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How to book a visitor or a colleague

Ronspot makes it easy for authorised users to create bookings on behalf of visitors or colleagues. This guide will walk you through the steps to book a space for someone else.

1. Book a space for a visitor

Depending on your profile permissions, the ability to book a visitor may or may not be available.

1.1. Access the calendar page

  • Navigate to the Calendar page from the navigation pane.

1.2. Select 'Invite a guest'

  • Web app: tap the Book for dropdown and select the Invite a guest option.
  • Mobile app: Next to the zone selector, you'll see a ... icon. Click on this icon to extend the view and reveal additional options. Select the Invite a guest option .

guest1


1.3. Make the booking

  • Proceed to make the booking as you normally would.
  • The name Guest will be displayed in the booking popup, ensuring that you are booking the correct person.

guest3

1.3. Add the guest details

An additional popup will appear, asking you for the following information:

  • First name (required)
  • Last name (required)
  • Email address (required)
  • Identification number (optional)
  • Vehicle number plate (for parking space only)
  • Size (for parking space only)
  • Fuel type  (for parking space only)

guest4

1.4. Confirmation

After the booking is complete, the selected visitor will receive an email confirmation with the details of their bookings.

1.5. Booking update

  1. If you need to edit a booking made for a guest, go to the Home screen.

  2. Next to My Bookings, click the arrow and select My Invitations.

  3. Your guest booking will be displayed there. Click on the booking to view or edit its details. 

guest5

 

2. Book a space for a colleague

Depending on your profile permissions, the ability to book on behlaf of a colleague may or may not be available.

2.1. Access the calendar page

  • Use the navigation pane to access the Calendar page.

2.2. Select a colleague

  • Web app: tap the Book for dropdown and select a colleague's name in the dropdown.
  • Mobile app: Next to the zone selector, you'll see a ... icon. Click on this icon to extend the view and reveal additional options. Select a colleague's name from the dropdown.

colleague

2.3. Complete the booking

  • After selecting the colleague, proceed with the booking process as usual.
  • The name of the selected colleague will be displayed in the booking popup, confirming that you are booking on their behalf.

colleague2

2.4. Confirmation

After finalising the booking, the colleague will receive a confirmation email with the details of the booking (if notifications are enabled).

 

Troubleshooting

  • The ... icon is not visible: This means that your account does not have the necessary permissions to make bookings on behalf of a visitor or colleague. Contact your administrator if you believe this is an error.
  • I can only book on behalf of colleagues, not visitors: Booking a Colleague and Booking a Visitor are two different sets of permissions. Contact your administrator if you believe this is an error.
  • I can't select all my colleagues: This means that your account only has permission to book specific colleagues. Contact your administrator if you believe this is an error.
  • Whose credits will be used: When you make a booking on behalf of a colleague, the credits of the selected colleague will be used, not your own. Booking for a visitor does not require any credits.

 

These troubleshooting tips should help resolve any issues you encounter while booking on behalf of a colleague. If problems persist, contact your Ronspot administrator for further assistance.