Admins and other users with the right permissions can book parking for employees, create many bookings at once, approve or reject requests, cancel or delete bookings, export logs and manage the waitlist. All of this is on the Parking > Parking Bookings page.

Before you start

• Select a location. Company View does not show New Booking or Bulk Booking.
• Your role must be allowed to create parking bookings. If you cannot see the buttons, ask an administrator to check your role.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager. A company admin can also check the location’s products; see Turn products on or off for a location.
• To set up spaces and rules first, see Set up parking spaces and parking settings.

Book for an employee

1. Open Parking > Parking Bookings and click New Booking.
2. Choose the booking type, date, times and floor, as employees do. See Book, check in, check out and cancel parking bookings.
3. Choose the person in Select Employee.
4. Choose Select Parking Slot and click Book.

Users with the Location Admin role can skip some of the limits that apply to employees:

These exemptions apply only to users who have the Location Admin role.

Create several bookings at once

1. Click Bulk Booking.
2. Set the shared date, times, booking type and Select Floor.
3. Under Select Employees & Parking Spaces, choose Select an employee and Select a space for each row. Add a Registration number if you want, and click + Add row for more rows. Each employee can appear only once (“Employee is already selected.”).
4. Click Book.

Rows that fail stay in the table so you can retry them. To see why, click Show Errors on the warning message. The Bulk Booking Errors list shows the Employee, Parking Space and Error for each row.

Approve or reject pending bookings

When approval workflows are set up, a Pending Approvals panel appears above the table in the admin portal. Each item shows the space, who it is assigned to, the workflow name, and the date and time. If someone asked for a change, a Requested Change block shows the current and requested values.

1. Review the request.
2. Click Approve or Reject. Only an authorised approver or administrator can decide.

You can also open a booking and use its Approvals tab. You cannot decide on a booking that has ended or been cancelled. To set up approvers, see Set up multi-level approvals for desk, room and parking bookings.

Review, cancel and delete bookings

• Use the preset menu and Show Cancelled to review bookings. You can filter by Employee, Space Name and Floor.
• Tick rows to get Delete (n) and Cancel (n). The counts include only rows that can have that action. Confirm in Delete Selected Parking Bookings or Cancel Selected Parking Bookings. If some fail, the warning message says how many worked, the failed rows stay selected, and Show Errors opens Parking Booking Bulk Action Errors.
• To act on one booking, open it and use Delete or Cancel in the panel. These are hidden if you opened the booking from Company View.

Export parking logs

1. Click Export. You need permission to create exports, and you must be a company admin, a Vizmo admin or a Location Admin for the location.
2. In Export Parking Log, choose a Start Date and End Date under Select Duration. The range can be at most 31 days and must end no later than today.
3. Under Select Fields, choose the columns you need, or leave All Fields.
4. Optionally add employees under Select Recipient(s). They must belong to the same company and, for a location export, the same location.
5. Keep the format as CSV and click Export.
6. Open Import/Export > Exports to follow the job. When it is complete, click Download File.

Vizmo emails a download link to you and to any recipients who have an email address. Download the file within 7 days of completion, before it expires. If the email does not arrive, check the job’s status on the Exports tab.

Manage the waitlist

When Waitlist is on, a Waitlist table appears below the bookings. It lists the employee, parking space, requested date, preferences and status. Use its refresh control to reload it.

• Waiting: no booking has been created yet.
• Promoting: Vizmo is creating a booking for the entry.
• Promoted: a parking booking has been created. Check that booking’s status and any approvals it needs.
• Expired and Cancelled: the entry is no longer waiting.

Waitlist entries are promoted automatically when a matching space becomes free, oldest eligible entry first. You cannot promote an entry manually. To cancel a Waiting entry, you need waitlist-update permission. Click its Cancel icon, then click Cancel Entry in Cancel Waitlist Entry. Click Keep to leave it as it is.

Two settings control the waitlist. Open Parking > Settings > Parkings and find Parking Waitlist Settings. Waitlist Capacity is the maximum number of employees on the waitlist (-1 means no limit). Waitlist Expiry Buffer Time stops promotion that many minutes before the requested start time.

Troubleshooting

• New Booking and Bulk Booking are missing. You are in Company View, or your role cannot create parking bookings.
• New Booking and Bulk Booking are greyed out, or Book fails with “Parking Bookings are disabled”. Parking Booking is off in the parking settings. Turn it on under Parking > Settings > Parkings, or ask a settings admin to.
• Cancel is missing on a booking. The booking has already ended or been cancelled, it is currently occupied (check out first if you have finished), or it starts today and Same Day Cancellation is off.
• “Parking booking changed while this update was being submitted. Please retry.” Someone else updated the booking at the same time. Refresh the page and try again.
• An entry can no longer be cancelled from the Waitlist. The Cancel action is only for Waiting entries, not Promoting, Promoted, Expired or Cancelled ones. Refresh the table, and check that you have waitlist-update permission.
• A space is free but an entry is still Waiting. The entry’s preferences, full time range or employee access may not match the free space. Check those.
• An approval still shows as pending after a decision. Refresh the table.