User Roles and Permissions
Admin
Can book on behalf of others
Can approve all bookings
Can override most booking limitations
Can bypass budget limits when booking for a User, a Booker or an Admin
Booker
Can book on behalf of others
Cannot approve bookings
Limited override capabilities
Can bypass budget limits when booking for a Booker or an Admin
Booking Approver
Can approve bookings for:
All users, or
Specific departments
Cannot book on behalf of others
Understanding On-Behalf-of Bookings
Primary Guest
The user the booking is assigned to.
All standard limitations (e.g. budget, access to locations) are calculated based on this user.
On-Behalf Booker
The user making the booking on behalf of the Primary Guest.
Must have an Admin or Booker role.
Booking Limitations and Overrides
Most booking limitations are enforced based on the Primary Guest. However, there are a few exceptions where the On-Behalf Booker can override certain rules:
Limitation | Who Can Override |
HQ desk assignment | Admin or Booker |
HQ already booked desk/private office | Admin or Booker |
Company budget limits | Admin only |
Limitations That Cannot Be Overridden
These are always calculated based on the Primary Guest’s permissions:
Multiple seats in a common space (flex)
Space types access
Budget limits (if the on-behalf booker is not an Admin)
Access to spaces not visible to the company
Geo-fenced space restrictions
Spaces listed in the company’s "excluded spaces" list
Admin Approval Logic for On-Behalf Bookings
If the Primary Guest requires Admin approval (e.g. for high-cost bookings), the following logic applies:
If the on-behalf booker is an Admin → Approval is NOT required
If the on-behalf booker is NOT an Admin → Approval IS required
Example Scenario
Company policy: Admin approval required for bookings over $100.
User | Role | Booking For | Requires Admin Approval? |
User A | Regular User | Themselves | ✅ Yes |
User B | Booker | User A | ✅ Yes |
User C | Admin | User A | ❌ No |
User D | Booking Approver | Anyone | ❌ Cannot book on behalf |
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