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Create a desk booking

To book a desk, users go to Locations > Desks > select a date and number of seats you want to book.
Users can click on the desk or on the ⓘ button next to it to view the desk description and properties.
To create a desk booking, users choose the following details:
  • Date — select the necessary date.
  • Seats — adjust the number of seats if necessary.
  • Time — select the desired time.
Users and administrators can book any available current or future slot, but only administrators can log past bookings through the admin web portal.
  • Repeat — available only if the desk is completely free. Choose one of the suggested recurrence patterns or select “Custom” to set your own recurrence pattern.
  • End repeat — choose:
    • On date — to set a specific final booking date, or
    • Never — to set an open-ended recurrence.
    • For “Custom” recurrences, users can also choose After number of occurrences to schedule a specific number of recurring bookings.
Users can create recurring bookings only for completely free desks. If the desk booking is paid, administrators can create a recurring booking for the customer and charge them separately.
  • Booker — user for whom the booking should be made. This feature is exclusive to administrators and company managers, who have the authority to create bookings on behalf of company members when needed.
Company managers can make desk bookings for other company members either with company day passes, credits, or a company invoice.
  • Memo — a private note visible only to the user and administrators.
  • Promo code — allows a user to redeem a discount on the desk booking if they qualify for any discounts.
  • Payment — select the payment method with which they want to pay. Understand payment methods.
  • Legal business name, Address, and Tax ID. These fields appear depending on the “Require billing details” setting.
Once a desk booking is made, users can add it to their Google Calendar or Microsoft 365 Outlook.
On the member mobile app, the Add to calendar button opens the default calendar on the user’s device.

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View desk bookings

  • Users can see their equipment bookings on the Account > Bookings page.
  • Users can also find their bookings on the Desks page > “Bookings” tab.
  • Upcoming bookings appear for them as a reminder on the banner on the Locations page.
  • Users receive notifications-reminders before the booking starts and ends. Understand users’ notifications

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Manage a desk booking

To manage a desk booking, users follow these steps:
  1. Open the booking > press Edit to make changes. Edit a booking
  2. Press Cancel to cancel a booking.
  3. Press Add to calendar to add the booking to your Google Calendar.
FAQs
Desks assigned to the customer appear first, followed by desks with available seats, then desks with the selected number of seats or more, and then the rest are sorted alphabetically by title and by creation date from oldest to newest.