Admin Settings: Bookings

The bookings settings tab enables you to manage advance bookings, as well as gives you the tools to reduce booking no-shows. To get to your bookings settings, click on "Settings" in the bottom left-hand corner of the web app, then on the "Bookings" tab.

This article covers:

• Booking in advance
• Release desks
• Release rooms
• Room bookings

Prerequisites:

• You must be a global admin in Kadence
• You must be using the Kadence web app

Booking in advance

Prevent spaces being booked up too far in advance. This section allows you to set a fixed period for how far in advance you allow your users to book for. 

The available options include:

• 1 week
• 2 weeks
• 4 weeks (approx. 1 month)
• 13 weeks (approx. 3 months)
• 26 weeks (approx. 6 months)
• 52 weeks (approx. 1 year)

Release desks 

If you are worried about no-shows this feature is a great way to prevent spaces going to waste. Select from the drop-down menu how long of a grace period you want to give before releasing a desk if no one has checked into their booking. Released desks become available for others to book. 

The available options include:

• Do not release
• 15 minutes
• 30 minutes
• 45 minutes

Note: Users will receive a 10 min reminder before their desk is released if they have not yet checked in. They also have the option to enable ‘Check-in Notifications’ which will remind them to check in at the start time of a booking. This can be managed on both the web and mobile app.

Additionally, you can choose to release a space when it's been checked out early to avoid wasted spaces. Simply, toggle the setting to ‘on’ to enable this functionality.

Booking released email notification:

Release rooms

This feature is a great way to prevent room bookings going to waste. Select from the drop-down menu how long of a grace period you want to give users before releasing a room if they have not checked into their booking. Released rooms become available for others to book. 

The available options include:

• Do not release
• 5 minutes
• 7 minutes
• 10 minutes
• 15 minutes
• 30 minutes

Note: Users will receive a reminder 3 minutes before their room is released if they have not yet checked in. They also have the option to enable ‘Check-in Notifications’ which will remind them to check in at the start time of a booking. This can be managed in the web app.

Room bookings

Enable room bookings to take advantage of Kadence's two-way integration with Outlook calendar. This allows your employees to book rooms in Kadence and have the bookings appear in their Outlook calendars. 

If you want to sync room booking data to Kadence, but not allow employees to book rooms in Kadence, simply toggle this feature off. We will continue to pull your room booking data from Outlook, as long as your calendar integration is enabled.

This feature requires an existing calendar integration to be set up. To learn how to enable calendar integration see our Outlook Rooms Setup Guide.