Currently, making a repeating reservation is only possible for all users from the web app and for admins and location managers from the OfficeAdmin. Once this functionality is fully developed, it will also be possible to execute it within the mobile app. Please note that the function of repeating reservations can only be used if it is activated by your organization administrator.
Rules for a repeating reservation
Making a repeating reservation is a small extra step you take when making a reservation. However, there are a few points to keep in mind when doing this:
- The end date for the series of reservations must not exceed a certain number of days in the future, as specified by your Officebooking admins.
- The reservation date itself and the end date of the reservation series may not fall on a day when the location is closed otherwise you will receive this error message, check the opening hours of the location via ‘Locations’ > ‘Details’ > ‘Opening Hours’.
- It is not possible to make a reservation at a time when there is already a reservation. Therefore, it may happen that one of the reservations within your reservation series (after saving) is missing because an existing reservation has already been made.
Please note that in addition to these standard rules, specific restrictions may have been set for you at the organization or user level. For example, the maximum number of reservations per week. These settings also apply when making a repeating reservation and can therefore cause conflicts.
If you are unsure about any restrictions that have been set for you or your organization, please contact your organization administrator.
Creating a repeating reservation
Creating a repeating reservation is an extra step you take when making a regular reservation. For specific instructions about making a normal reservation, you can read our article on making a reservation in the web app.
- Select your location.
- Find the workspace/room/zone you want to reserve.
- Choose the date and time of your reservation.
- To make the reservation repeat, select the box ‘Repeat’.
- A window will appear where you can indicate at which frequency you want the reservation to repeat. For the ‘Weekly’ option, you need to select the days on which you want the reservation to repeat (taking note of the location’s opening hours). When setting up a Monthly recurring reservation, you can choose a specific day of the month, such as the 18th or the second Monday.
- Then, choose an end date for the entire reservation series.
- Select the ‘Next’ button to review the details of your reservation.
- Finally, select the ‘Save’ button to save your repeating reservation.
Confirmation email received
After creating the repeating reservation, you will receive multiple confirmation emails: one email with the “main reservation” and an email with all subsequent reservations. If there is an issue with the series or an individual reservation within the series, it will be shown in this confirmation email.
Changing or canceling repeating reservations
To edit or cancel a repeating reservation, you can follow the same steps as you would for a normal reservation. The only difference is that when you click on the pen icon to edit the reservation or when you want to cancel, you will see an option labeled “Update all occurrences”. If you select this option, your changes will apply to all future reservations in the series. If you don’t select it, your changes will only apply to the individual reservation you are editing or canceling.
If you’re unsure how to modify or cancel a reservation, please refer to these articles:
Read here how to change a made reservation.
Read here how to cancel a made reservation.
Issues with making the reservation
If you are unable to create or change this repeating reservation, please contact the Officebooking contact person within your organization.