Booking Desks

Booking a desk in StaffMap is as easy as selecting the shared desk you want on the floorplan, picking a date and time to reserve, and confirming that reservation.

Daily Bookings

1. Log in as a user in the project that may book a desk (if public users are allowed to book desks, then logging in is not required).

2. Select the floorplan from the Side Menu.

3. Click a desk on the floorplan to display the Booking form.

4. In the Book a Desk panel, confirm the user booking the desk and the desk name are accurate. Additional fields may be available, as added by administrators. 

5. To book the current day, leave the Date value as Today.

6. Select Book Desk to reserve the desk, room, or equipment selected.

7. The employee name and picture will be displayed on the floorplan to indicate who has booked the desk. 

Hourly  Bookings

1. Log in as a user in the project that may book a desk (if public users are allowed to book desks, then logging in is not required).

2. Select the floorplan from the Side Menu.

3. Click a desk on this floorplan to display the Book A Desk form.

4. In the Book a Desk panel, confirm the user booking the desk and the desk name are accurate.

5. Select Today in the Date field to select a date from a calendar interface.

6. In the Date popup, click a date once to set the start day, and click a second time to set the end day. 

7. Select the start and end times at the bottom of the Date popup. 

8. Select Book Desk to reserve your work space.

Recurring Bookings

Recurring bookings can be made for days of the week. This can be useful if an employee is only at a desk on Mondays and Tuesdays, leaving the desk open for booking the rest of the week. 

1. Log in as a user in the project that may book a desk (if public users are allowed to book desks, then logging in is not required).

2. Select the floorplan from the Side Menu.

3. Click the desk and open the booking form.

4. Toggle on the recurring option to reveal the recurrence settings.

5. Under Pattern, choose how often the booking repeats:

   •  Weekly — select one or more days of the week.

   • Fortnightly — repeats every two weeks; select one or more days. A Start date is required so StaffMap knows which week the pattern begins.

   •  Monthly — enter a day of the month (1–31).

6.  Set the Start date for the series.

7. Optionally set an End date. Leave it blank to repeat indefinitely.

8. Select Book Desk to save.

Recurring bookings are checked for conflicts against other bookings on the same desk; if there’s a clash you’ll be prompted before it’s saved. Active recurring bookings appear on the employee’s detail panel (for example, “Fortnightly: Mon, Wed”).

Excluding individual dates: You can remove specific dates from a recurring series without cancelling the whole booking — those dates are kept as exceptions, and the form shows how many exceptions a series has.

Email confirmation: If your project has booking notifications turned on, the booked employee receives a confirmation email each time a booking is created.