Using the Easybook Dashboard - Part 3

The Easybook Dashboard is your central interface for booking seats within your organization. This comprehensive and interactive platform allows all team members - including non-admin members, owners, administrators, and users with various role permissions - to create, manage, and track seat reservations.

This guide covers how to use the dashboard for booking seats, managing your reservations, and understanding the different booking workflows based on your organization's settings.

Prerequisites

You must have access to the Easybook app in your organization
Your user account must have appropriate permissions for seat booking
Booking locations and spaces must be configured by your administrator
You should understand your organization's booking approval workflow

Understanding booking types

Before creating bookings, familiarize yourself with the three available booking types:

Individual/Myself

Book a single seat for yourself only. You can reserve one seat at a time using this option.

Team

Book seats for multiple members from your associated team. You can include team members as invitees in your reservation.

Group

Book seats for any members across your organization. This option allows you to invite any active organizational member.

Key concepts

Booking owner

The primary person for whom the booking is created:

Dashboard bookings: When you create a booking from the Easybook Dashboard, you automatically become the booking owner
Admin-created bookings: When administrators create bookings through Manage Booking, they can assign or select the booking owner

Invitees

Additional members added to Team or Group bookings who will share the reserved space.

Note:

If Team or Group booking is done by a non admin booking owner, then booking acceptance is required from the invitee(s) end either taking action from accept/reject email or from booking dashboard.
If Team or Group booking is done by organization owner, admin or similar role booking owner, then no acceptance is required from the invitee(s) end as booking will be auto accepted and confirmed .

Exploring My Locations

The My Locations section displays all available booking locations in an easy-to-browse thumbnail format.

Location information

Each location displays:

Location image: Visual representation of the space
Location name: Facility title and address
Available seats: Color-coded availability status:
Green: All configured seats available (shows "Open")
Yellow: Some seats booked (shows "Open") or location paused (shows "Booking paused")
Red: All seats reserved (shows "Fully Booked")
Amenities: Current booking options (typically "Seat booking now")

Filtering and navigation

Country filter: Filter locations by country (configured during location setup)
Date navigator: Check availability for current and future dates (defaults to current date)

Creating a new seat booking

Seat can be booked with a simple Booking modal experience and also from a visual booking interface.

Simple Booking modal

Starting your booking

Locate the Book now button on your desired location.
Hover over the button and click Book Seats.
Select your booking type: Individual, Team, or Group.

Booking form completion

Add booking title (optional): Enter a descriptive name for your reservation.
Booking owner confirmation: You are automatically set as the booking owner for dashboard-created bookings.
Select date: Choose your reservation date (defaults to current date or last navigated date).
Choose spaces: Select from available options based on your booking type.

Visual booking interface

The visual booking interface (View UI) in EasyBook provides an enhanced booking experience when administrators have configured visual elements such as spaces, rooms, and floor plans. This interface allows you to see the physical layout of your workplace while making seat reservations.

This guide explains how to create bookings using the visual interface, which offers the same booking functionality as the standard dashboard but with additional visual context.

Benefits of the visual interface

Enhanced location awareness

See exact room locations within your workspace
Understand proximity to amenities and colleagues
Make informed decisions about seating preferences

Improved booking accuracy

Visual confirmation of selected spaces and rooms
Clear understanding of space layouts and capacity
Reduced booking errors through visual feedback

Better user experience

Intuitive interface that matches physical workspace
Easy navigation between different floors or areas
Visual context for booking decisions

Interface navigation

Changing floors or levels

Use the level selector to switch between different floors
Each level displays its configured spaces and rooms
Availability updates automatically when changing levels

Viewing room details

Click on individual rooms to see capacity and availability.
Room information includes space type, seat count, and current status.
Booking restrictions and amenities are displayed when relevant

Understanding credit-enabled spaces

When selecting credit-enabled spaces, the system displays your available credit balance. Credits reset based on your administrator's configuration (daily or monthly).

Example configurations:

Monthly credits: "10 per month" for Dedicated desk and Hot desk spaces
Daily credits: "2 per day" for specific space types

Note: Credit restrictions don't apply to owners, administrators, or similar roles.

