Adding Company Offices

Depending on your setup, you'll either see:

Click the option to begin creating your new office. You'll be launched into the office creation flow, which has three tabs: General, Booking, and Floors.

The General tab holds the core details of your office.

Upload a photo of your company office (typically a picture of the building).

These are the days employees can book at this office. By default, Monday–Friday are selected. You can remove days or enable Saturday and Sunday as needed.

Set the hours the office is open and available for booking.

If your company enforces an RTO or hybrid back-to-office policy, set how many days per week employees are expected onsite at this office. This powers reporting later, showing which employees are complying with the policy and flagging those who aren't.

Select amenities available throughout the office (Wi-Fi, restrooms, coffee, microwave, etc.). Select as many or as few as apply.

Tell employees how to get to the office, find the entrance, and park. If there's something quirky about your office, this is the place to note it. This information is included in booking emails.

Add your Wi-Fi network name and password. Employees can quickly see this through their Gable reservation when they arrive on site.

Add the email and phone number of someone employees can reach out to (often the office manager). This contact appears on booking communications and is where employees are directed when they have questions or can't find the space.

Once everything on the General tab is filled out, click the Booking tab.

These settings control how employees book at this office.

When toggled on, restrict how far in advance employees can book.

This may or may not apply to you. It's the allocation ratio of employees per desk within a neighborhood — for example, 2:1 means two employees for every one desk.

A ratio below 100% means there's room to spare; above 100% means the neighborhood is over capacity. This gives you insights in reporting as to how your offices are serving or underserving employees.

Automatically free up desks or rooms if employees don't check in. There are three settings:

Desk Release — releases bookings if employees don't check in.

Room Release — works the same way as desk release, with partial-day and full-day options.

If an employee is assigned a desk and hasn't booked it, this setting will release it for someone else to book.

How it works

When enabled, assigned users receive a notification the day before, prompting them to book (e.g., at 5 p.m.). If they still haven't booked by the configured release time (e.g., 9 p.m.), the desk becomes available for anyone to reserve.

Both the notification time and release time are configurable, and both always occur the day prior to the booking date.

Things to know

Toggle this on if employees can check in on-site without selecting a specific desk or resource. Useful when employees are in a common space or moving around throughout the day — they can still mark themselves as on site with a booking.

Once you're satisfied with your booking settings, click the Floors tab.

This is where you create the floors and tag the spaces employees will book.

Actions available:

Click Save when ready. Once saved, you'll start tagging your floor plan.

Tagging builds the bookable spaces and points of interest employees will see.

Shows all resources and tags you've created so far.

Click Add to begin. You'll see three categories: Neighborhoods, Space Types, and Points of Interest.

At the top of the Add panel, you can adjust tag size for desks, meeting rooms, private offices, and POIs. Increase the size to make tags stand out on smaller floor plans, or decrease it so they don't overwhelm a large plan.

POIs help employees find their way around. Examples include:

For each POI, you can rename it, add a description (e.g., note that a printer has a password), and click Add. If none of the preset options fit, use the Custom POI at the bottom of the list.

You can create multiple desks at once — select each desk on the plan, then configure them together. For each desk (or batch), you can:

Click Add to save.

Similar setup to desks, but with a few differences:

Private offices follow the same workflow as meeting rooms. Add a photo, description, seat count, amenities, and assign by day if needed. You can also assign a private office to a specific person — look up their name and assign it directly to them.

Neighborhoods visually group areas of the office and let you do assignments at the group level.

You can layer assignments: assign a neighborhood to a department (e.g., Engineering) and then assign individual desks within it to specific people. When a desk is assigned to a specific person, their profile picture appears on the tag instead of the standard desk icon.

You can also toggle on/off:

Return to the Overview tab to see a summary of desks, meeting rooms, private offices, and POIs.

If you have multiple floors, toggle between them at the top, or add more floors from here. You can edit items individually or edit multiple desks at once.

When you're ready, click Publish to make the office available for employees to book. Your office will appear under the Published tab.

If you’d like assistance setting up complex floor plans or bulk-tagging resources, just chat with us in the bottom right corner or send us an email at support@gable.to.