bookings created 5 minutes before the end of the check-in period or after the check-in period has ended, are automatically checked in.
UI Options
Show Booking Grid to users: If enabled, users can select the group on the booking grid, otherwise it is not offered as an option in the Group drop-down list.
After making any changes, click Save.
Changes to the Application Setup during peak hours may impact performance. We recommend saving changes outside of business hours. Changes may take up to 24 hours to become active.