--- language: "en" --- # Matrix Booking Knowledge Base This is our document storage and sharing area. All our documents will have a dedicated link. If you have reached this page, please return to the link that Matrix Booking provided you with to see the document or guide you're looking for. --- language: "en" --- # Additional support and information You'll find all the additional support and information you need below: * [Matrix Booking accessibility](https://docs.matrixbooking.com/kb/matrix-booking-accessibility.md) * [Matrix Booking Onboarding Hub](https://docs.matrixbooking.com/kb/matrix-booking-onboarding-hub.md) * [Support level agreements](https://docs.matrixbooking.com/kb/ag-support-level-agreements.md) * [Tell us what you think](https://docs.matrixbooking.com/kb/tell-us-what-you-think.md) * [What makes Matrix Booking unique?](https://docs.matrixbooking.com/kb/what-makes-matrix-booking-unique.md) * [Matrix Booking Fair Usage Policy](https://docs.matrixbooking.com/kb/matrix-booking-fair-usage-policy.md) * [Product roadmap](https://docs.matrixbooking.com/kb/product-roadmap.md) --- language: "en" --- # Admin as a Service (AaaS) – Welcome on board Welcome to **Admin-as-a-Service (AaaS)** --- we're really pleased to have you on board. This welcome pack is designed to help you get started quickly and understand how to get the most value from the service. ## What is Admin-as-a-Service? Admin-as-a-Service gives you direct access to our experienced admin team to handle day-to-day Matrix Booking administration on your behalf. Think of us as an extension of your team --- here to take care of routine admin tasks so you don't have to. ## What you can ask us to do You can use Admin-as-a-Service for tasks such as: * Creating or updating buildings, floors, and resources * Managing users and administrator access * Applying or updating business rules * General configuration changes and ongoing admin maintenance If you're ever unsure whether something is covered under AaaS, just ask --- we're happy to advise. ## What's included / What's not (quick reference) ### ✅ Included Admin-as-a-Service is ideal for: * creation and maintenance of user groups, permissions, and individual user roles * management of any users within the Matrix Booking directory * realignment of users that may be in other organisations * maintenance of all resource business rules and settings * configuration of any functionality and features we provide * onboarding and off-boarding of new sites, buildings, locations, and additional resources * configuration of your hierarchy (for example, buildings, floors, rooms, or other resources) * configuration of other Matrix Booking applications (for example, Matrix Sense) * running of any standard reports available within the system ### ❌ Not included Admin-as-a-Service does not replace: * end-user support queries (e.g. "How do I make a booking?") * training or onboarding sessions * bugs, incidents, or system outages * new feature requests or product enhancements * integrations * setting up Cross org sharing networks * [design or redesign of floor plans](https://docs.matrixbooking.com/kb/floor-plan-redraw-service.md) (we have another service for this) * running reports that aren't available in Matrix Booking * all non-office hours work (outside Monday to Friday 08:00 AM -- 6:00 PM, except public holidays) would be considered out of scope and would be charged extra if this were required (this charge depends on the scope of the work -- [++contact your Account Manager++](mailto:accountmanagement@matrixbooking.com) to discuss this) If something falls outside Admin-as-a-Service, we'll let you know and guide you to the right support path. ## How to raise a request Raising an Admin-as-a-Service request works just like raising any other support issue: 1. Visit [https://support.matrixbooking.com](https://support.matrixbooking.com/) or raise directly from within the Web Application 2. Log in to the support portal 3. Select **Admin as a Service Request** 4. Tell us what you'd like us to do Our team will pick up the request and get started as quickly as possible. Most requests are completed very quickly, and if we need clarification or there's any delay, we'll let you know straight away. ## Need something quickly? Use Support Chat For quick questions or simple requests, you and your administrators also have access to **Support Chat** --- a real-time chat option available directly in Matrix Booking. * Average response time: **\~30 seconds** * All chats answered within **five minutes** * If something needs more work, we'll turn the chat into a support ticket for you To access support chat, simply log in to Matrix Booking, in the top right of the screen there is a 'Question Mark' icon. Click here to open your 'Help' options. Select 'Start a support chat'. ![image-20260130-124634.png](https://docs.matrixbooking.com/__attachments/a_f2aa039ea7d3553195315bc45b58348dcd59ffd074bcc21869ba98c07271754a/image-20260130-124634.png?cb=cd91c629ebc6779e5b160d6fb99bf243) ## Your first steps (recommended) To get the most out of Admin-as-a-Service, we suggest: * Raising your first request to familiarise yourself with the process * Letting your internal admins know they can use Support Chat * Using AaaS for routine changes to save internal time ## We're here to help Our goal is to make managing your Matrix Booking environment easier and more efficient. If you have questions at any point, just raise a request or start a chat --- we're here to help. We look forward to supporting you. --- language: "en" --- # Administration as a Service (AaaS) This page explains our Administration as a Service (Admin as a Service or AaaS) that we provide to customers. We can manage your bookings and resources in the way that you want: 1. [Introduction](https://docs.matrixbooking.com/kb/administration-as-a-service-aaas.md#introduction) 2. [Our service](https://docs.matrixbooking.com/kb/administration-as-a-service-aaas.md#service) 3. [Pricing](https://docs.matrixbooking.com/kb/administration-as-a-service-aaas.md#pricing) 4. [Next steps](https://docs.matrixbooking.com/kb/administration-as-a-service-aaas.md#next-steps) ## Introduction Matrix