Calven offers an advanced suite of booking configuration tools, automations, and space types to reach the right outcome for your office. Before diving into this granular overview, be sure to check out how desk booking works in Calven.
To get started with booking settings, open Calven and navigate to the booking settings tab for the office you’d like to edit.
Booking windows and horizons
Auto-booking horizon: how many days in advance Calven will auto-book desks for those who plan to be in this office. The booking horizon options vary depending on which booking algorithm your office uses.
Prioritize group togetherness algorithm: Every day, one day worth of auto-bookings is created. For offices using this algorithm, bookings are created daily, and you can choose how far in advance to auto-book:
Prioritize individual favorite desks algorithm: auto-bookings are created in batches instead of daily. When choosing the auto-booking horizon for an office using this algorithm, the options are:
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1 week: Calven will create 1 week worth of auto-bookings every Sunday
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2 weeks: Calven will create 2 weeks worth of auto-bookings every second Sunday
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3 weeks: Calven will create 3 weeks worth of auto-bookings every third Sunday
Manual booking window: how far in advance employees can manually book desks via the floor map
Administrator window: how far in advance booking administrators can manually book desks for themselves or others
Notifications and automations
Auto-release assigned desks allows you to free up assigned desks and allow others to book them when the assignee’s working location is remote, away, or at another office.
Waitlist allows you to automatically re-book desks that have become available due to being auto-released or cancelled by users who changed their mind. Waitlist is only available
Upcoming office day notification is an automated notification Calven can send to remind users they have an upcoming booking tomorrow.
No-show prompts are a way to prompt people who missed their previous booking to confirm their next one, or see it released for others to book.
Neighborhood booking settings
Calven also allows you to change booking settings for a specific neighborhood. To do this, open Calven and navigate to the floor plan tab for the office you’d like to edit. Click the edit button to start editing the floor plan, then select the neighborhood you’d like to edit:
Booking level allows you to choose whether each desk in this neighborhood can be individually booked, or whether users book capacity in the neighborhood then self-organize when they arrive.
Accept overflow bookings controls whether groups that are not specifically allocated to this group can be auto-booked here when Calven creates auto-bookings. Groups that are specifically allocated to a neighborhood will always be booked first when auto-booking.
Manual booking window controls how far in advance users can manually book desks in this neighborhood.
Administrator booking window controls how far in advance administrators can book desks for themselves or others in this neighborhood
You can also use the edit icon to draw the border for the selected neighborhood on the floor plan, or the delete
icon to delete this neighborhood.