Admin | Easybook – Configure Booking Locations

Admin → Easybook

Overview

Easybook is a comprehensive seat booking system in Simplified HR that provides an interactive interface for reserving seats across your entire organization. This guide covers the complete setup process, from initial installation to advanced configuration options.

Prerequisites

You must have Owner, Admin, or equivalent role permissions.
Your organization must have active locations configured in Simplified HR.
The Marketplace must be accessible in your system.
A paid plan is required, as Easybook is a Pro feature.
You should understand your organization's seating and booking requirements.

Install Easybook

Navigate to the Marketplace in your Simplified HR system.
Locate the Easybook app and click Install.
Wait for the installation confirmation.

Important: Refer to the Marketplace Installation Guide (hello.besimplified.com/hc/docs/articles/1756358900-marketplace for detailed installation instructions.*

Configure Easybook Permissions

Ensure relevant roles have the required permissions to access and use Easybook. Configure these through your Roles and Permissions settings.

Important: Owner, Admin, or similar role members can override most restrictions set up in the configuration.

Access Easybook

For administrators and owners, you can access Easybook through multiple entry points:

Marketplace > Home or Marketplace > My Library (click Open).

My Apps in the navigation menu.

Control Center page.

Important: General users access Easybook through My Apps in the navigation menu only.

Access Easybook Settings

Navigate to Easybook through any of the access methods above.
Click the Start Booking button (if this is your first time).

On the Booking System page, click the Settings icon.

Click the Settings tab on the configuration page.

Configure Seat Booking

By default, Seat Booking is enabled and cannot be disabled. This is the primary feature of Easybook.

Understand Spaces

Spaces are different seating area types in your organization that define which areas members can access and book.

Easybook comes with these pre-configured default spaces:

Hot Desk
Pods — Limit 1 per Day
Meeting Pods
Meeting Rooms
Dedicated Desk — Limit 1 per Day
Private Office — Limit 1 per Day

Create Custom Space

Click Create Space.
Add a custom space name.
Select a color from the palette or enter a hex code.
To add multiple spaces, click Add Another and repeat the name/color steps.
Click Create.

Configure Space Limits

Space limits restrict how often users can book specific space types:

No limit: Allows unlimited bookings in the space.
Limited: Set restrictions using per day, per week, or per month.

Important: Example: "1 per day for Pods" means a member can book only one Pods seat per day, regardless of location.

Modify Space

Click the edit button next to any existing space.
Update the name, color, or limit as needed.
Click Update.

A confirmation message validates the changes.

Important: Changes affect future bookings and visual displays immediately.

Restore Default Spaces

Click Restore defaults to reset space names, colors, and limits to original values.

Important: This only affects default spaces, not custom ones.

Delete Custom Space

Click the Delete button next to a custom space.
Confirm deletion in the modal.

A success message confirms removal.

Important: Only custom spaces can be deleted; default spaces cannot be deleted.

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Configure Booking Outside Assigned Location

This configuration streamlines the flow when an employee wants to book their seats outside their assigned work location. Choose between two approval workflows:

Auto Approve: Bookings outside assigned locations are automatically approved.
Requires Approval: Bookings outside assigned locations require administrator approval.

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Important: Bookings within assigned locations are always auto-approved for any user.

Configure Future Booking Restrictions

Set how far in advance users can create bookings:

Enter a numeric value.
Select the time period: Day, Week, or Month.
Scroll down and click Save.

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Important: Example: "30 days" means users can book up to 30 days in advance.

Configure Space Booking Availability

Configure when specific spaces can be booked: Space on Demand or Space in Advance.

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Configure On-Demand Space

Members can book seats in these spaces at any time.

Click Add Space and select a space.
Choose On Demand.
Click Save.

Configure Advance Booking Space

Members must book a specified time before their intended use.

Click Add Space and select a space.
Choose In Advance.
Enter the advance time requirement.
Select: Hour(s), Day(s), or Week(s).
Click Save.

Examples:

"1 hour for Pods": Book 1 hour before the intended slot time.
"1 day for Pods": Book 1 day before the intended date.
"1 week for Pods": Book 1 week before the intended date.

Configure Booking Duration

Set minimum and maximum duration limits for time-slot bookings. Configure specific spaces to require time-slot selections rather than all-day bookings.

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Restrict User Booking

Blacklist specific members from making any bookings:

Type the first 3 letters of a member's name.
Select the member from the search results.
Add multiple members if needed.
Click Save.

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Configure Booking Credits

Set organization-wide booking limits — organizations can define daily and/or monthly booking credit limits per member.

