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Configure desk properties and equipment

Behind each marker on the map is a desk record: its name, location, order and availability rules. Technically, a desk is a special room record with the Desk switch on — which is why its form will look familiar to room administrators.

Open the desks management

  1. Open Hamilton Meeting and click Administration in the left menu.

  2. In the Desk section, click "Desks management" (the desks list, distinct from the placement screen).

  3. Filter by Site and desk name, then click Search.

If the message "This site contains no building" appears, create the buildings first — see "Set up sites, buildings, floors and parkings" in the Hamilton Meeting administrator guides. An unsaved-changes warning reminds you to save before leaving the screen.

Create or edit a desk

  1. Add a desk from the list, or open one with the edit icon. The desk form opens ("Edition of a desk").

  2. Fill in the fields — the same rules as rooms apply, with on-screen errors for mandatory and numeric fields:

    • Site and Building (mandatory), Floor: place the desk where it belongs; the floor determines which map it appears on.

    • Order (mandatory, numeric): position in sorted lists.

    • Desk number and Name (mandatory): what users see on the map and in lists — a clear convention (for example "B2-D14") helps everyone.

    • Desk switch: on — this is what makes the record a desk rather than a meeting room.

    • Optional details: phone, address, external system code.

  3. Set the Opening hours: add schedule rows (activation, day, start, end) to restrict when the desk is bookable. Desks are booked by half day; the morning and afternoon hours are platform settings.

  4. Validate.

Describe the desk's equipment

Use the descriptive fields of the desk record (name, observations shown in the detail, and the layout/equipment options inherited from the room form) to signal what the desk offers — double screen, docking station, standing desk. Users see these details when they open the desk's information sheet from the map or the search list.

Deactivate a desk

To take a desk out of service (works, reassignment), close its opening hours or remove it from the desk groups (see "Manage desk groups and booking permissions"): it turns black on the map and stops accepting bookings, while its history remains.

Good to know

  • After creating desks, place them on the plan — see "Set up floors and place desks on the floor plan".

  • Bookings on desks appear everywhere room bookings do (lists, statistics) flagged by the Desk filter.

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