Questions that were answered during the webinar on 29 Oct 2025:
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Will a summary and slides be circulated to attendees?
Yes, the slides and recording will be available from tomorrow on the Matrix Booking redesign information page along with a summary of the questions and answers raised. -
Is the content delivered all available post the webinar ending today?
Yes, the slides and recording will be available from tomorrow on the Matrix Booking redesign information page along with a summary of the questions and answers raised. -
We have a building going live in November. Would it be possible to introduce these new users to the new design instead of the current design?
Yes, users will be able to access the new site in the new design when you are ready. There will be a new link that can be shared so your teams can see the new version. We will reach out to you after this to discuss that launch option for you. -
Could you provide the link to the new app in the chat or by email please?
Absolutely – we’ll reach out to you later today. The URL will be: https://app.matrixbooking.com/book/ -
We do not have nice photos and an intro for our hubs on Matrix Booking. Do we need to add them for the site details?
They aren’t essential as the system will work fine without them, but you may wish to take this opportunity to add some to get the most out of the new design. -
Will new versions of the mobile apps for Android or iOS all be re-released on the same or parallel time frame as the main web UI changes? Or are these separate?
Our mobile app (available from the App Stores) isn’t changing as part of this update. The current app already meets the required accessibility standards. Although, we’ll be looking at bringing it in line with our new design system next year. -
Can we have some prompts from this session please? For example, your nomination to allow someone to book on your behalf will carry over but not available from the start of the new system from 12 Dec.
The slides from this session will be available tomorrow on the Matrix Booking redesign information page . To clarify, the ability to nominate someone will be available soon and definitely before the mandatory switchover on the 12 Dec 2025. -
Why are you giving us a very short period of time to switch over to the new version? It doesn't really give us enough time to inform the business of the changes and training.
We’ve been communicating this change for over a year and actually did delay it a little as it was due to go live in August, which was the first scheduled date we communicated. We moved this to end of October to allow people a little more time to prepare for this change and also to allow us to squeeze in a few extra features. -
Will currently deactivated users (listed on the old system) be automatically transferred over to the new system or will they disappear?
The Matrix Booking data behind this design is exactly the same. Your hierarchy, users, bookings, and so on will all remain exactly as they are. These aren’t being touched as part of this process, so a deactivated user will remain deactivated until you reactivate them (or ask us to reactivate them). -
Is it up to us as admins to communicate this new design to all of our users or will there be a bulk comms about the changes from Matrix?
Please use the time before 12 Dec 2025 to update any internal documentation that you may have and familiarise yourself with the new system. Administrators can also share the link to the new Matrix Booking with other users if they would like to. Normally, we don’t communicate directly with all of your staff and teams as all customers prefer that this is owned by yourselves as you know your teams better than anyone. It also allows you to use your own communication style, tone, and channels. -
Currently users can only book rooms up to the 3 months in advance whereas admins can book ahead of that time. Users have complained about the lack or availability of rooms even 3 months ahead because admins have booked the rooms. Will users be able to book rooms beyond the current 3 month limit in the new Matrix Booking?
Administrators or location administrators can configure how far in advance users can book for any resource and you can amend that yourselves at any time. It may be that you have too many staff set up as administrators which gives them more access than perhaps they need. We’re happy to review this with you if you wish to reach out to your customer success manager. However, the system change isn’t impacting this at all. Your defined business roles and access levels are all unaffected by this change. For more information, access our Support Portal . -
Are you going to share a document with us (Powerpoint, maybe) that we can use after to send to our staff when we inform them about this change to the new version?
The slides and recording of the webinar will be available on this page on 31 Oct 2025. You can also share the Training Hub with users ahead of the final switchover on 12 Dec 2025. -
Most of our colleagues use the landing page and once they have highlighted “parking” or “desk” they then look at the “Now function” to see the interactive site map to be able to see where the spaces are. Is that functionality available for main users when they land?