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Configure Daily Booking Credits

Set Credits per Day to limit daily bookings per member.

Configure Monthly Booking Credits

Set Credits per Month to limit monthly bookings per member.

Create Custom Credit Group

Click Add Group.
Set credit amount (daily or monthly).
Select specific members for custom limits.
Click Save.

Understand Booking Credit Consumption

Each booking consumes 1 credit.
Modifying booking dates also consumes credits.
Modifying spaces, floor, and room in an existing booking does not consume credits.
Empty fields mean unlimited credits.
Admin roles bypass credit restrictions.

Configure Credit Refunds

Set conditions for credit refunds:

Specify hours before shift time for refund eligibility.
Set the maximum number of refunds allowed.

Disable Credit Refunds

Select "Do not Refund Credits" to never return consumed credits.

Configure Credit-Enabled Spaces

Specify which spaces consume and refund credits.

Select one or more spaces for the credit system.
Click Save.

Important: If no space is selected, then booking in active spaces will consume credit.

Configure Booking Reminders

Set reminder timing for users with upcoming bookings: enter hours before shift time to send reminder emails. These reminders include check-in and cancellation options for Easybook.

Important: Before setting this configuration, the administrative team must confirm that all members in the organization have updated and approved shift time in My Profile > Work Profile > Availability.

Configure Role-Based Notifications

Choose which roles receive booking notifications:

All Roles: Admins, managers, and supervisors receive all booking notifications.
Admin: Only administrators receive notifications.
Manager: Managers receive notifications for their subordinates' bookings.
Supervisor: Supervisors receive notifications for their subordinates' bookings.

Configure Team Notifications

Select specific teams to receive booking notifications. Choose from default and custom teams in your organization.

Configure Additional Recipients

Add external email addresses for booking notifications: enter one or more external email addresses to receive booking updates.

Configure Summary Reporting

Enable automated booking summaries for managers and supervisors. Reports are sent:

1 hour before shift starts (if availability data exists), with respect to timezone.
At 9:00 AM static time according to the timezone of the assigned work location (if no availability data exists).

Configure User-Specific Notifications

Configure specific users to receive all organizational booking notifications. This overcomes restrictions on sending notifications to all administrators.

Manage Booking Locations

Configure physical locations where seat booking is available.

Follow the Easybook access steps above.
Click the Settings icon.
Click Add Booking Location on the locations page.

Add Booking Location

Prerequisites:

At least one active organization location must exist.
Previously added locations won't appear in the selection list.

Configuration steps:

Upload location image: add jpeg, jpg, png, or similar format.
Select organization location: choose from available locations.
Set location name: auto-populated but can be customized.
Define seat capacity: must match configured seat count.
Configure restrictions: enable Restrict booking on Weekends to block weekend reservations; enable Restrict booking on Holidays to block holiday bookings.
Set team permissions: choose "All Teams" or select specific teams.
Configure building type: single floor or multiple floors.

Configure Location Image

Upload location image in jpeg, jpg, png, or similar format.

Configure Location Seat Capacity

Define seat capacity — this must match the configured seat count.

Restrict Weekend Bookings

Enable Restrict booking on Weekends to block weekend reservations.

Restrict Holiday Bookings

Enable Restrict booking on Holidays to block holiday bookings.

Configure Location Team Permissions

Set team permissions by choosing "All Teams" or selecting specific teams.

Configure Building Type

Configure building type as single floor or multiple floors.

Configure Single-Floor Location

Select at least one booking view type.
Configure spaces and rooms for the floor.

Configure Multiple-Floor Location

Configure booking view and spaces for each floor.
Set up rooms within each floor's spaces.

Manage Floor Availability

Disable specific floors when needed:

Edit the location.
Navigate to the specific floor.
Toggle off Booking Availability.

Important: Disabled floor spaces and rooms won't appear in booking options.

Add Space to Booking Location

Click Add Space.
Select space type from active spaces.
Choose booking types (see below).
Set job title restrictions (see below).

Configure Space Booking Type

Groups: Allow organization-wide member inclusion.
Teams: Allow team member inclusion only.
Individual: Allow booking owner only.

Configure Space Job Title Restrictions

All job titles: No restrictions.
Specific job titles: Limit to selected job title or designation.

Add Room to Space

Method 1: Expand existing space.

Click the expand button on an added space.
Click Add room.
Configure room settings: Room name or Zone ID, Number of seats, Availability type (Slot or All day), Shared booking settings, Job title restrictions.