Setting a desk booking window
Last updated
Who can do this: Company admins, office admins and department admins. Plan: All plans.
With Team Today you can introduce a desk booking policy to manage how far in advance users can book desks.
How it works
A desk booking window limits how many weeks ahead people can book into an office. For example, you may decide that people are only allowed to book 2 weeks in advance. This stops someone block booking a hot desk for a year.
- The window applies to any booking into that office, its floors and its areas, whether or not the person picks a desk.
- It always applies to standard users. It applies to team admins only when "Applies to team admins" is ticked.
- Company admins, office admins and department admins are never limited by it, and can still book for others at any time. Find out more about permissions here.
- Desk booking windows can be configured for each individual office in your account.
- The setting only appears once the office has at least one individual desk.
Adding a desk booking window
- In Team Today go to Settings > Offices and meeting rooms and click the office you want to add a desk booking window to.
- Choose Desk Booking from the menu on the left.
- Switch on "Enable desk booking window".
- "Applies to standard users" is always ticked. Tick "Applies to team admins" if team admins should be limited too.
- Enter the "Number of weeks users can book in advance".
- Choose when each new week opens for booking with "Opens on", "Opens at" and "Timezone" (see below).
- Click "Save changes".
- To test it, ask a standard user to book a desk further ahead than the window allows. A message tells them the latest week they can book.
Choosing when the next week opens
Bookings open a whole week at a time. With a window of 2 weeks, people can book the current week and the 2 weeks after it. Each week the window moves forward by one week at the day, time and time zone you choose with "Opens on", "Opens at" and "Timezone". The whole week opens at that moment.
If you choose Friday, Saturday or Sunday, the new week opens on that day just before it starts. If you don't change these settings, the new week opens on Monday at 00:00 UTC.
Repeat schedules and assigned desks
A booking window also applies to repeat schedules. If someone the window applies to sets a schedule for more weeks than the window allows, the weeks beyond the window are not booked into this office. Keep this in mind if people with permanent desks use a long repeat schedule.
Useful information
Adding a floor plan enables users to see who they will be sat next to when booking into an office. It's great to quickly identify where people are located. Interactive floor plans are part of the Professional, Premium and Enterprise plans. To add a floor plan, email hello@team-today.com with your requirements.