We’ve removed the “quick search” links in favour of “smart defaults” in the search criteria. By default, the date is set to “today” and the time is “now” (to the nearest half-hour increment). Using the previous function, it ran a search across every location rather than just focussing on the location you wanted or the location you searched on last. -
Do links and email addresses included in the Site Details description field now appear as “clickable” links?
No, currently the site details text itself is just text. Should you wish to add links to this area you can add them as links in the Media tab of the site and these will pull through as live links. -
Does this change affect the Microsoft 365 integration? Our users use Outlook to book rooms. Will the booking on behalf setting already in place transfer over? You said this function is not available yet, but does it affect current settings.
Yes, you’ll still be able to book on behalf as of today. It’s just the preferences (to change who can book on your behalf) that won't be in the new version during this early access phase. This will certainly be there before go live on 12 Dec 2025. -
Is "Booking Owner" the same as a "Host" in Matrix (currently in Matrix the booking owner is not labelled on the booking form, but appears listed as default '(host)' within Attendees)?
Yes, booking owner is the same as the booking host. -
Can any of the attendees check in or does it have to be the owner?
The new design doesn’t change the functionality that you have in your system. Both options are still available. If you’ve set it so staff can check in their own visitors, that will stay the same. If you’re referring to checking in to meeting or starting meetings, again the functionality and settings will remain exactly as you have them now. -
Do you need to put a cost code in for every booking? Is there anyway to make a booking without?
No, this isn’t mandatory for every organisation. As an administrator, you can set this up to be mandatory for any resource should you wish to. However, if cost codes aren’t currently mandatory in your organisation, this will remain the same in the redesigned Matrix Booking. In our demonstration environment, they just happened to be switched on for those rooms. -
How do you book on behalf of someone not on the booking owner dropdown list? Is this different for admins? Can you manually enter an email?
Administrators can book on behalf of any user in your organisation without having to be nominated. For this reason, you’ll be able to begin typing a users name and select them from the list. Standard users have to be nominated to book on someone’s behalf, and therefore they will no longer have the option to search for a user. Instead, they will select the user from the list after selecting change. -
When creating a booking, can you no longer search all day or all week?
When searching for availability, you certainly can specify the search to look across the whole day. Currently, you can’t search across a whole week. These wide searches for availability for any time and any duration can return a large number of results. To keep this manageable, this is restricted to a specific date. -
Can I search for both rooms and desks at the same time – or just rooms and then separately just desks? (this is a question we get asked often about the existing UI)
No, you would need to select a resource type to search for availability. However, you can now view all resource types at once when in the All Bookings tab . -
Is there anyway to set bookings so that you don’t need to add a cost code or is this required for every booking?
Yes, you can set up cost codes for some or all of your resources. They don’t have to be required for everything. That is current functionality and is not changing. If you didn’t ask for a cost code last week, the system won’t ask for one next week (unless you specifically turn that setting on). -
When you’re looking at bookings that have already been booked. On hover over, does it still give you information about the booking?
You can select on any existing bookings to see the details . For example, from the Floor plan view, Schedule view, List view, or Table view. -
Can you book multiple desks at a time by selecting the white space within the schedule across available desks for the same time slot or day?
No, that isn’t possible currently. -
Can you edit or remove “Options” like catering from the “new booking” options?
The Options section will only appear if the resource actually has options . If the room doesn’t have catering, this won’t be shown. This is the same in the new Matrix Booking as it is currently. The display is changing, but not the underlying logic that decides when to show it or not. -
Can the map key be repositioned?
No, the key is fixed in bottom-right corner as it is today. -
Can I book for different people on the same time and same day as an administrator?
Yes, this feature exists now and will still continue. -
Is the "Allow resources to be added to a basket for booking together as a group" feature still in this UI, or removed or done differently?
Yes, this functionality will certainly be in there. It’s just being finalised at the moment, so will be added in a week or two but certainly there before launch. It will look a little different (better) and be more accessible. -
Can you turn off repeat bookings?
No, it isn’t currently possible to turn off repeat bookings. However, you can request a business rule to be enabled to only allow single bookings so it does prevent repeat bookings from being made, but this applies to all users across all sites and for all resources. -
Might be jumping ahead but, will the kiosk and signage apps interface be updated too?