Space selection by booking type

Individual bookings

Select one space and one room only
Simple, streamlined selection process

Team and Group bookings

Select multiple spaces and rooms simultaneously
Search and select specific spaces/rooms
Add invitees and assign them to specific spaces/rooms
Use search functionality to find invitees quickly

For Group bookings, filter invitees by:

Location
Team
Job title
Date of joining range

Completing your booking

Click Confirm Booking after making all selections.
A success modal confirms your reservation.
Notifications and emails are sent to all involved members.

Understanding booking restrictions

Your booking access depends on several factors:

Location access: You can only book locations configured for your team
Team bookings: You can only add members from your associated team
Group bookings: You can invite any active organizational member
Paused locations: Booking is restricted for all members from the dashboard

Booking approval workflows

Your booking approval process depends on your organization's settings:

Auto Approve enabled

Individual bookings (non-admin users):

Booking is automatically approved
Immediately appears in your booking calendar

Team/Group bookings (non-admin users):

Booking owner sees approved booking in calendar
Invitees must accept to see their confirmed booking in the calendar or reject the invitation as per choice.
Past-date bookings cannot be accepted by invitees

Admin bookings:

All booking types are automatically approved
No additional approval required from admin or invitees

Requires Approval enabled

Non-admin bookings outside assigned locations:

Individual, Team, or Group bookings appear in Pending Approval
Requires administrator approval before appearing in calendar
Invitees see bookings in Pending Approval until they accept/reject

Admin bookings:

Automatically approved regardless of location
Immediately available in booking calendar

Viewing your bookings

Access your booking details from two locations:

Booking calendar view.

Click the view/eye icon on any booking in the list view.

Pending approval card.

Click View details to see booking information.

Modifying seat bookings

You can modify both approved and pending bookings, with access from different locations based on booking status.

How to modify a booking

From booking calendar (approved bookings): Click the edit/modify icon
From pending approval card (pending bookings): Click the modify option
Update required information in the booking form
Click Modify booking
Confirmation message validates the update

Important modification notes

Only booking owners can modify reservations
Invitees cannot update bookings created by others
Credit logic applies when modifying configured spaces
Modifications to date, space, or rooms may require re-approval
Team/Group booking changes require invitee re-acceptance
Admin modifications don't require additional approvals
Past-dated bookings cannot be modified

Cancelling seat bookings

Remove bookings from either your calendar or pending approval card.

How to cancel a booking

From booking calendar: Click the delete booking icon
From pending approval card: Click the delete option
Confirm deletion in the modal dialog
Click Delete
Success message confirms cancellation

Cancellation policies

Past bookings: Cannot be deleted by any user
Credit refunds: Applied for configured spaces based on admin settings
Team/Group bookings:
Booking owner cancellation removes entire booking
Invitee cancellation removes only their portion
Notifications: All involved parties receive cancellation notices

Using the Booking Calendar

The Booking Calendar displays all your approved reservations and provides management tools for your bookings.

Calendar features

Persistent view: Remembers your last visited view (List or Calendar)
Booking actions: View, modify, and delete options for each reservation
Permission-based access: Modify options only appear for booking owners
Historical data: View past and cancelled bookings
Export functionality: Download your booking data when needed

Type of views

List view

Displays bookings as individual thumbnail cards for easy access. This view will show the upcoming 10 days booking from the current date. To see booking beyond 10 days, one needs to switch to Month view.

Calendar view

Shows bookings in traditional calendar format with two display options:

Month view: Overview of entire month with all bookings visible

Week view: Detailed weekly schedule with expanded booking information

Calendar navigation

Show cancelled bookings: Toggle to view cancelled reservations
Month/week navigator: Browse past and future bookings
Export function: Download all booking data for your records

Troubleshooting

Common issues and solutions

Cannot see booking locations: Verify your team assignment and location permissions
Cannot see future bookings: Switch to Month view
Authorization restriction while booking: Check whether your job title is allowed to book the specific room.
Booking limit has reached while booking: Check space limit with admin and also check whether you have a booking on the same date.
Credit balance not updating: Check if spaces are credit-enabled and review your allocation
Booking stuck in pending: Contact your administrator about approval workflows
Cannot modify booking: Ensure you're the booking owner and the booking isn't past-dated
Invitee not receiving notifications: Verify their email settings and active status

Getting help

If you encounter issues not covered here:

Contact your system administrator
Review your organization's booking policies
Check your role permissions and team assignments

Next steps

Learn about advanced booking features and automation
Explore booking analytics and reporting options
Review your organization's credit and approval policies
Set up personal booking preferences and notifications