Booking offers the ability for you to outsource the day-to-day administration of your system to us so we run it for you. This type of service is useful if you don't have a team with the resources to make the changes you need or if those teams don't use the system often and you would prefer someone else to make the changes for them. ## Our service The types of tasks we'll provide for you include: * creation and maintenance of user groups, permissions, and individual user roles * management of any users within the Matrix Booking directory * realignment of users that may be in other organisations * maintenance of all resource business rules and settings * configuration of any functionality and features we provide * onboarding and off-boarding of new sites, buildings, locations, and additional resources * configuration of your hierarchy (for example, buildings, floors, rooms, or other resources) * configuration of other Matrix Booking applications (for example, Matrix Sense) * running of any standard reports available within the system In addition to this, we'll also enable Support Chat for you so you can ask simple questions quickly and easily without the need to raise a support ticket. ### What's not included Matrix Booking is unable to carry out the following tasks as part of this service that remain under the ownership of the organisation: * [design or redesign of floor plans](https://docs.matrixbooking.com/kb/floor-plan-redraw-service.md) (we have another service for this) * running reports that aren't available in Matrix Booking * editing the configuration or user access within an organisation's SSO or Active Directory * all non-office hours work (outside Monday to Friday 08:00 AM -- 6:00 PM, except public holidays) would be considered out of scope and would be charged extra if this were required (this charge depends on the scope of the work -- [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss this) ## Pricing The price model is solely based on the number of resources within your organisation: | **Number of resources** | **Price per month** | |-------------------------|---------------------| | 0 (hub) | £200.00 | | 1 to 99 | £500.00 | | 100 to 249 | £650.00 | | 250 to 499 | £800.00 | | 500 to 999 | £1,000.00 | | 1,000 to 1,999 | £1,500.00 | | 2,000 to 2,999 | £1,750.00 | | 3,000 to 3,999 | £2,000.00 | | 4,000 to 4,999 | £2,250.00 | | 5,000+ | £2,500.00 | ## Next steps To find out if this service would benefit your organisation, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com). --- language: "en" --- # Administrator training As part of your Matrix Booking implementation, administrators from your organisation must attend an administrator or tenant administrator training session before going live. This ensures they are fully equipped to provide end-user support and can efficiently raise support tickets if any issues arise. A representative from our Training Team will contact you during your implementation to schedule your training session at a mutually convenient time. ## Why is administrator training necessary? Administrator training is essential for ensuring that administrators can effectively manage, maintain, and troubleshoot the system going forward. Key benefits include: * **Efficient system management** -- helps administrators understand system setups, user access controls, and performance optimisation. * **Security and compliance** -- covers best practices for data security, user permissions, and compliance with internal business rules. * **Troubleshooting and support** -- equips administrators with problem-solving skills to quickly identify and resolve user issues. * **Customisation and optimisation** -- enables administrators to set up the system to meet changing business needs and improve workflow efficiency. * **User support and training** -- empowers administrators to assist end users, answer questions, and provide internal training. * **Integration with other systems** -- ensures seamless integration with Matrix Booking's suite of integration options and data flow across systems. * **Reporting** -- provides an overview on how to extract and use data from the Matrix Booking Reporting suite. ### Additional training options Matrix Booking recognises that some clients may require more comprehensive training. If you wish to purchase additional training in the future, simply reach out to your Account Manager or Customer Success Manager (CSM) to discuss your needs. For more information, [see our Training Hub](https://www.matrixbooking.com/training-hub/). Matrix Booking is committed to providing ongoing support for your administrators after the "Go live" phase. To explore our support model and available options, [see Support page](https://docs.matrixbooking.com/kb/support.md). *** ** * ** *** [**❮ Back to homepage**](https://docs.matrixbooking.com/kb/matrix-booking-onboarding-hub.md) --- language: "en" --- # Advanced booking group rules error messages ## Problems 1. *I got an error message trying to set up a group rule in the Advanced booking rules section. What do I do?* 2. *My Advanced booking group rules aren't working.* ## Solutions | **Error message** | **Why has this happened?** | **What to do** | |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![Error message. Advanced booking rules for Meeting Rooms should have a different period with the furthest out at top and the nearest at the bottom.](https://docs.matrixbooking.com/__attachments/a_1cf080361d2760ae8fd9fd6ce69d07f57cb38e51521e9d5c576de4b4eaba3a2f/image-20240201-155424.png?cb=c4f31b30b8e6ce03f2cd62bc789a2c08) | A lower priority group was given more time in advance than a higher priority group. ![a higher priority team was given 10 days in advance when a lower priority team was given 11 days in advance, causing the error.](https://docs.matrixbooking.com/__attachments/a_2a4fbbb8280c7056feb107320e86de5a01d5c674b792686c412a8460785bb82d/image-20240215-113532.png?cb=1ae898a25913f1a450e4a2ca33cc3727) | You need to either: * Change the number of days, weeks, or months of either group rule so that the higher priority group has more time in advance. * Change the days, weeks, or months using the dropdown list of