Absolutely. Once this is completed, we’ll be working our way through all of our apps to ensure they pick up all of the design system elements to bring consistency of experience across as many of them as possible. We continue to strive for great accessibility. -
Is there an option to block book?
This is based on your existing rules and these won’t change. If you allow staff to do that now, this will continue. If you’d prefer they didn’t, you could look to amend your rules and use this relaunch as an opportunity for you to try some slightly different business rules. -
Will the reception visitor report still be available as a basic option?
Yes, all receptionists (as well as location managers, location administrators, and administrators) will be able to see the new Visitor page and look at visitors for any day of their choice and interact with them (edit them, check them in, and out). Should they wish to run reports on visitors, this area has moved to our new reporting area Matrix Booking Insight . -
Can you change the booking times in a repeat booking?
As of today, it’s only possible to change the times for a single occurrence of a repeat booking and not the series. -
We have an Android device set up as a kiosk to manage check-ins for a specific zone. I assume this view will also change?
As this is an Android device, this is most likely using either our Welcome app or our Floor plan app. Neither of these are changing just yet, though the plan is to update these with these new design elements as soon as we can. So for this period, these will certainly not change. -
Will the basket booking function still be available?
Yes, although it won’t be present initially (from 31 Oct), but will be added before the end of the parallel run. -
Can we still restrict repeat booking to a given period of days or weeks to avoid unlimited repeat bookings?
Yes, this setting remains the same. -
Are there filter functions when booking desks (for example, dual screens, standing desks)?
Yes, you’ll still be able to filter based on available facilities as you can in the current version. As demonstrated in the webinar, these facilities can be selected directly below the search details as opposed to being on the left previously. -
Is the e-mail notifications setup or control still in the same place on a User’s profile? Is it still only controllable by them individually or by admins too?
From the 31 Oct, users will need to continue to manage email notifications via the current version of Matrix Booking. During November, we’ll be adding the ability to do this via the user profile section in the new version. This will need to be done by the individual as of today. -
Can you set default view when booking a desk that is the floor plan rather than a list or schedule? Or does the system remember the last view you used?
No, it isn’t possible to set a default view for the search results currently. If you have your desks set to half day or whole day time slots by default, the default view when you search will be the Floor plan view. -
We would benefit from a session on Insights reporting.
Look out for our e-learning module on Matrix Booking Insight which will be available shortly on our Training Hub . If you’d still like to discuss further training, contact your customer success manager . -
For any existing customisations such as column set up in the Bookings view, will users need to set these up again in the new version or will it be brought across?
Unfortunately, existing view setups won’t be carried over into the new version. -
In the new version, will I still be able to receive email notifications to approve bookings?
Yes, the notifications that are already in place will continue uninterrupted. The ability to view and amend them will also be there during the later stages of the parallel run. They can be amended using the current version should you need to edit them before 12 Dec. -
Is it likely that individuals will be able to “opt out” of visibility in the “Find Someone” feature, if not this UI, in the future (we are asked this often especially by HR colleagues)?
This is a suggestion that has been raised before and is something we’re considering as a future enhancement. -
Can you use find someone on mobile?
Yes, you’ll be able to use this new version of Matrix Booking on your mobile’s browser. Everything you’re seeing works well on smaller screens. -
Will the way we upload new floor plans change, as well as the Locations and resources hierarchy views?
No, currently most of the administrator functions and features remain exactly as they are now, but with some new navigation. In the new year, we’ll start to look at applying these design improvements to the Admin area, but for now, all of your administration features around hierarchy and floor plans will remain the same. -
Can the Visitor List results be exported to Excel by an end user if required?
The Visitors screen is available for receptionists to view and to check in and check out visitors. If they need to run reports or export this list, it’s now available in Matrix Booking Insight and is available to receptionists, location managers, location administrators, and administrators. -
Currently, if I move a meeting to another room while it’s still tentative, Matrix Booking automatically changes the colour to make it look like it has been approved when it hasn't. Has this been updated on the new system, so that it stays on the tentative colour pending approval?
