Contents
Important note – Global settings
Please note that all of the settings listed in this Specific Configuration section of the Business Rules document are Global Settings.
If you are already Live and undergoing an estate expansion implementation, these settings should be carefully considered as they will:
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Affect the entire organisation, not just the new locations being added, and
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Alter the existing system behaviour currently in place.
Should a Location Manager (booking approver) need to approve their own bookings?
This setting determines whether bookings made by a Location Manager for resources they manage should be automatically approved.
When enabled, if a Location Manager books a room, desk, or other resource (that requires approval) within their assigned locations, the system will recognise that the booker and approver are the same person. In this case, the booking will be automatically approved rather than being created as a tentative booking awaiting approval.
This ensures a smoother booking process for Location Managers managing their own areas, removing unnecessary approval steps.
For a full explanation of the Location Managers role, see Location managers.
All bookings – entries per page
This setting controls how many bookings are displayed per page in the All Bookings report before pagination occurs.
You can specify the number of entries to show on each page. A lower number means you will have more pages to navigate through when reviewing bookings, while a higher number allows you to view more bookings on a single page.
By default, the system displays 10 bookings per page during initial setup.
My bookings – visibility options
This setting determines which bookings are displayed within the My Bookings view on the web application.
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By default, users will only see bookings they have created or are the host of.
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If enabled, users will also see bookings where they are an attendee/invitee, in addition to those they have created.
Include location address in emails to external visitors
This setting controls whether the location address is included in email invitations sent to external visitors.
The address displayed is automatically taken from the Building Address set up in the hierarchy.
For a full explanation of the settings, see:
Display weekends in availability and calendar views
This setting controls whether the Calendar view and the All Bookings view display weekends (Saturday and Sunday).
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Useful for organisations that do not operate on weekends.
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When disabled, only Monday to Friday are shown in search results and calendars.
Auto-start bookings within advance start time
This setting controls whether bookings created within the permitted advance start period are automatically started by the system.
Example:
If the advance start time is set to 10 minutes and a user creates a booking for 3:00 PM at 2:50 PM, the booking will automatically start, eliminating the need for manual check-in.
Enable basket bookings and event management
Matrix Booking allows administrators and users to create and manage events, which are collections of multiple bookings grouped into a single transaction.
For example, an event could include 5 meeting rooms and 15 parking spaces booked together. This feature allows users to edit and manage all associated bookings at once, rather than handling them individually.
Key Notes:
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This feature is sometimes referred to as Group Bookings or Basket Bookings.
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It can be enabled at the organisation level, but also needs to be enabled per user.
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Not compatible with organisations using Microsoft 365 Calendar Integration.
For a full explanation of the settings, see Basket bookings.
Booking notes visibility
Determines who can view notes added to a booking.
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By default, only the host, attendees, and Location Managers (and above) can see the notes.
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When enabled, all users within the organisation can view booking notes, even if they are not part of the booking.
Business rules information overview