either group rule so that the higher priority group has more time in advance. * Remove the group rule if it isn't needed. | | ![Error message. Multiple advance booking rules should not have the same period for Meeting Rooms. Ensure that each rule has a different period with the furthest out at the top and the nearest at the bottom.](https://docs.matrixbooking.com/__attachments/a_02fde797233d4128eaaafa06222ce2ed5918806b4827e4aa4f685cb34fdecb1b/image-20240215-111932.png?cb=8a62d24f3a0ff7ad3d43c9bf99b8d0a6) | A lower priority group was given the same amount of time in advance than a higher priority group. ![A higher priority team was given 10 days in advance when a lower priority team was also given 10 days in advance, causing the error message.](https://docs.matrixbooking.com/__attachments/a_e60f470a18ed67ac9da913cbac4264624e9b7606929080925d2281052a5a87a0/image-20240215-111843.png?cb=97e24da37e04f239b2c3830a5139c434) | You need to either: * Change the number of days, weeks, or months of either group rule so that the higher priority group has more time in advance. * Change the days, weeks, or months using the dropdown list of either group rule so that the higher priority group has more time in advance. * Set up an Advanced group that combines the two groups into one group and have one group rule for the combined groups: 1. Select **Remove** next to the group rules. 2. Select **Save** at the bottom of the dialog. 3. to combine the two groups. 4. again for the new advanced group. * If you don't need the rule, select **Remove** next to the group rule. Afterwards, select **Save** at the bottom of the dialog. | | ![Error message. Select a group for the advance booking rule for Meeting Rooms.](https://docs.matrixbooking.com/__attachments/a_b32c6ab30ba0b59091ac26292fcd993ffcd635f995118eccfd2588e100390a91/image-20240201-155726.png?cb=6f0e6f34162f00bb8dadd592ee86e4d4) | The group wasn't assigned in using the *Group* dropdown list. ![A new group rule has been made, but the group has not been assigned, causing the error.](https://docs.matrixbooking.com/__attachments/a_5e06e38d74418dd5431e829546d00ccd68389f71feecd154114102bdd1df69dc/image-20240215-114005.png?cb=41d6fe521261496fc341acdb45bf0a09) | * Select a group from the Group dropdown list and select **Save** at the bottom of the dialog. * If you don't need the rule, select **Remove** next to the group rule. * If you don't have a group set up, you'll need to: 1. Select **Remove** next to the group rule. 2. Select **Save** at the bottom of the dialog. 3. . 4. again. | **Note** : if any of the above issues continue, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9) and our Support Team will investigate the issue. --- language: "en" --- # Administrator guide – Access profiles and user accounts This page explains the different access profiles or user accounts that people in your organisation can have, from the lowest level of access to the highest: 1. [Options and controls](https://docs.matrixbooking.com/kb/ag-access-profiles.md#options-and-controls) 2. [What each role can do](https://docs.matrixbooking.com/kb/ag-access-profiles.md#what-each-role-can-do) 3. [Service provider role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#provider) 4. [Visitors evacuation list role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#visitors-evacuation-list-role) 5. [View-only role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#read-only) 6. [Receptionist role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#reception) 7. [Standard user role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#user) 8. [Location manager role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#location-manager) 9. [Location administrator role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#location-administrator) 10. [User administrator role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#user-administrator) 11. [Administrator role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#administrator) 12. [Hybrid role](https://docs.matrixbooking.com/kb/ag-access-profiles.md#hybrid-role) 13. [Workplace roles](https://docs.matrixbooking.com/kb/ag-access-profiles.md#workplace-roles) ## Options and controls To control users' visibility, you can: * [Edit their user account type](https://docs.matrixbooking.com/kb/ag-user-account-management.md#edit-user). ![Type of user and permissions sections of the new user dialog.](https://docs.matrixbooking.com/__attachments/a_c28ac0f624993594ddc18048e15b6d936c0bd831749351aaa0ad75623fd8f2ee/image-20260701-103055.png?cb=803f0739c822cd68f7461b019a1a9b6f) * Put them into groups to [only book certain resources](https://docs.matrixbooking.com/kb/ag-security-groups.md#restrict-access). * [Set how long in advance they can book them](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#advance-booking-rules). * [Prioritise groups to give them different advance booking windows](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#restrict-access-to-advanced-booking-rules). ## What each role can do For the table below that gives a short guide on what each role can do, a key has been provided to describe the different roles, access profiles, and user account types: | **Shortened term** | **Full term** | |--------------------|--------------------------| | SP | Service provider | | VEL | Visitors evacuation list | | VO | View-only | | R | Receptionist | | SU | Standard user | | LM | Location manager | | LA | Location administrator | | UA | User administrator | | A | Administrator | By default, most of the common capabilities that the different types of users have are: |-----------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------| | **Role** | **SP** | **VEL** | **VO** | **R** | **SU** | **LM** | **LA** | **UA** | **A** | | Should the role be location specific? | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | | | Create, edit, or cancel their own bookings | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | View bookings made by other users | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Edit or cancel bookings made by other users for specified locations | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Edit