📖 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.
✅ 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 or disable access for admins and bookers.
If toggled on, admins and bookers can still book restricted space types even if other users cannot.
💺 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 day in a common space.
💳 Personal Payment Methods
Require users to use personal payment methods for bookings.
If off, all bookings will be invoiced to the company per policy.
🧾 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
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.
🏦 Monthly Budget Limits
Toggle Limit Monthly Budget on to activate spending caps.
You can set budgets at the company, location, department, or space type level.
Choose between:
Restrictive: All matching limits apply.
Priority: The first matching limit applies.
Example: You could set a $10,000 monthly cap for “San Francisco → Executive → Meeting Rooms.”
Budgets apply per employee or total, depending on your setup.
Admins and bookers are exempt from these limits.
💺 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 4 seats per month.
Again, you can choose between Restrictive and Priority logic.
Always click Save after updating!
🧾 Approvals Tab
Configure how booking approvals work for your organization.
Require Company Admin Approval: Every user booking requires admin approval.
Allow Cross-Budget Bookings with Admin Approval: Users can exceed budgets only if approved by an admin.
Request Admin Approval for Bookings Over X Amount: Set a price threshold (e.g., all bookings over $500).
Send All Approvals to Designated Email(s): Enter one or multiple comma-separated emails to route approval requests directly.
💡 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
Or both
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 and meeting rooms near HQ but allow event spaces.
🌎 Regional Restrictions
Make broader selections to restrict or allow bookings by country or region.
Example: Uncheck “Alabama” and “Arkansas” to block users from booking there.
You can select or unselect entire countries or regions (e.g., “United States,” “Latin America,” etc.).
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.
🎥 Loom Walkthrough
💬 Need Help?
If you have any questions or need support with on-demand settings, reach out to our team at support@gable.to.