📖 What This Article Covers
In this guide, we'll review:
On-Demand settings overview
Limits and budgets
Approvals and notifications
Location restrictions and geofencing
⚙️ Accessing On-Demand Settings
From your profile dropdown, select Company Admin → Settings.
On the left-hand navigation bar, click On-Demand.
You'll see several tabs: Settings, Limits, Approvals, Notifications, and Locations.
Each tab lets you control different aspects of how your team books on-demand spaces.
🧩 Settings Tab
Here you can toggle on/off and customize general on-demand behaviors for your company.
🔄 On-Demand Access Control
Control how on-demand bookings work across your entire company.
You will see an Access for all users toggle for On-Demand access, along with an Exceptions list to fine-tune usage:
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Company Toggle Status | Exceptions List Will… |
ON (everyone can use On-Demand) | Specify users who cannot use On-Demand |
OFF (no one can use On-Demand) | Specify users who can still use On-Demand |
What you can do:
Turn On-Demand ON or OFF for all users
Add/remove users to the exceptions list based on your toggle state
Apply flexible rules by department, custom attribute, job title, or other HRIS attributes — or add individual users
✅ Space Types
Decide which types of spaces employees can reserve:
Common spaces
Meeting rooms
Private offices
Event spaces
Example: If you don't want employees to book event spaces, simply toggle that option off.
👥 Admin & Booker Access
Enable all locations and space types for admins and bookers.
If toggled on, admins and bookers can override your location and space type restrictions — meaning they can book any location or space type regardless of the settings applied to other users. Toggle off if you want your locations and space type settings to remain in place for all user types.
💺 Multiple Seats
Allow all users to book multiple seats (e.g., for themselves and a colleague).
If toggled off, users can only reserve one seat per booking.
💳 Personal Payment Methods
Require users to use personal payment methods or personal credit cards for bookings.
If off, all bookings will be invoiced to the company per policy.
If on, users will be prompted to enter their personal payment method when making a booking, and will be charged at the time of booking (not when the booking occurs).
🧾 Booking on Behalf of Others
Allow admins and bookers to book on behalf of other users in your organization.
⭐ Company Favorites
When enabled, company-favorite spaces will appear by default in search results.
🎯 Custom Booking Reasons
Personalize the booking reasons employees select when reserving a space. You can:
Add or reorder booking reasons
Allow users to enter a free-text reason
Set a default reason (the first reason in the list)
Delete existing ones
💡 Don't forget to click Save after making changes. Settings won't go into effect unless saved.
💰 Limits Tab
Use this tab to manage monthly budgets and seat limits by department, location, or space type.
⚠️ Limits do not apply to users with the Admin or Booker role — they can always override these settings.
🏦 Monthly Budget Limits
Toggle Limit Monthly Budget on to activate spending caps.
Set an overall company cap (e.g., $10,000/month total).
You can also set budgets at the location, department, or space type level.
Choose between:
Restrictive: Any matching limit applies — the most restrictive rule wins.
Priority: Limits are evaluated in order, and the first matching one applies.
Example: You could set a $2,500 monthly cap for "San Francisco → Company-wide → Event Spaces."
Budgets apply per employee or total, depending on your setup.
💺 Seat Limits
Limit the number of seats users can book by location and department, on a weekly or monthly basis.
Example: Limit San Francisco users to 2 seats per week, or 15 seats per month.
Again, you can choose between Restrictive and Priority logic. Always click Save after updating!
🔄 Enable Budget Rollover
When rollover is enabled, a user can spend unused budget from the previous X months, where X is determined by the admin.
This applies to:
✅ Per-employee policies
✅ Monthly seat-based policies
Important Rules & Limitations
Keep the following in mind when using budget rollover:
🔹 Per-employee only Rollover is only supported for policies set per employee (not total budgets).
🔹 Not compatible with space-type filters Policies that filter by space type are not eligible for rollover.
🔹 Annual reset Rollover resets at the start of each calendar year. → January never includes rollover, regardless of prior spend.
🔹 No future bookings Rollover can only be used for the current month. Bookings made for future months cannot draw from rollover.
Immediate Impact of Policy Changes
Rollover calculations update immediately when an admin changes the policy.
No waiting period or reset is required — changes apply right away.
🧾 Approvals Tab
Configure how booking approvals work for your organization.
Require Company Admin Approval: Every user booking requires admin approval, regardless of limits, locations, or other settings.
Allow Cross-Budget Bookings with Admin Approval: Users can exceed their budget limits only if approved by an admin. If toggled off, users simply cannot book over the limit.
Request Admin Approval for Bookings Over X Amount: Set a price threshold (e.g., all bookings over $4,000 require admin approval).
Send All Approvals to Designated Email(s): Enter one or multiple comma-separated emails to route approval requests directly. If designated email list is set up with individual admin emails, they will receive Slack or MS Teams notifications as well.
💡 Always click Save before leaving the page to ensure your changes are applied.
🔔 Notifications Tab
Set up notifications to keep teammates informed.
You can send notifications when coworkers in the same location book a space via:
Email
Slack
Microsoft Teams
Depending on which integrations you have set up, you can choose any combination of these channels. Email will automatically be sent to the address associated with the user's account.
Remember to click Save after toggling notification preferences.
📍 Locations Tab
Control where your employees can book on-demand spaces.
🚫 Geofencing
Enter the address of your HQ or restricted zone.
Set a radius (in miles or kilometers) to block bookings within that area.
The purple shaded area on the map represents restricted zones.
You can also limit by space type — for example, block common spaces, meeting rooms, and private offices near HQ but allow event spaces.
Add as many geofenced areas as you'd like, and delete them anytime.
🌎 Enable Locations Case-by-Case
At the top of this section you'll see a toggle to enable all available locations.
Toggle on to allow employees to book in any city, state, or country where Gable has on-demand spaces. (Geofencing rules set above will still be respected.)
Toggle off to enable locations on a case-by-case basis.
When enabling case-by-case, you can unselect entire countries (e.g., uncheck Canada to block all Canadian bookings) or open a country and allow only specific cities (e.g., allow only Montreal in Canada).
If you don't see a particular city listed, that means Gable doesn't currently have spaces in that location.
And as always — click Save once finished!
💾 Remember to Save!
Every time you make a change, click Save at the bottom of the page. If you navigate away without saving, your updates will not take effect or remain in place. This applies to every tab — Settings, Limits, Approvals, Notifications, and Locations all save independently.
🎥 Video Walkthrough
💬 Need Help?
If you have any questions or need support with on-demand settings, reach out to our team using the chat bubble in the bottom right corner or via email at support@gable.to.