Use Desk Settings to control how employees book, check in to and cancel desks at a location. You can also turn on automatic desk suggestions and zone priorities.

Before you start

• You need to be a company admin, a Location Admin or a Desks admin with permission to change settings. Employee and front-desk accounts do not see the Settings menu. If you can view settings but not change them, Save is not shown.
• Desks must be turned on for your location.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Open and save Desk Settings

1. Select the location you want to manage.
2. Go to Desks > Settings > Desks.

   

3. Change the settings described below.
4. Select Save. When you see Settings saved successfully., the new settings apply to everyone at the location.

   

Desk Booking Settings

• Desk Booking: turn on to let employees book desks. Turn off to stop new bookings.
• Requires Check-in: employees can book a desk only while they are checked in to the office. This is the office check-in, not the check-in to the desk itself.
• Limit Bookings to Office Hours: employees can book only within the location's office hours. Set the hours separately, as described in Set up office hours for a location.
• Maximum Allowed Start Date For A Booking: how many days ahead a booking can start. Enter 0 to allow bookings that start today only, or -1 for no limit.
• Maximum Bookable Days: how far the booking's end date can be from its start date. Enter -1 for no limit. If you set a limit, employees cannot make permanent bookings.
• Minimum Desk Booking Time and Maximum Desk Booking Time: the shortest and longest time a single booking can last, in Hours. You can enter 1 to 24 hours, and the minimum cannot be higher than the maximum.
• Total Booking Duration Allowed Per Day: the most time one employee can book in a day, in Minutes. Enter -1 for no limit. For example, 240 allows four hours a day.
• Hide Lower Priority Zone Desks: employees see only the desks in the highest-priority zone that still has free desks. For example, if Zone A has the highest priority and Zone B comes next, employees see only Zone A desks until Zone A is full. Then they see Zone B desks.

Note: the booking-time fields use hours, but Total Booking Duration Allowed Per Day uses minutes.

A daily limit set for an individual employee takes priority over a limit set for their designation, then their department, then the location limit above. To set these limits and zone priorities, see Set up department leaders, booking limits and desk zone priorities.

Administrators who book for other employees (company admins, Location Admins and Desks admins) are not held to Requires Check-in, Maximum Allowed Start Date For A Booking, Maximum Bookable Days, Total Booking Duration Allowed Per Day or Limit Bookings to Office Hours. Minimum Desk Booking Time and Maximum Desk Booking Time apply to everyone.

Desk Check-in Settings

• Desk Check-in and Check-out: turn on to let people check in to and out of their desk bookings.
• Desk Auto Check-in: when an employee checks in to the office through Vizmo Engage, their desk booking for that day is checked in automatically. The employee must already have a desk booking.
• Check-in Buffer Time: how many minutes before the booking starts that people can check in. Enter 0 to allow check-in only from the start time. You cannot change this field while Desk Check-in and Check-out is off. The hint under the label mentions a default of 5 minutes, so check the value in the box and change it if needed.

To check someone in or out yourself, see Check in and check out of a desk booking.

Desk Cancellation Settings

• Same Day Cancellation: turn on to let employees cancel a booking on the day of the booking. When it is off, employees cannot cancel a booking that includes today.
• Desk Auto Cancellation: cancels a booking automatically if nobody has checked in when the grace period ends.
• Grace Period: how long after the booking starts Vizmo waits for a check-in before it cancels the booking. Choose Hours and Minutes, up to 6 hours in total.

  

Note: turn on Desk Check-in and Check-out before you turn on Desk Auto Cancellation. If check-in is off, nobody can check in, so every booking is cancelled when its grace period ends.

Choose a grace period that gives people enough time to check in. A booking that is already checked in is never auto-cancelled.

Desk Allocation Settings

• Auto Desk Allocation: when an employee starts a booking, Vizmo suggests a desk based on zone priorities and availability. An employee's own zone preferences come before their department's.
• Limit Employee Inputs: locks the date and floor on the booking form so employees cannot change them. In Vizmo Pass, employees also cannot choose a different desk. You can change this switch only while Auto Desk Allocation is on.

Employees still confirm the booking themselves, and any approvals you have set up still apply. To set up approvals, go to Desks > Settings > Approvals and see Set up multi-level approvals for desk, room and parking bookings. To see how employees book, read Book a desk in the Vizmo portal or Book and cancel a desk in Vizmo Pass.

Troubleshooting

• Save is missing or the fields are read-only: your account may not have permission to change settings. Ask a company admin to check your role. Also make sure you have selected the right location.
• Maximum booking time should be greater than Minimum booking time: lower the minimum or raise the maximum.
• Minimum booking duration cannot exceed office hours duration: the minimum booking time is longer than your office-hours window. Lower the minimum or change your office hours.
• An employee cannot book a desk: check that Desk Booking is on. Then check whether the employee must be checked in to the office, the date and time limits, whether the desk is free, and any limits set for their department or designation.
• A booking was cancelled even though the employee checked in to the office: office check-in and desk check-in are separate. The employee must also check in to the desk, unless Desk Auto Check-in is on.
• A preferred desk is not offered: check that the desk is free and in the right zone, and check the zone preferences and Hide Lower Priority Zone Desks.