What are group bookings?

Group bookings let organisations reserve multiple workspaces or desks at the same time for a team or department, making it easier to plan collaborative office days.

Can I reserve a group of desks in one action?

Yes. With group bookings, Flexwhere allows you to reserve several desks or workspaces in a single action, rather than booking each desk individually.

Who can make group bookings?

Admin users, office managers, and authorised team coordinators can make group bookings for their teams or organisational units.

Does group booking block desks for others?

Group bookings allocate those desks to the team or group scheduled, preventing double‑booking but allowing flexibility in changing plans if needed.

Group bookings

Smart collaboration for teams

There’s nothing worse than arriving at the office to find your team scattered across different floors. It disrupts meetings, kills spontaneity, and slows collaboration. With Flexwhere, you can easily book multiple desks at once. Whether for a team, project group, or department, you can reserve a dedicated space, and everyone in the team will have a spot, making collaboration seamless.

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Book desks for your team

Admins, Managers, and Desk Planners can easily book multiple desks at once for a team, project group, or department. Use the interactive floor plan to instantly see available desks and select the best area for your group. Once booked, team members will receive email notifications with their desk details, including time and location. This ensures everyone has a designated workspace without the need for individual bookings.

Set up recurring bookings

For teams working in the office regularly, you can set up recurring bookings to automatically book the same desks every week—no need to book them manually each time. Recurring bookings can be made up to 365 days in advance.

Adjust or cancel bookings

If plans change, Admins, Managers, and Desk Planners can easily adjust or cancel group bookings, freeing up desks for others or rescheduling for the team. Team members will be notified by email with the updated booking details.

Use automatic check-in for accurate desk usage

Once a team member arrives, desks are automatically marked as occupied with our automatic check-in feature. Real-time updates ensure your office occupancy is always accurate, eliminating the need for manual check-ins. See where your favourite colleagues are sitting on the days they’ve booked a desk, and reserve a spot right next to them.

Efficient collaboration

Teams can sit together and collaborate more easily without worrying about last-minute changes. When teams are seated together, communication improves, and brainstorming sessions become more productive.

Less admin, more focus

Instead of each team member booking a desk individually, a manager or team lead books multiple desks for the whole group. No more back-and-forth or confusion—everyone knows what area they’ll be sitting.

Flexibility for the whole team

Group bookings easily secure desks for the days your team needs them. This is ideal for project teams or departments that need guaranteed seating on specific days.

Optimised office layout

By booking as a group in advance, office space is used more efficiently. By reserving desks together, you avoid scattered seating and ensure you can work closely together.

Frequently asked questions

Yes, you can add external guests to your group booking alongside your team. Flexwhere makes it easy to allocate desks for both your internal team and any visitors or freelancers working alongside them.

You can make a group booking for your team up to 365 days in advance, making it easy to plan ahead for regular office days or upcoming events.

If your team size changes, you can add or remove desks to adjust the booking accordingly. Flexwhere allows you to make these changes effortlessly at any time.

Yes, as an Admin, you have the ability to enable or disable group bookings for your organisation. This allows you to control whether team members can make group bookings, ensuring it aligns with your office management needs.

You can book desks for multiple departments or teams in one group booking, making it easy to accommodate various groups within the same office day or event.

Yes, Flexwhere allows you to book desks for specific time slots. Whether you need desks for a few hours or the entire day, you can customise your booking to fit your team’s schedule.