or cancel bookings made by all other users at all locations | | | | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Access the Visitors screen | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Access Matrix Booking Insight | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Access the Work requests screen | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Add, edit, deactivate, and reactivate users | | | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Add or edit user groups | | | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Change the resource configuration for specified locations within the organisation | | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Change the configuration for the whole organisation | | | | | | | | | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | As each role increases in access level, they will be able to use more of Matrix Booking and complete different tasks. However, access can be given to different users with different features, settings, and [options and controls](#) being switched on or off as well as giving individual access to certain users. Read the following sections to learn more about each role. ## Service provider role This is a read-only view that shows any extras or options that have been requested as part of a booking. For example, catering, a specific type of room layout, or a piece of equipment. Many organisations use third parties to manage this so the ability to make bookings isn't there for these logins. These accounts can be set up where providers can make bookings. To do this, select the **Bookings** and **Service provider** tick boxes when [adding your provider](https://docs.matrixbooking.com/kb/ag-user-account-management.md#add-new-user). Providers can be set up without an account. They can manage requests by receiving just emails and without logging in to Matrix Booking. Speak to your provider to agree how they would like to be notified, how they would like to manage requests, and whether they need to make bookings. ## Visitors evacuation list role Access to the ++Visitors evacuation list tab++ is controlled by the *Visitors evacuation list* role. This role works similarly to the receptionist role in that it can be assigned per reception. You may want to assign this to your health and safety or fire warden staff members. ## View-only role As its name suggests, this role gives the user visibility on bookings, but no ability to make or edit bookings. If you want to prevent these users from having access to resources or locations they shouldn't have access to, you need to take some steps to ensure you don't restrict access for everyone else. For example, your organisation has 1 read-only user that should only have access to 1 meeting room. The administrator has to: 1. [Add a user group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-user-group) for all the other users (excluding the read-only user). 2. [Restrict access to](https://docs.matrixbooking.com/kb/ag-security-groups.md#restrict-access) to this user group for all the other resources on the same level as the meeting room. 3. Restrict access to all the other locations to this user group. You've restricted access for all the other users that has ultimately restricted the 1 read-only user to view this 1 meeting room only. It hasn't stopped other users accessing the locations and resources they use and book. These steps can also be applied to other user account types and other users. ## Receptionist role This role gives the person visibility on visits and visitors on the *Visitors*screen. They can: * Add visits and visitors * Import visitors. * View who the visitors are visiting and when. * Check in visitors. * View visits. * Ensure declarations are completed by visitors. This role must have at least 1 reception assigned to it. Receptionists won't have access to other receptions that they aren't assigned to, including in reception sharing or resource sharing scenarios. Receptionists can only make or edit their bookings if they have been given this ability. With the redesign of Matrix Booking, the reports have been moved to [Matrix Booking Insight](https://insight.matrixbooking.com/). This role will have limited access to view the *Visitors* dashboard. Detailed analytics and rich datasets are provided in the *Visitors* dashboard, and can be exported and printed off if needed. ## Standard user role People with this role can make bookings, amend any bookings they have previously made, and see the availability of resources. They won't have any level of access beyond this which is ideal for most of your staff. ### What standard users can see by default | Information type | Their own bookings | All other bookings associated to resources that they have access to | |------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------| | Date and time | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Booking title | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Booking owner | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Attendees | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Cost code | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Options | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Notes | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | Booking history | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![Example standard user view of a booking that they haven't booked or are invited to.](https://docs.matrixbooking.com/__attachments/a_8f379b97e29325bdbf37a78fd4c948b47c6009d38e03aaad72a1be9d510fb505/image-20260224-133314.png?cb=016c796930a4eb0a77dfc5d6ffc577ca) Other options that affect what standard users can see: * [The limit booking data visibility feature](https://docs.matrixbooking.com/kb/gdpr-data-retention-privacy-limiting-visibility-an.md#limit-data-visibility). * [The booking data anonymisation feature](https://docs.matrixbooking.com/kb/gdpr-data-retention-privacy-limiting-visibility-an.md#anonymise-data). * [The visitor data anonymisation feature](https://docs.matrixbooking.com/kb/gdpr-data-retention-privacy-limiting-visibility-an.md#remove-visitor-information). * The hide external users