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Overview

Space Type Booking Policies allow Platform Administrators to set universal booking rules that apply to all users for a given space type. Unlike User Group Reservation Policies (which vary by user group), Space Type Booking Policies enforce operational constraints that apply regardless of who is making the reservation.

These policies are configured on each space type and control settings like advance booking windows, mandatory setup/breakdown time, and cancellation lead times.

Who Should Read This

• Platform Administrators responsible for managing space types and operational booking rules

Prerequisites

• Platform Admin role
• At least one space type configured in the platform

What Space Type Booking Policies Control

Space Type Booking Policies enforce operational constraints at the space level. These rules apply universally to every user making a reservation for that space type.

User Group Policies vs. Space Type Policies

It is important to understand when to use each type of policy.

Both types of policies are enforced simultaneously. For example, a student group might have a 2-hour maximum duration (user group policy), while the auditorium space type requires 7 days advance booking (space type policy). Both rules apply when a student attempts to book an auditorium.

Step-by-Step: Configuring Booking Policies for a Space Type

1. Navigate to Spaces > Space Types in the Admin panel.
2. Click on the space type to configure.
3. Locate the Booking Policies section.
4. Configure the desired settings:
5. Minimum Advance Booking Time: Enter the minimum lead time required before a reservation. For example, setting this to 2 days means reservations must be made at least 2 days before the reservation start time.
6. Maximum Advance Booking Time: Enter the maximum number of days in advance that a reservation can be made. For example, setting this to 30 days means users cannot book more than 30 days ahead.
7. Mandatory Setup Time: Enter the number of minutes required for setup before each reservation. This time is automatically blocked on the calendar.
8. Mandatory Breakdown Time: Enter the number of minutes required for breakdown after each reservation. This time is automatically blocked on the calendar.
9. Cancellation Lead Time: Enter the minimum amount of time before a reservation starts that cancellation is allowed.
10. Click Save.

The policies take effect immediately for all future reservations of this space type.

Common Configurations

Study Rooms

Study rooms typically need minimal operational constraints since they require little preparation.

Conference Rooms

Conference rooms benefit from moderate advance booking requirements and short buffer times for room turnover.

Auditoriums and Event Spaces

Large event spaces typically require significant advance planning and longer buffer times.

Settings Reference

• A blank or zero value means "no restriction" for that setting.
• Setup and breakdown times are in addition to the reservation duration. A 1-hour reservation with 15 minutes setup and 15 minutes breakdown blocks a total of 1 hour 30 minutes on the calendar.
• Cancellation lead time is measured from the reservation's start time. If the cancellation window has passed, the user cannot cancel through the platform and must contact an administrator.

Troubleshooting

Related Articles

• Understanding User Roles vs. Reservation Policies
• Setting Up User Groups and the Default Group
• Configuring User Group Reservation Policies
• Assigning Users to Groups