Let managers book further ahead than everyone else

1. Put the managers in a user group

Override rules target individual users or user groups. Using a group is recommended: as team members join, change roles, or leave, you only need to update the group membership rather than editing the policy rule itself.

Offision includes a Department category of groups by default. If a suitable group does not exist yet, see Create a user group. This guide uses a group named Management team.

2. Open the policy used by the rooms

The override rule is configured directly within the booking policy alongside the default booking window settings.

1. Go to Booking > Advance policy.
2. Select the policy used by your rooms.
3. Click Edit in the details panel on the right.

3. Add an override rule for the group

1. In the policy editor’s navigation list on the left, select Override rules. The badge shows how many override rules currently exist.
2. Click Add Override Rule.
3. Complete the three required settings:
   • Name: Enter a clear name, such as Management team.
   • Override condition: Select Organizer when managers create or edit their own bookings. Select Booking manager if you want the override to apply when they manage bookings on behalf of others in the admin console.
   • User(s) / user group(s): Select the Management team group.

A user is evaluated against override rules from top to bottom, and the first matching rule applies. If you configure multiple rules (for example, one for directors and another for managers), place the more specific rule higher in the list.

4. Give the rule its own date range

1. In the rule editor under Override rules, click Add and select Limit the booking date range.
2. Set the custom date parameters:
   • From (e.g.: Today = 0): Earliest allowed day (e.g., 0 for today).
   • To (e.g.: one month = 30): Maximum days in advance. For example, if the general policy allows 60 days, set 180 days for the management team.
   • Release time: The time of day when a new booking day opens.

Important details to keep in mind:

• Only specified settings are overridden: Any policy settings not explicitly added to the override rule continue to follow the base policy defaults.
• Adding the rule with the toggle turned off removes the limit: If you add the date range row but keep its toggle disabled, the advance window constraint is removed entirely for that group (subject only to the system maximum of 365 days).

Click Save when finished.

5. Verify the configuration

1. Sign in to the user app as a standard user who is not in the management group. Try to book a room 90 days in advance; the date should be disabled or rejected.
2. Sign in as a member of the Management team group. Select the same room and date; the system should allow the booking to proceed.

If the manager’s booking is also rejected, verify that the user is actively assigned to the group and that the date range setting was properly saved in the override rule.

Worked example: two groups and two room types

Booking windows are configured in days. A setting of To 1 means bookings are allowed up to tomorrow (a 24-hour horizon).

Consider a campus environment where professors need to reserve lecture halls four weeks in advance, while students can only book study pods one day ahead:

Key takeaways from this example:

• The override rule provides the expanded horizon: The base policy holds the stricter limit (To 1), and the override rule extends the window for privileged users (To 28).
• Rules apply only to their assigned policy: The professors’ override rule lives inside the lecture hall policy, leaving study pod policies unaffected.