Book a desk or parking space

A booking links a date, you and a resource – desk, office, parking space or home office. You create it in My workplace by clicking on the day and choosing the resource in the New booking dialog. You change and delete existing bookings in the same place. If your day looks the same every week, you record it once as a recurring booking.

1. Create a new booking

Three routes all lead into the New booking dialog:

• Click the day – in the weekly calendar under My workplace, click the day you want. This opens the dialog with Date already pre-filled.
• Plus button – the + button on the right of the toolbar, then choose New booking in the drop-down.
• From the Workplace overview – there the + button is labelled New booking directly. The dialog is the same, only Employee and Date start empty.

In the dialog you fill in the fields:

• Date – the date of the booking. Pre-filled from the calendar, changeable via the calendar icon.
• Employee – yourself by default. Booking for others is only possible with permission (see the note below).
• Workplace resource – the specific resource. Via the ... icon you open the selection with all resources your user group is allowed to book.
• Occupancy – Full day (default) or half day.
• Following days – whether the booking extends over several days. The default is None.

Leave the “Update existing workplace booking for this day” toggle on when you want to overwrite an existing booking on the same day. Switch it off when you want to create a second booking alongside an existing one – typically a desk plus a parking space.

A click on Save creates the booking; it appears at once in your weekly calendar and in the Employee overview.

2. Several resources on one day

A day can carry several bookings – the typical case is a desk and an additional parking space. Both are bookings of their own, each with its own resource. You create them one after another:

1. Create the first booking and save it (e.g. the desk).
2. On the same day, open New booking again.
3. Choose the second resource (e.g. the parking space).
4. Switch the “Update existing workplace booking for this day” toggle off – otherwise the second booking overwrites the first.
5. Save.

In My workplace the two bookings appear stacked within the day. In the Workplace overview they reduce the remaining capacity of two different resources.

3. Change or delete a booking

You open an existing booking by clicking the entry in the day. This opens the Edit workplace booking dialog with the same fields as New booking – date, employee, resource, occupancy. Saving overwrites the booking.

To delete it, click the Delete booking button in this dialog (at the bottom, next to Save and Cancel).

Common problems

Why can’t I find a resource in the New booking dialog at all? Two reasons. Either the resource is not in your user group – then it does not appear in the selection dialog at all, and you need access via the Permissions. Or the resource is fully occupied for the day: a single office with capacity one is full as soon as someone else has booked it. In the Workplace overview the remaining capacity then reads 0, and the resource drops out of the selection.

Why can’t I book a particular day? The pink/orange public-holiday columns in the Workplace overview are blocked and not bookable. Which public holidays are blocked depends on the public-holiday calendar in use.

My second booking on the same day overwrote the first – why? The “Update existing workplace booking for this day” toggle was on. For a second booking alongside the first – typically a desk plus a parking space – you have to switch it off before saving.

Why can’t I change the Employee field to a colleague? Booking for others is a permission of its own – typically assistants for their managers, or team leads for their team. If the Employee field in the dialog cannot be changed, you lack this permission.

Common questions & needs

Related topics

• Introduction to the workplace Workplace Introduction
• Set up a recurring booking Workplace How-to
• The three views Workplace Concept
• Workplace administration