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:

• Enabled booking types
• Booking in advance
• Early check in
• Release desks
• Release rooms

Prerequisites:

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

Enabled booking types

There are three types of spaces users can book in Kadence. Use this section to choose which spaces you want your users to book.

In Kadence, users can book:

• Desks: Space that is typically booked for longer periods of time throughout the day (e.g. physical desk, locker, parking, etc.)
• Rooms*: Space that is typically booked for collaborating with others (e.g. board/meeting rooms)
• Onsite: Space that is typically booked on behalf of guests or for times where you will only be in the office for a short amount of time

*Room bookings requires an active calendar integration. To enable a calendar integration see our Outlook or Google set up guides.

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)

Early check in

Enable early check in to allow your users to check in if they arrive to the office before their scheduled booking start time, this means that even if your booking starts at 11:59pm, you can check-in any time before that time on the same day.

Release desks 

This feature is a great way to prevent desks going to waste. Select from the drop-down menu how long of a grace period you want to give your employees before releasing a desk if they have not 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
• 1 hour
• 1.5 hours
• 2 hours
• 3 hours
• Custom (minutes)

Note: Users will receive a reminder 10 minutes 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.

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.