Which booking rule solves which problem

Each booking rule in Offision addresses a specific problem users experience with shared spaces. Instead of enabling settings arbitrarily, identify the primary issue affecting your office and configure the rule designed to resolve it.

Booking rules are configured within Resource policies. A policy applies to an entire group of rooms. Any room without an assigned policy can be booked immediately by anyone at any time.

Six common problems and their solutions

• Rooms are booked, but no one shows up. Require check-in on the room. If no one checks in within a set grace period, the system cancels the booking and releases the room. See How check-in and no-show work.
• The calendar is booked months in advance. Configure a rolling advance booking window so everyone books within a reasonable horizon (such as two weeks ahead). See Limit how far ahead people can book.
• A few individuals monopolize available rooms. Cap the maximum duration of a single booking or assign booking quotas to give each person an allowance. See How booking quota works.
• Two people occupy a large boardroom. Require approval for underfilled bookings so large spaces remain available for bigger teams. See Keep large rooms for large meetings.
• Meetings occur outside standard office hours. Set business hours on your rooms so the system automatically rejects bookings outside these times. See Limit booking to business hours.
• Rules restrict VIPs or executive assistants. Rather than relaxing restrictions for all staff, create policy overrides for specific user groups. See Let managers book further ahead.

Start with a single rule

Start by addressing the complaint causing the most operational friction. Enable that specific rule on the policy assigned to your meeting rooms, then monitor booking logs for one to two weeks.

Introduce additional rules only when new issues arise. Enabling too many restrictions simultaneously can discourage employees from using the booking system effectively.