feature. * My bookings screen also shows the bookings you've been invited to feature. * Remove all the screens under Bookings screen except for My bookings. ### What standard users can do These are the screens possibly available to standard users depending on your setup: * New booking. * [Bookings](https://docs.matrixbooking.com/kb/ag-reporting.md): * [My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) -- available by default. * [All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md) -- available by default, but can be switched off. * [Find someone](https://docs.matrixbooking.com/kb/find-someone-overview.md) -- unavailable by default, but can be switched on. * [Visitors](https://docs.matrixbooking.com/kb/ag-visitor-management.md#access-visitors-list) -- available if switched on. * [Basket bookings](https://docs.matrixbooking.com/kb/ag-event-management.md) -- available if switched on. * [Help text and e-learning modules](https://docs.matrixbooking.com/kb/ag-help-text.md) -- available if switched on. * User preferences and user information, including: * [Book on behalf](https://docs.matrixbooking.com/kb/how-do-i-book-on-behalf-of-someone-else-as-a-stand.md) -- see nominate users to book on your behalf and who has nominated you, or administrators. ## Location manager role A location in this instance can be a resource at any level. It can be 1 room, a group of desks in a zone, a whole floor, a building, or an entire organisation. A location manager can manage all bookings for this resource -- book, edit, cancel, rebook. They are unable to amend any of the room or building settings. If the room is set to need approval for bookings, the location manager can review and approve these requests. They can book a resource when the location is unavailable (for example, the location is unavailable between 6:00 pm and 12:00 am, if this setting is switched on). If a location manager has the authority to approve a booking and they book that resource, Matrix Booking can automatically book it for them and not ask them to approve it. To request this configuration setting to be switched as it's switched off by default, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/-1). This role will have limited access to [Matrix Booking Insight](https://insight.matrixbooking.com/) by only being able to view the data on the locations that they manage. **Notes**: * These features are only available for the locations and resources that you're a location manager for. For all other locations, you're considered a standard user and have standard user access. * If assigned to a reception, this role can import visitors. ## Location administrator role This role is designed to allow all the settings for a location to be managed locally (for example, room owner). You may have a Facilities Management (FM) team as location administrators for a building and a different FM team managing a different building. This level of access allows you to change all aspects of the location settings for all locations underneath them. For example, if person A is the location administrator for a building, they can change all location settings for every room, desk, or any other resource, in that building. In addition to the settings, the location administrator is also able to edit all the bookings in that location in the same way that the location manager can. Settings that can be edited by a location administrator: 1. Add and remove facilities from rooms. 2. Add and remove layouts for rooms. 3. Add and remove location managers and location administrators for resources that you're a location administrator for. 4. Change room, desk, zone, floor, building settings allowing you to: * Edit names of the resources (for example, Room 1 to Conference Room 1). * Availability (for example, don't allow bookings before *XX* or after *XX*). * Whether the resource requires approval when booking. * If meetings need to be started and if they auto cancel if not started. * Setting forward booking limits. * Making cost codes mandatory. * Making attendee count mandatory. * Making meeting titles mandatory. * Enabling visitor passcodes (for self-service visitor kiosks). * Add, removing and moving resources (for example, rooms) in the hierarchy. * Restricting access to resources, such as rooms using groups. * Changing digital room signage options for these rooms or other resources. * Uploading images, floor plans, other media, and attachments. This role will have limited access to [Matrix Booking Insight](https://insight.matrixbooking.com/) by only being able to view the data on the locations that they manage. **Note**: * These features are only available for the locations and resources that you're a location administrator for. For all other locations, you're considered a standard user and have standard user access. * If assigned to a reception, this role can import visitors. ## User administrator role This role is designed to allow someone to manage users in the Matrix Booking directories. This could be for your reception, front-of-house, or human resources staff. They can: * [Do what standard users can do](https://docs.matrixbooking.com/kb/ag-access-profiles.md#what-standard-user-can-do). * Access the *Admin* screen to: * [Invite, add, edit, deactivate, and reactivate users](https://docs.matrixbooking.com/kb/ag-user-account-management.md). * [Export and print lists of users](https://docs.matrixbooking.com/kb/ag-access-profiles.md#print-export-users). * [Edit user groups](https://docs.matrixbooking.com/kb/ag-security-groups.md#edit-delete-group) -- add and remove members of a user group. A user administrator can't do the following in relation to user groups: * Add new user groups. * Amend whether the group is used for reporting or not. * Change how the group is populated (either manually or via directory synchronisation). ## Administrator role This level of access is normally performed by a key super user from within your organisation, but it can be kept at Matrix Booking if the resources isn't available. Administrator access allows you to configure all the elements mentioned above, but for the whole site. In addition this role also allows you to: 1. Invite users to the system. 