Tentative bookings (now called Awaiting approval) in the new version are represented on the Schedule view with a dashed border. As long as you move the booking to another room that also has approvals turned on, the booking will keep its Awaiting approval status. In the Table and List views, the Awaiting approval status will appear within a yellow pill. -
Please confirm the 12 December date is none negotiable for the switchover.
Because we’ve been planning and communicating this for over 12 months and organisations require certain lead times for change management processes and documentation updates, we’ve tried to prevent any ambiguity with multiple dates, so we do have 12 Dec as our final switchover date when the new site will become unavailable. Due to the technical changes needed as part of the switchover, we’re unable to continue the parallel run any longer than that. -
Can we book external guests for desks?
Yes – this is current functionality and is also available in the new design. -
We don’t want everyone having to add a cost code on meetings or bookings. Is there a way to stop this being a requirement? It looked like the cost code section was mandatory.
This functionality isn’t changing. This is an option currently available – we had it switch on in our demonstration, but this will work exactly the same whether your organisation has these on or off. -
Is there a demo of how this will look in the mobile app?
You can access the redesigned Matrix Booking from any device from the 31 Oct, provided your organisation allows you to access Matrix Booking on a mobile device. -
Will the existing NFC or QR tags continue to work?
This functionality isn’t changing. The codes remain valid and aren’t affected by this update. -
The option to try new Matrix Booking – is that available for everyone? We don’t want our users seeing this just yet in our environment?
Only administrators will see the link to the new version from 31 Oct. You can share the link as and when you’re ready. -
Will this recording be available for us to share with our admin teams?
Yes, this webinar is available on this page: https://docs.matrixbooking.com/kb/new-matrix-booking-web-application . Additionally, all administrators were invited to the webinar. -
What about adding users and deactivating users?
This process will remain the same as it is currently. -
Does or can the desk management system autocancel?
Yes, you can enable check-in rules for desks. You can access which provides step-by-step instructions on how to do this. Alternatively, you can reach out to your customer success manager who will be happy to discuss how to do this on a call. -
Can you still see the full history of all bookings individually?
The booking history tab is displayed when viewing any existing bookings as of today. Standard users can see the history of their own bookings. Administrators can see the history of any booking. -
Will there be a video demonstration available for all staff to watch if they need it?
Yes, our new Introduction to Matrix Booking e-learning module will contain videos of how to use the redesigned Matrix Booking, and they can also watch the webinar recording to hear a bit more about the background behind the new design. -
In normal user’s perspective, will they have any chance to watch a short video on what changes after 12 Dec? It seems like normal users will only see the new design and use it on 12 Dec.
Standard users will be able to access the e-learning modules so see an interactive view of the new design from 31 Oct onwards. You can also share the new version of Matrix Booking link with your staff if you wish. We aren’t pushing this directly to your staff as your teams may all be moving at different speeds, so we’re allowing you to manage that flow of information. -
Can we now allow staff to view meeting rooms, but not book them ?
Configuration options in Admin aren’t changing as part of this update. You can achieve a similar result by using the advance booking rules that exist today. -
Is it possible in the new version to assign Users to groups when we create new Users within the same profile?
This isn’t something that is changing as part of this update, but we’re aware that this is a particular pain point for some customers. It will be something we look to address when we make improvements to Admin in the new year. -
We don’t currently use individual desk booking at our hub, which is zoned according to function. Is the suggestion that desk booking becomes necessary everywhere?
No, your existing setup will continue to work exactly as it does today. -
Can you share this Q&A log after the call so we can document and share with our users ahead of questions from them please?
As requested, all the questions raised in the webinar, along with a few others that customers have raised with us directly. -
Do admins users need to book on the additional training?
The new design is very intuitive and so shouldn’t need any additional training. Our e-learning modules and Administrator guide have been updated so these should provide any help you need. However, if you’d like to discuss additional training at any time, contact your customer success manager .