Need to book a meeting room for your CEO or a desk for a visiting colleague? Whatspot allows you to assign a booking directly to another user in your organization.

Quick Summary

Instead of booking a spot under your own name, you can change the "owner" of the booking. The colleague will receive an email confirmation and their name will appear in the calendar.

Before you start

• Check your role: You need Admin or Category Manager rights.
• Check your colleague: They must be already invited to your team.

How to do it for a colleague

1. Select a spot and time in the Calendar.
2. In the booking window, go to the Book for user section and select Colleague.
3. Pick the colleague: An additional field will appear. Select the specific person from the list of available colleagues.
4. Complete the booking.

After the booking is created:

• The colleague receives full access to the reservation.
• They can edit or cancel the booking at any time.
• The reservation behaves exactly as if the colleague had created it themselves.

How to do it for a guest

If public bookings are enabled, you can book a spot for an external person who is not part of your organization.

1. Select a spot and time in the Calendar.
2. In the Book for user section, select Guest.
3. Enter the email: Type the guest’s email address into the field.
4. Complete the booking.

After the booking is created:

• The guest receives full access to the reservation.
• They can edit or cancel the booking at any time via a secure link.
• They receive an automatic email confirmation.

When the feature is unavailable

In some cases, you might notice that the Colleague or Guest options are highlighted in red and cannot be selected.

This happens if:

• No other colleagues are currently available in your organization.
• Public bookings are disabled for this specific category or spot.

In this state:

• You can only use the Me option.
• Reservations can only be created for yourself.

💡 Why use this feature?

Using "book on behalf" helps you keep your office organized and your data accurate. Common scenarios include:

• Saving time: Office managers can efficiently manage spaces for the entire team from one place.
• Onboarding: An Office Manager books a desk in advance for a new employee.
• Visitor Management: A Category Manager or Receptionist books a meeting room for a guest or visitor.
• Team Support: A Team Assistant books a company car for another team member.
• Centralized Control: Administrators can help users manage their bookings centrally to ensure maximum space utilization.

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Related Articles

Enable Public Bookings for Visitors and External Partners
Understanding User Roles and Permissions

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