2. Manage users (for example, deactivating users or password resets). 3. Import and export users, visitors, and bookings. 4. Add new users (for example, users, providers, read-only). 5. Create, delete, and manage groups. 6. Edit and manage the internal and external directory. 7. Upload and manage all images and media associated with a location or resource. This role will have full access to [Matrix Booking Insight](https://insight.matrixbooking.com/) and the [Visitors screen](https://docs.matrixbooking.com/kb/ag-visitor-management.md) tabs by being able to view all the data of all locations and resources. [Find out more in the Administrator guide](https://docs.matrixbooking.com/kb/ag-homepage.md) ## Hybrid role It's possible to be more than one role type. For example, you could be a receptionist that can make bookings or a location manager of one area and a location administrator of another. Your users can be any combination of the following roles: * standard user * receptionist * visitors evacuation list * location manager * location administrator * service provider ## Workplace roles Workplace roles are separate from access profiles. * **Access profiles** control what a user can see and do in Matrix Booking. * **Workplace roles** identify people who hold a workplace responsibility or are a useful contact. For example, a user can have a standard user access profile and also be assigned the Fire Warden workplace role. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-logging-in.md) [Logging in](https://docs.matrixbooking.com/kb/ag-logging-in.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-user-account-management.md) [User account management](https://docs.matrixbooking.com/kb/ag-user-account-management.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Bookings screen: All bookings tab This page describes how to use the *All bookings* tab in the *Bookings* screen: 1. [Access the All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#access-all-bookings-tab) 2. [Approve a booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#approve-booking) 3. [Reject a booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#reject-booking) 4. [Check in to a resource](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#check-in-resource) 5. [Edit a booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#edit-booking) 6. [End a booking early](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#end-booking-early) 7. [Cancel a booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#cancel-booking) 8. [Reassign a booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#reassign-booking) 9. [Export search results](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#export-search-results) 10. [Limitations](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#limitations) ## Access the All bookings tab To access the *All bookings* tab: 1. Select **Bookings** in the navigation bar. The*Bookings* screen will appear. 2. Select the **All bookings** tab. The *All bookings* tab will appear. 3. Select the view you want: * **Table view** * **List view** * Calendar views: * **Schedule view** * **Day view** * **Week view** * **Month view** ![Calendar views dropdown.](/__attachments/a_8d14816c3d60e9420a348b654145f956636b6064db1d0f93cc1b3e87367d6c04/image-20260127-113646.png?cb=3a202c05a7e49b01ef578ffc60e5784a) 4. Select the resource type using the *Resource type* dropdown to filter your search on that resource type. 5. Select the location using the *Location* dropdown to filter your search on that location. 6. Enter a user name or email in the *User*search bar to search for their bookings. 7. Select the date range using the *Date from* and *Date to* dropdowns. 8. Enter a filter you want in the *Filter* search bar. 9. Select the filters you want. 10. Select the columns you want (where applicable). 11. Select **Search** to view the results based on your search parameters and filters. ![Table view of the All bookings tab in the bookings screen with 2 example bookings.](/__attachments/a_1bea26561e90d9e760f7e9ed854efb9a6f8e09a5a95ce2ac0c191f4319551549/image-20260106-162144.png?cb=730ec8a9908c591d725f8656c8a4d775) If you have them set up for your organisation, you can also search for bookings by workplace role as well as by individual user. To see when and where users with specific roles have booked: * Navigate to All bookings. The calendar \> week view is particularly useful. * Use the 'User or role' search parameter to enter a specific workplace role. * Use filters to narrow the results to specific locations if required. ![image-20260818-123952.png](https://docs.matrixbooking.com/__attachments/a_939015b84c687d148d68afa29815936450d58f891d90e05f1665cd5ffd592b4b/image-20260818-123952.png?cb=114da24723f91324256bc884b9d29566) ### Filters You can filter on the: * Resource type * Resource * Location (if left blank, it will search the whole organisation) ![Filter by location dialog.](https://docs.matrixbooking.com/__attachments/a_1c0f02b0cff94f3275cd60ac12434d0e90bc22d50059fa76acdf204ba4750967/image-20251008-144607.png?cb=f4ec02809b7222965503227d5198ac7a) ### Choose columns dropdown In *Table* *view* , the full list of columns in the **Choose columns** dropdown is as follows: * Resource (selected by default) * Date (selected by default) * Time (selected by default) * Title (selected by default) * Owner (selected by default) * # Attendees (number of attendees, selected by default) * Attendees * Cost code * [Status](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#booking-status-definitions) -- the category of your booking (for example, confirmed or tentative) * Group * Location * Site * Building * Floor * Zone * Owner email * Booked by name * Booked by email * Notes -- further information provided by the booking owner * Requests -- [booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) asked for by the booking owner (for example, catering) * Requests with times -- booking options asked for by the booking owner at a specific (for example, catering at lunchtime) ![Show columns dropdown.](https://docs.matrixbooking.com/__attachments/a_df069f94a31b575fc60b8fac5d91377a1e5cbe636e6d26c310898e4bf3be6950/image-20251008-144725.png?cb=83563b80b61ee37daf5f0fd014c43b03) ### Booking