Booking Rules & Policies
Configure advance booking windows, approval flows, no-show handling, and recurring reservations.
We start with Global booking policies, move on to Approval workflows, cover No-show & auto-release, and wrap up with Recurring bookings.
Global booking policies
Set organization-wide defaults in Settings → Booking Policies:
| Policy | Default | Options |
|---|---|---|
| Booking window | 30 days | 1 day → 365 days |
| Minimum notice | 15 min | 0 → 24 hours |
| Max duration | 8 hours | 30 min → unlimited |
| Auto-release (no check-in) | 15 min | Disabled → 60 min |
| Allow recurring bookings | ✅ On | On / Off |
Space-level rules override global defaults when stricter.
Approval workflows
Some spaces require manager approval before a booking is confirmed:
- Enable Requires Approval on the space settings
- Assign approvers (specific users or anyone with Manager role)
- Set an approval timeout (e.g. auto-approve after 24 hours if no response)
Bookers see a "Pending Approval" state until confirmed.
User books → Manager notified → Manager approves/rejects → User notified
No-show & auto-release
Enable Auto-Release to free up unused rooms:
- If nobody checks in within N minutes of the booking start, the room is released
- The original booker receives a warning notification at the halfway mark
- Released time becomes available for other bookings instantly
Configure under Settings → Booking Policies → Auto-Release.
Recurring bookings
Create recurring bookings for standing meetings:
- Daily — every weekday or specific days
- Weekly — same day each week
- Monthly — first/last Monday, 15th of month, etc.
- Custom — define a repeat interval in days
Recurring bookings show as a linked series. Editing one occurrence offers: "This booking only" or "This and all future bookings".