Organisation Settings is a powerful module allowing administrators to set policies for a specific or across multiple locations. This article will guide you through the desks policies helping you to manage a specific location.

1. Head to the Organisation Settings tab.

2. Click on the location you want to manage.

3. Once inside the location, navigate to the Policies section.

This numeric value allows users to book desks the specified number of days ahead. No desk bookings will be allowed if the user attempted to book 31 days ahead.

Note: this could be 5 days in advance or 300, it's fully configurable. Dates outside of the selected period will be unavailable for selection.

Allows for a Desk to be booked between set time intervals.

Single Slot: allowing to be booked for a single duration in a day.

AM / PM Slots: allowing for it to be booked for TWO durations in a day.

Custom: Create up to 3 slots with different start and end times.

Note: For AM/PM and Custom slots, you can enable a custom colour to be displayed on the Floorplan when this kind of booking is made.

By enabling this, you allow users to place long-term and fixed-term bookings for a space for as long as your "Allow future desk bookings" policy allows. E.g a user could book desk 1 every Monday and Tuesday for the next two weeks.

With this enabled, users can check-In/Out using the RICOH Spaces web app.

A proximity location check is possible if enabled. This will validate how far from the office a user can be to check-in. Please allow for location accuracy of around 1.5km

This will enable users to Check-In/Out via the mobile app. An additional flag will force users to then Scan a QR code from a desk at the office upon arrival.

This will enable users to book a desk by scanning the QR Code at a Desk, where they had not previously made any desk booking in advance.

This feature will restrict each user to only allow a Maximum No of Bookings per day.

In most cases, 1 per day is recommended unless AM / PM Bookings have also been enabled.

You may want to restrict the number of bookings a user can make each week. This could be to justify Hybrid working.

Where a Floor capacity has been set, this flag will restrict the no of desk bookings allowed on that Floor.

If this feature is enabled, users will be required to complete an Access Form prior to making any desk bookings. This form can be created

By invoking the Disable Nearby Desks on booking policy, users will be restricted to pick desks that may have been separated due to Health & Safety Policies. I.e. Booking Desk 30, would disable Desk 31. By invoking this policy, Desk 31 can be booked.

This flag will restrict the number of desks that can be assigned by a user.