status definitions There are different statuses that bookings can have: | **Status** | **Definition** | |-------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | BOOKED | A booking that has been approved by a location manager or above, or accepted by the Matrix Booking system. | | AWAITING APPROVAL | A booking that has been made and is waiting for approval by a location manager or above. If not approved in time or rejected, this status will remain for the booking. | | CHECK IN NOW | A booking that can be checked in to. | | CHECK-IN REQUIRED | A booking that can't be checked in to as the check-in window hasn't elapsed. | | CHECKED IN | A booking that's been checked in to, but hasn't started. | | IN PROGRESS | A booking that has started. | | CANCELLED | A booking that was rejected, or manually or automatically cancelled (due to the booking not being checked in). | If a booking is approved, the status will move from AWAITING APPROVAL to either BOOKED, CHECK IN NOW, or CHECK-IN REQUIRED depending on your setup. If a booking is rejected, cancelled, or auto-cancelled due to a "no show", the booking will be removed from the tab. The booking then will then appear in the *Cancelled* tab. If a booking becomes unassigned, the booking will have whatever status it had at the time of the user's deactivation, but there will an \[X\] next to the user's name in the booking information panel. When a booking has been anonymised, it will display the booking owner name as Anonymisation Service \[X\] and their email address will also be anonymised. ## Approve a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To approve a booking in the *All bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Approve** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Approve** . The *Approve booking* dialog will appear. ![Approve button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_7e468a260e7688eebfff60767ed98c2cefbd3f8061c2d3297b28da927b8ef98c/image-20251010-150004.png?cb=57c85e3c3f38c24a26edd7b365247fb6) 3. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Approve booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Approve booking dialog.](/__attachments/a_cf72118bad361403c82e9c5de95983f95db8917f40f07624615bd17a564ef5b2/image-20251008-162401.png?cb=251ba61f5685279561703172ea060aa2) ## Reject a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To reject a booking in the *All bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Reject** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Reject** . The *Reject booking* warning dialog will appear. ![Reject button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_7e468a260e7688eebfff60767ed98c2cefbd3f8061c2d3297b28da927b8ef98c/image-20251010-150004.png?cb=57c85e3c3f38c24a26edd7b365247fb6) 3. *Optional* : enter the reason why the booking is being rejected in the *Reason for rejection* text box. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Reject booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Reject booking warning dialog.](/__attachments/a_f8ca4e0f5e5210846f2ad004f70aadd265b935b9bfd3bd2b2fd38428fdc22534/image-20251009-080541.png?cb=57e0680cf50a016e282d82bbe6b7efb0) ## Check in to a resource If [check-ins](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md) have been switched on, you'll need to check in to your resource before your booking start time. To check in to a booked resource in the *All bookings* tab depends on the view you've selected: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Check in** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Check in**. ![Check in button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_2e40a254b9ef6dffdce1852c463f8f87abdde09bc042cb61ea5f2826675bc402/image-20251010-151049.png?cb=9bba81a35d181400e17bfab0ae4a8f40) 3. Your resource has been checked in to. ## Edit a booking To edit a booked resource in the *All bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Edit booking** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . 2. Select**Edit booking** . The *Edit booking* dialog will appear. ![Edit booking button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_2e40a254b9ef6dffdce1852c463f8f87abdde09bc042cb61ea5f2826675bc402/image-20251010-151049.png?cb=9bba81a35d181400e17bfab0ae4a8f40) 3. Make the changes you need to. 4. If the booking is upcoming, select 1 of the following and the dialog will close to return you to the *Bookings*screen: * Select **Save and notify attendees** to keep your changes and let your invited attendees know of the changes. * Select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save without notification** to keep your changes without letting your invited attendees know of the changes. * If you added or removed at least 1 attendee, select **Save and notify all attendees** to keep your changes and let all attendees know of the changes. * If you added or removed at least 1 attendee, select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save and notify changed attendees** to keep your changes and let attendees know if they need to attend or not. * Select **Cancel** to discard your changes. ![Edit booking dialog with an example upcoming booking.](/__attachments/a_27fda43fdd5275591932126b2a0c30832480dff3c5789dc6b80ef0c043cbbb62/image-20260305-155440.png?cb=71597187203f688e2f439a6d45dfcbbc) 5. If the booking is in the past, select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Save changes** to keep your changes. * Select **Cancel** to discard your changes. ![Edit booking dialog with an example past booking.](/__attachments/a_0c17a41bb08930325e7235cdf55f69da158bdbd62fdd90d4bcf80e56723499de/image-20260305-155555.png?cb=1da55910d9f79611a646b69c651792f4) ## End a booking early To end a booking early in the *All bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **End now** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**End now** . The *End booking now* warning dialog will appear. ![End now button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_eb9f6904892a518b2c17181cc11356c41004ac11a97c4fffa430aa2c0ec9a142/image-20251010-151824.png?cb=e412118983c799ab3d9cb8c3b0896821) 3. