Book desks for several employees at once (Bulk Booking)

Bulk Booking lets you reserve desks for several employees in one step, using the same date and time for everyone.

Before you start

Your role must allow you to create desk bookings for other employees. If you cannot see the Bulk Booking button, ask a company admin to check your role.
Select a location. Bulk Booking is not available from Company View.
Desk booking must be turned on for the location. If the Bulk Booking button is greyed out, hover over it. It says Desk booking is disabled in the desk settings.

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

Create the bookings

Open Desks > Desk Bookings.
Select Bulk Booking. The Bulk Booking panel opens on the right.
Choose the booking type at the top of the panel: One Time, Repeats or Permanent. These work in the same way as for a single booking.
Set the date and time with Select Date, then Start Time and End Time, or tick Book for Full Day. If you chose Repeats, also set the recurrence and when the booking ends.
Choose the floor with Select Floor. The Select Employees & Desks table appears after you choose a floor. If you change the floor later, the desk choices are cleared.
In each row, choose an employee under Select an employee and a desk under Select a desk. You can use each employee and each desk in only one row.
Select + Add row to add more people. To remove a row, select its Delete icon. The icon appears only when there is more than one row.
Select Book.

For the full list of booking options, see Book a desk in the Vizmo portal.

What you will see

All bookings are created: a message such as 3/3 bookings have been created successfully appears and the panel closes.
Some bookings fail: a warning such as 2/3 bookings have been created successfully appears with a Details button. Select it to open Bulk Booking Errors. It lists the employee, the desk name and the error for each booking that failed.

After a partial failure the panel stays open and keeps all your rows, including the ones that worked. Check the Desk Bookings list and remove the rows that succeeded before you fix the others and select Book again. If you do not, Vizmo tries to book those people again and shows a conflict. The Bulk Booking Errors list may also still show errors from your earlier attempt.

Things to know

Each booking is checked on its own, in the same way as a single booking. A desk or an employee that already has a booking at that time causes an error such as Desk is already booked on Oct 12 2026 from 09:00 AM - 05:00 PM.
If your location uses desk approvals, each booking is sent for approval and stays pending until it is approved.
Employees can book their own desks in the Vizmo portal or in Vizmo Pass. See Book and cancel a desk in Vizmo Pass.

Troubleshooting

Message	What to do
Some rows do not have a desk or employee selected.	Complete or delete the empty rows.
Please enter the required details	Fill in the fields that are highlighted.
End time must be greater than start time.	Choose an end time that is later than the start time.
Minimum booking duration is N minutes.	Make the booking longer. The minimum comes from the desk settings.
Maximum booking duration is N minutes.	Make the booking shorter. The maximum comes from the desk settings.
The selected time should not be less than the current time.	Choose a time that has not passed.
The start time should not be less than the current time.	Choose a start time that has not passed.
The start time and end time must be within the office hours.	Choose times inside the location's office hours.
Full day booking is not allowed for Recurring Booking starting from today	Choose specific times, or start the repeat on a later date.