Booking on behalf of another user is a handy feature available on the web and mobile apps. Users can set up other users to be able to book spaces on their behalf. In this article, we will show you how a delegated booker can book a space on behalf of a user.
Note: There is a dedicated local role, "Delegate Booker', enabling the user to book on behalf of any employees.
Note: To set someone up with delegated booking access, please see our article Setting up a delegate booker.
How to book on behalf of someone
A user can set you up with delegate booking access for different space types. You will only be able to book space types that the user set you up for.
Space types are:
Desks
Parking Spaces
Rooms
Zones
Note: Whilst you can book on behalf of users on mobile, you cannot remove bookings on their behalf.
Space Booking from the Map
1. Head to your Map.
2. Click on the On Behalf Booking button on the right-hand side menu.
3. Search for the user you would like to book on behalf of.
Under their name, you will see what type of spaces you can book on their behalf.
4. Once you have selected who you are booking on behalf of, continue with the usual booking process.
Note: When booking on behalf, you will see the user's favourite spaces (marked as a heart). While you can see them, you cannot edit them.
💡 Tip: You will know you are working on behalf of someone as the banner on the top right of your screen will indicate it. Once you are done booking on their behalf, simply click the X.
Room Booking from the Schedule
Head to the Schedule
Click on the Book on behalf icon in the bottom menu
3. Search for the user and select them.
4. Proceed with the booking as normal.
5. Once done, simply use the exit button at the top right of your screen.
FAQ
I am booking on behalf of someone, but it doesn't seem to be working. I am still booking as myself.
In order for it to work, ensure that you are selecting the right user from the available drop-down list. If they are not available or selected, you won't be able to book on their behalf.
I am booking a room on behalf of my colleague, and the event has external attendees. Will I be able to create visits for them?
If you are booking on behalf of a colleague but do not have the Visitor Admin role, you won't be able to create visits for the external attendees.
Who can book on my behalf?
Users you have set as delegate bookers in your profile settings, Delegate Booker admins, Location admins, Schedule Admins and Global Admins. The type of spaces they can book on your behalf will depend on their permissions.