Dedicated Desks allow admins to give one person a permanent workspace without requiring them to make daily reservations.
A Dedicated Desk is automatically held for the assigned user each day and cannot be reserved by anyone else. Dedicated Desks can only be assigned to individual users, not teams.
To configure a Dedicated Desk, you must be an Admin or Resource Manager.
When to Use a Dedicated Desk
Use a Dedicated Desk when a workspace should permanently belong to one employee and should not be available for other employees to reserve.
If the workspace needs to be shared between multiple users or teams, or its availability should change depending on the day, Restricted Access may be a better option.
Set Up a Dedicated Desk
- Go to Map View and select the desk you want to update.
- Click the three dots on the right side of the workspace panel.
- Open Access & Restrictions.
- Select Dedicated.
- Select the user the desk should belong to.
- Click Save.
The desk will now be automatically held for that user without requiring them to make a reservation.
Dedicated vs. Restricted Access
Dedicated is designed for a workspace that permanently belongs to one person. The assigned user does not need to reserve the desk, and other users cannot book it.
Restricted Access controls which users or teams can reserve a workspace. It also supports options such as Anchor Days and Priority Booking for more flexible access.
If one employee should always have the same desk without needing to make reservations, use Dedicated.
If access needs to vary between users, teams, or days, use Restricted Access.
Existing Reservations
If a desk already has upcoming reservations when you change it to Dedicated, those reservations are not automatically removed.
Before converting an existing bookable desk to Dedicated, review any upcoming reservations and cancel them if necessary.
To manage reservations:
- Click your profile in the bottom-left and go to Admin.
- Open Schedule.
- Find and select the reservation you need to cancel.
- Choose the appropriate cancellation option.
Change or Remove a Dedicated Desk
To change who a desk belongs to or make it available for booking again:
- Select the desk from Map View.
- Open Access & Restrictions.
- Update the assigned user or change the workspace to another access type.
- Click Save.
Away Days
Admins can temporarily release a Dedicated Desk when the assigned user is away. During those days, the desk can be made available to anyone or only to selected people and teams.
To configure Away Days:
- Open the dedicated desk in Map View.
- Go to Access & Restrictions.
- Select Away Days.
- Choose the days when the desk should be released.
- Select who can reserve the desk:
- Anyone: The desk can be reserved by anyone.
- Selected people or teams: Only the people or teams you choose can reserve the desk. - Click Save.
On the selected days, the desk can be booked like any other desk. If no away days are planned, the desk remains dedicated to the assigned user.
Note: Removing the assigned user does not automatically make the desk available to everyone. If you want to remove the Dedicated Desk and make the workspace available for anyone to reserve, you must select Open Access.