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How to restrict a space to specific users and groups

Control access to specific spaces by restricting them to certain users or groups. An optional functionality enables you to lift these restrictions after a specific time if it hasn’t been reserved by any of the prioritised users.

Contents

  1. Restrict a space for all days

  2. Restrict a space for selected days (anchor days)

  3. Lift restrictions after a specific time

 

1. Restrict a space for all days

1.1. Access the space settings

  • Log in to the Ronspot admin panel.
  • Navigate to Spaces > Parking Spaces / Desks / Meeting Rooms

1.2. Choose a space

  • Locate the space you wish to restrict and click on the space name or pencil icon.

Tip: To save time, you can click on Yes/No in the Restricted column to jump to Step 4 (Step 3 will be skipped)

1.3. Enable the restriction

  • In the space settings, find the Restrict bookings by users section
  • Switch it to Yes.
  • Then click on the Edit button. A pop-up window will appear.

1.4. Configure the restriction

set-restrictions

  • Select employees and/or groups
    • In the dropdown, choose the employee(s) and/or group(s who should have exclusive access to book this space.
    • Note: If an employee appears greyed out, it means they are already included by the current selection of groups.
  • Click Complete to save the changes.
    • The space will now be available only to the selected employees and groups.

 

2. Restrict a space for selected days (anchor days)

2.1. Access the space settings

  • From the admin panel, go to Spaces > Parking Spaces / Desks / Meeting Rooms

2.2. Select a space

  • Locate the space you wish to restrict and click on the space name or pencil icon.

Tip: To save time, you can click on Yes/No in the Restricted column to jump to Step 4 (Step 3 will be skipped)

2.3. Enable the restriction

  • In the space settings, find the Restrict bookings by users section
  • Switch it to Yes.
  • Then click on the Edit button. A pop-up window will appear.

2.4. Set different restrictions per day

set-restrictions2

  • Tick the box Set different restrictions per day

  • The dropdown will be replaced by multiple dropdowns, one for each weekday

2.5. Configure the restrictions

  • Select users and/or groups for each weekday

    • In each dropdown, choose the employee(s) and/or group(s who should have exclusive access to book this space.
    • If you wish to leave some days unrestricted (e.g. Fridays), select Not restricted in the dropdowns.
    • Note: If an employee appears greyed out, it means they are already included by the current selection of groups.
  • Click Complete to save the changes.
    • The space will now be available only to the selected employees and groups on the selected days.

 

3. Lift restrictions after a specific time

Prerequisites:

  1. Go to Spaces > Zones and maps
  2. Select the relevant zone and click on the zone name or pencil icon
  3. Go to the Advanced tab
  4. Switch the option Allow space restrictions to be lifted to Yes.
  5. Click Update

screenshot-restrict2

3.1. Access the space settings

  • From the admin panel, go to Spaces > Parking Spaces / Desks / Meeting Rooms

3.2. Choose a space

  • Locate the space you wish to restrict and click on the space name or pencil icon.

3.3. Find the 'Lift restrictions' option

  • In the space settings, find the Lift restrictions section at the bottom of the page

3.4. Set the time to lift restrictions

  • Move the selector to choose the time at which the restrictions will be lifted.
  • Prior to this time, only the selected employees will be able to book the spot.

Example:

If you set the time to 14:00, Day -2, the space will remain restricted to selected employees until 14:00, two days before the booking date. After this time, if none of the selected employees have booked this space, it will become available to all employees.

screenshot-restrict3

3.5. Save the changes

  • After configuring the restriction settings and optional lifting time, click on "Update" to save the changes.

 

By following these steps, you can ensure that specific desks or parking spaces are reserved for certain employees or groups, while also allowing for flexibility by lifting restrictions if the space remains unbooked by a specified time. This feature helps manage space allocation more effectively and ensures that all employees have a fair opportunity to book available spaces.