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How to restrict a space to specific users and groups

Control access to specific spots 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.


1. Restrict a space to selected users and groups

Step 1: Access the space settings

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

Step 2: Choose a space

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

Step 3: Enable the restriction

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

screenshot-space-settings

Step 4: Configure the restriction

  • 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.

screenshot-restrict

 

2. Lift restrictions after a specific time (optional)

Step 5: Access the space settings

  • Navigate to
    • Spaces > Parking Spaces
    • or Spaces > Desks
    • or Spaces >Meeting Rooms 

Step 6: Choose a space

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

Step 7: Find the 'Lift restrictions' option

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

screenshot-space-settings

If this option is not visible, you need to enable it:

  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

Step 8: 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

Step 9: 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.