Manage booking policies

As a site administrator, you control the rules that govern how people book desks, rooms, and parking spaces at your site. These policies determine how far in advance people can book, whether check-in is required, and what happens when someone does not show up.

Before you start

• You need site administrator permissions to change booking policies.
• Policy changes only affect future bookings. Existing bookings are honoured.

Configure a booking policy

1. Navigate to Bookings from the sidebar.
2. Switch to Site Bookings using the scope toggle.
3. Open the booking settings for the group of spaces you want to configure (for example, a floor's hot desks).
4. Set whether check-in is required using the Check-in required toggle.
5. Set the check-in window -- this is how many minutes someone has to check in after their booking starts before it is automatically released. A shorter window frees up spaces faster.
6. Set the advance booking limit -- this is how many days ahead people can book. A shorter limit can reduce no-shows.
7. Set the maximum concurrent bookings -- for example, one desk per person per day to prevent double-booking.
8. Set the schedule -- choose which days and hours the spaces are available for booking (for example, Monday to Friday, 07:00 to 19:00).
9. Click Save to apply the new policy.

Tip: If you are seeing a high no-show rate on a particular floor, try tightening the check-in window and reducing the advance booking limit. People who book closer to the day are more likely to turn up.

What each setting does

Related articles

• Review and manage site bookings
• No-shows and automatic release

Updated on: 19/05/2026