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Manage desk groups and booking permissions

Who can book which desks, and how far ahead? Desk groups answer both: they bundle desks, set the booking window, and are assigned to users. Combined with the desk rights in user groups, they form the complete desk permission model.

Create a desk group

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

  2. In the Rights section, click "Desk groups management", then Add.

  3. Fill in the form — the mechanics mirror room groups:

    • Site and Group name (mandatory).

    • Opening day and Closing day (mandatory, numeric): the booking window in days — how many days ahead members can book, and until when. A user booking outside this window sees "You are outside the access period".

    • "Accessible to bookings" and "Visible on the planning" switches.

    • Desks: pick the site, then move desks from "Possible choices" to "Selected choices" with the arrow buttons.

    • Opening hours: schedule rows restricting when these desks can be booked.

  4. Validate.

Typical setups: one group per floor or neighborhood assigned to the teams sitting there, plus a wider group for floaters.

Assign desk groups to users

  1. In the Users section, open each account ("Users management").

  2. Assign the desk groups along with the room groups.

  3. Validate: the user now sees and books those desks on the map and in the search.

Enable the desk features per user group

The user group settings switch the desk features on:

  1. In the Rights section, open "User groups management" and edit the group.

  2. Tick the Desk switch to give members access to the Desk menu (map, search, team presence).

  3. In the rights dual-list, add the desk-related rights as needed:

    • Desk management: administer desks.

    • Flex policy management (site) or Flex policy management (service): administer or fine-tune policies.

    • Presence approval (site) or Presence approval (service): approve work presence plans.

  4. Validate.

Verify the permission chain

  1. With a test account in the group, open Desk, then Plan: only the desks of the assigned groups appear bookable; others show "Your rights are insufficient" in their booking window.

  2. Try booking beyond the window: the "outside the access period" message confirms the open/close days.

Good to know

  • A user's desk access = user group's Desk switch + the union of their desk groups.

  • Desk groups also drive what the desk display screens can show (screen configuration scope) — see "Set up room tablets and display screens" in the Hamilton Meeting administrator guides.

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