Managing Desk Booking Restrictions

Please note that your subscription plan determines the specific set of features available to you, which may result in differences between what you see and the images presented in this article. For further details on the features included in your plan, please contact your OfficeSpace Admin.
 

Desk Booking Restrictions allow your management team more control over how your bookable desks are utilized. You can use desk booking restrictions to manage everything from which employees book which desks to when each desk can be used. Custom desk booking restrictions can also be created, allowing your organization to create restrictions tailored towards your needs. Desk booking restrictions are managed in Move Manager.

You must be a Facility Manager, Facility Admin, or System Admin to manage desk booking restrictions.

Restricting Bookable Desks
Creating Custom Desk Booking Restrictions
Viewing Desk Booking Restrictions in Move Manager

 

Restricting Bookable Desks

OfficeSpace allows you to restrict who can book a desk by three different criteria:
 

• Occupants assigned to the bookable desk
• Users matching the desk department
• Customized restrictions determined by employee field

The Only assigned occupants (1) restriction allows you to designate one or multiple employees who will be able to book a desk. Any other person who isn’t assigned to that desk is effectively blocked from reserving it.

The Only people matching desk department (2) restriction only allows employees to book the desk if their assigned department matches the department assigned to the desk.

Using the Custom restriction by employee field (3) restriction, you can create a new restriction using employee field information or choose one that has been previously created in the system.



Desk booking restrictions can be added to individual desks or the same restrictions can be assigned to multiple desks at once. 

Restricting Individual Bookable Desks
Restricting Multiple Bookable Desks

 

Restricting Individual Bookable Desks

In Move Manager, you can set desk booking restrictions by locating and selecting the desired desk on the floor plan. Under the desk tab in the info card, select Edit. 



The Resource Editor then opens. Using the Bookings Restricted To field dropdown, select your preferred desk booking restriction.



Desk booking restrictions can also be assigned in conjunction with a shift, allowing you to further manage the use of the desk. A shift must be created in advance to be able to assign it to a desk booking restriction. Check out the Creating and Managing Shifts article for more information. 

Using the Availability field, you can select a shift to assign to the desk booking restriction. 



To create additional restrictions for the bookable desk, select Add Restriction. 



Then select Save to save your changes.

 

Restricting Multiple Bookable Desks

You can use the Multi-Select tool to assign the same restrictions to multiple bookable desks at the same time. 

In the Multi-Select panel, use the dropdown to choose Selecting Seats.



To begin making changes, hold down Shift on your keyboard and select all the desired desks on the floor plan. You can also select an area of the floor plan by holding down Shift on your keyboard, selecting a point, and then dragging your mouse across the floor plan. The selected desks will be highlighted.



After you have selected your desks, you’ll see the number of desks for each selected desk type under the Selected Desks section. Expand the Actions dropdown (1) next to the Bookable Desk (Self-service) and choose Change booking settings (2) from the list. 



The Change Desk Booking Settings screen then opens. Using the Bookings Restrictions dropdown, select Overwrite all current settings. Note that when the new booking restrictions are assigned, any existing restrictions on the selected desks will be overwritten.



Using the Bookings Restricted To field dropdown, select your preferred desk booking restriction.



Desk booking restrictions can also be assigned in conjunction with a shift, allowing you to further manage the use of the desk. A shift must be created in advance to be able to assign it to a desk booking restriction. Check out the Creating and Managing Shifts article for more information. 

Using the Availability field, you can select a shift to assign to the desk booking restriction. 



To create additional restrictions for the bookable desk, select Add Restriction. 



If you would also like to change the check-in settings for the selected desks, you can use the Booking Confirmation (Check-in Requirement) dropdown to make adjustments.



Then select Save to save your changes.



 

Creating Custom Desk Booking Restrictions

Using Move Manager, you can also create customized desk booking restrictions. These restrictions are based on the employee fields, such as Department, Status, Title, or Supervisor. The corresponding data for these employee fields is pulled from the People Manager report.

Note that Facility Managers are only able to edit and delete custom restrictions they have created.

To assign a custom booking restriction to a bookable desk, locate and select the desired desk on the floor plan. Under the desk tab in the info card, select Edit. 



The Resource Editor then opens. Using the Bookings Restricted To field dropdown, select Custom restriction by employee field.



Then, select the Select a Custom Restriction field and choose Create/Manage Restrictions.



In the Manage Custom Restrictions screen, select Create New to create a new custom restriction.



The Create Custom Restriction screen then opens. Use the fields (1) to create your own custom combinations of rules, adapting each restriction to your needs. At the bottom of the screen, the number of employee records (2) that match the rules you have created will be displayed. After you have created your rules, select Save (3) to save your custom restriction. 



Custom desk booking restrictions can also be assigned in conjunction with a shift, allowing you to further manage the use of the desk. A shift must be created in advance to be able to assign it to a desk booking restriction.

Using the Availability field, you can select a shift to assign to the custom desk booking restriction. 



Then select Save to save your changes. 



 

Viewing Desk Booking Restrictions in Move Manager

In Move Manager, you can use View Configuration to customize your view based on desk booking restrictions. To color the floor plan by booking restriction, select View in the bottom-left corner.



The View Configuration panel then expands. Use the dropdown menu to select Color by Booking Restriction. The floor plan will color according to the assigned booking restrictions. You can use the legend to determine which restriction is applied to each desk.