Admins can set room booking policies to manage how and when users can book specific spaces. These settings can be applied on the building level or to specific spaces.
1. Navigate to Manage > Offices > select a building to set scheduling policies to all spaces in that building, or scroll down and select a space.
2. Scroll to Resource policies > Spaces tab on the building settings page (captured below). Or if you're on the space settings page, scroll to the "scheduling policies."
Common pitfall
Don't forget to set similar settings in Google and/or Outlook for a consistent experience. This way, if rooms are booked using your native calendar(without Robin involved), users will still follow the same rules.
Max reservation length
- Building-level: Limit event duration for spaces in this building.
- Space-level: Limit event duration within this space.
Advance booking threshold
- Building-level: Restrict how far in advance spaces in this building can be booked.
- Space-level: Restrict how far in advance this space can be booked.
Recurring events
This feature is enabled by default.
- Building-level: Allow spaces in this building to be booked for recurring events.
- Space-level: Allow recurring events in this space.
Restrict booking to working hours
- Building-level: Prevent spaces in this building from being booked outside of working hours.
- Space-level: Prevent this space from being booked outside of working hours.
For example, our location working hours are 7am- 7pm. When this setting is enabled, members will be blocked if they try to book a meeting before 7am and after 7pm.
Prevent booking on kiosks
- Building-level: Prevent spaces in this building from being booked via kiosks.
- Space-level: Prevent this space from being booked via kiosks.
- The map kiosk is an interactive map on your office status board(s). It provides a high-level view of your workplace resources availability with the option to book impromptu meetings unless restricted by this setting. Learn more about map kiosks for status boards here.
Restrict booking to administrators (Space-level only)
This setting is available under the scheduling policies on the space settings page. This setting requires admin access to book this space in advance. Learn more about the admin only here!
Booking a room with set scheduling policies
If a user tries to book an event that does not meet the set scheduling policies for that space (i.e., proposed meeting length exceeds the set max reservation length), they will receive an error message during the booking process or they'll notice buttons to complete the booking are greyed out and unavailable.