📖 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:
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 for departments, leadership, or temporary needs
💡 Tip: This setup gives you full control — allowing broad enablement or restriction while still keeping flexibility for individual team members.
✅ 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 or personal credit cards for bookings.
If off, all bookings will be invoiced to the company per policy.
If on, users will be charged for their bookings at the time of making the 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
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. 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
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.