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How to set space availability

In Ronspot, you can control how far in advance a space is available for booking and the specific time when new spaces become available each day. 

Contents

  1. Set availability in the Group configuration (recommended approach)
  2. Set availability in the Space configuration 

Note: If you’re using groups, this is the simplest way to set space availability because it applies in bulk to all employees in the group, and you can also randomise the availability times. If you set availability at the space level instead, you’ll need to configure it separately for each space.

 

 

1) Set availability in the Group configuration 

Step 1: Navigate to 'Group settings'

Step 2: Select a group

  • Find the group you want to configure in the list.
  • Click on the group name or the edit icon in the 'Actions' column.

Step 3: Configure space availability settings

group-availability

On the group’s editing page, set the following fields:

  • Available days: This field defines how many days in advance employees in this group can make bookings in the calendar.

Tips: By default, this rule is based on calendar days. If you prefer to use business days and exclude weekends and public holidays from the booking window, navigate to Spaces > Zones / Maps, click Edit, go to Advanced, and enable the setting Exclude closing dates from available days.

  • Available time: This setting specifies the exact time when a new day becomes available for booking in the calendar.

    • If you choose Fixed time, the new day will be added to the employee’s calendar at the same time each day, based on the time you choose in the time picker.
      • time1
    • If you choose Random time between, the new day will be added to the employee’s calendar at a different random time each day, within the selected time range (start time and end time).
      • time2

Example: If you set Available days to 14 and Space available time to 17:30

  • The calendar will display 14 available days before 17:30.
  • The calendar will display 15 available days after 17:30.
  • Click Update

Step 4: Repeat for other groups

If you have multiple groups to configure, repeat the above steps for each one.

 


2) Set availability in the Space configuration 

Step 1: Navigate to 'Desks', 'Parking spaces', or 'Meeting rooms'

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

Step 2: Select and edit your space

  • Find the space you want to configure in the list.

  • Click on the space name or the edit icon in the 'Actions' column.

Step 3: Configure space availability settings

space-configuration

On the space’s editing page, set the following fields:

  • Available days: This field determines the number of days in advance a space will be available for booking on the calendar.

    • Desks and parking spaces: up to 90 days.
    • Meeting rooms: up to 365 days.

Tips:

  • By default, this rule is based on calendar days. If you prefer to use business days and exclude weekends and public holidays from the booking window, navigate to Spaces > Zones / Maps, click Edit, go to Advanced, and enable the setting Exclude closing dates from available days.

  • This rule applies to all users. To set booking priorities by restricting the booking window for specific users, we recommend creating different user groups in Users > Group settings and configuring the Available days limit within each group’s settings.

  • Space available time: This setting specifies the exact time when a new day becomes available for booking in the calendar.

Example: If you set Available days to 7 and Space available time to 18:00

  • The calendar will display 7 available days before 18:00.
  • The calendar will display 8 available days after 18:00.
  • Click Update

Step 4: Repeat for other spaces

If you have multiple spaces to configure, repeat the above steps for each one.

 

 

By following these instructions, you can effectively manage how far in advance spaces are available for booking and ensure that new availability aligns with your organisation's needs.