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How to configure bookable desks
How to configure bookable desks

Creating a desk group to have it available for Hourly/half day/Daily booking

Camilo avatar
Written by Camilo
Updated over 5 months ago

In this article, we will guide you on configuring a desk group to be booked by the hour, half-day, or full-day. This setting is intended for regular bookings and should not be confused with setting up the desk group as part of a plan, subscription, or day pass.

Creating your Desks

  • Navigate to Settings/Inventory/Workspaces

  • Click on the "Add an Item" button.

  • In the "Type" dropdown list, select "Desk Group."

  • In the "Floor" dropdown list, select the floor to which you want to assign this desk group.

  • Click "Confirm."

  • In the next window, enter the basic information of your Desk group

Archie Tip: When setting the "Chair Assignation at Booking" field, 95% of our users pick "Let users choose a desk" if they are setting a Dedicated Desk and "Do not let users choose a desk" if they are setting a Hot Desk.

  • Once ready, click "Save and Continue." You will be directed to the next step "Desks". You should see this screen:

  • Click "Add desks"

  • Add the number of desks for this group

  • You will be directed to the "desk update" section, this is bulk edit mode, changes will be applied to all desks.

  • Enter the details of your Desk group.

  • Once ready, click "Save and Continue." You will be directed to the next step "Prices & access". You should see this screen:

  • Click the "add customization" button

  • Type the Group that you would like to make available to use this desk group (e.g. member, user) and click confirm

  • You will be taken into the customization for the group selected screen, it will look like this:

  • Set your hourly, half day, and daily prices by clicking the "Add Set of Prices" button.

  • In this section, you can specify:

    • The availability of the desk on different days

    • The hourly prices, you can use the dropdown list to select:

      • "Not Available" if you don't want this desk group to be booked hourly.

      • "Fixed Rate" for a specific price. If you want accounts to book this for free, you can set a $0.00 price

      • "Request for Quotation" if a quote is needed before booking.

    • The half day and daily prices, follow the same options mentioned above

  • Once you have set your options, click "Confirm"

  • You will be redirected back to the "Prices & access" settings

  • If you want to set a specific set of hours for the group selected, Click "Add set of hours"

    • Note: If no set of hours is added in this step, the system will use the business hours set in the general settings.

  • Click "Finish"

  • You will be directed to the "Individual Desk" settings

  • To configure a single desk, click the "3 dots button" next to the desk

  • Click "Edit", you will see this screen:

  • Add the information desired for this specific desk

  • Click "Save & Continue"

  • Click "Finish" to save your settings.

Note: You have to create a customization for each group that you would like to have access to this desk group. For example, if you are planning to have this desk group available to members and users, 2 different customizations must be added even if they have the same price.

  • To add another customization, locate the Desk group that you just created, click the 3 dots, and click Edit

  • Click "Save & Continue" to move to the next step

  • You will be directed to the "Individual Desk" settings

  • Click the 3 dots button located next to the total amount of desks

  • Click "Edit all desks"

  • Click "Save & Continue" to move to the next step

  • Click the "add customization" button and repeat the process mentioned above

Archie tip: Confirm the groups set in your desk group by referring to the "Bookable by" column. Always take in mind that a price must be set for each group.

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