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **End booking now** to end the booking early. * Select **Close** to keep the booking going. ![End booking now warning dialog.](/__attachments/a_d8ce1c8ebf7be492775e895e81ea6b5909021d2cc0260e2b3db08eaa74858bf5/image-20251009-082650.png?cb=a400582d53ce368f6866459b94d78dbe) 4. The booking will appear in any of the views with the new booking end time reflected. ![Calendar view of All bookings tab with a meeting that has a different end time than expected.](https://docs.matrixbooking.com/__attachments/a_2f3a0aba9aaeb48ce242062e78cab07d0856a0019dcc97f41d5104bd02acb779/image-20251010-152237.png?cb=5cf45a71b25c4ed529b318eb93b847e3) **Note**: if you have our Microsoft 365 integration and you end a booking early, the booking is removed from the resource's Outlook calendar rather than being updated to reflect the end time. This keeps the booking or calendar event in both the booking organiser's and the attendees's calendars. It also prevents an updated invitation being sent to the attendees with different meeting times. ## Cancel a booking There are 3 ways to cancel a booking in the *All bookings* tab: 1. [Cancel an individual upcoming booking](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#cancel-individual-booking) 2. [Cancel upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-cancel-bookings) 3. [Cancel all upcoming bookings](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-cancel-all-bookings) **Notes**: * Booking owners cancel their own bookings. Location managers and location administrators can cancel bookings for locations they have access to. Administrators can cancel bookings of all locations. * When cancelling someone else's booking as a location manager, location administrator, or administrator, you can provide a reason why the booking is being cancelled. ### Cancel an individual upcoming booking To cancel an individual upcoming booking in the *All bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Cancel** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Cancel booking** . The *Cancel booking* warning dialog will appear. ![Cancel booking button on booking in list view on all bookings tab.](https://docs.matrixbooking.com/__attachments/a_0e6f5f96fdbd5de3c990a5659364888a8fa8e19873afdebffb80990bb8774721/image-20251010-152722.png?cb=747d003d4037eb52ad127148cb3c1fa8) 3. *Optional*: if cancelling someone else's booking, enter a reason why the booking is being cancelled. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel booking** to cancel the booking. * Select **Close** to keep the booking. ![Cancel booking warning dialog.](/__attachments/a_af616bd42bca466865916b68ae944b85f10624b1bc364f8cc62f637e4b074ab8/image-20260714-085347.png?cb=bdedd17acdee9a303983a18f31acb24f) ### Cancel upcoming bookings in bulk To cancel upcoming bookings in bulk in the *All bookings* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to cancel. The bookings selected will be highlighted and the *Cancel booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of all bookings tab with an example booking selected for cancellation.](https://docs.matrixbooking.com/__attachments/a_0b4cd057100aa90306423ca92a97fa32497b12d803e037fe8c0a76d6475952b4/image-20251010-153510.png?cb=265b16c0d9870ab46021b5f2090ba1e6) 3. Select **Cancel booking (number)** . The *Cancel (number) bookings* warning dialog will appear. 4. *Optional*: if cancelling bookings for others, enter a reason why the booking is being cancelled. 5. Select 1 of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel and notify attendees** to cancel the booking and let your invited attendees know of the changes. * Select the dropdown next to *Cancel and notify attendees* to open the dropdown and select **Cancel without notification** to cancel the booking without letting your invited attendees know of the changes. * Select **Close** to disregard the cancellations. ![Cancel number bookings warning dialog.](/__attachments/a_fb30887aa9a1b504d949c1460cdf85939eb86f41bc19b8ebd1c5153a5b65040d/image-20260714-085543.png?cb=6c6592e9cf07a546b1772a1d5d0ef10a) ### Cancel all upcoming bookings To cancel all upcoming bookings in the *All bookings* tab, [follow the Cancel upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-cancel-bookings), but select the checkbox at the top-right of the table. This will select all upcoming bookings. ## Reassign a booking **Note**: Reassigning bookings is a Matrix Booking feature and isn't supported by Microsoft. Bookings can only be reassigned in Matrix Booking without our Microsoft 365 integration. There are 2 ways to reassign a booking in the *All bookings* tab: 1. [Reassign upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-reassign-bookings) 2. [Reassign all upcoming bookings](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-reassign-all-bookings) ### Reassign upcoming bookings in bulk To reassign upcoming bookings in bulk in the *All bookings* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to reassign to another user. The bookings selected will be highlighted and the *Reassign booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of all bookings tab with an example booking selected for reassignment.](https://docs.matrixbooking.com/__attachments/a_0b4cd057100aa90306423ca92a97fa32497b12d803e037fe8c0a76d6475952b4/image-20251010-153510.png?cb=265b16c0d9870ab46021b5f2090ba1e6) 3. Select **Reassign booking (number)** . The *Reassign (number) bookings* dialog will appear. 4. Begin to enter the new booking owner's name or email into the *New booking owner* text box. The *New booking owner* dropdown will appear. 5. Select their name from the dropdown. 6. Select either of the following and the dialog will close to return you to the *Bookings*screen: * **Reassign** to reassign the bookings to the new booking owner. * **Close** to to disregard the reassignments. ![Reassign number bookings dialog.](/__attachments/a_741b35cc5fb8542651c2018448f46a4a41211e4cc67fe157d7b209fe0bd4d04d/image-20251010-141120.png?cb=383bcb10453732d9901bb9c041ef0d69) ### Reassign all upcoming bookings To reassign all upcoming bookings in the *All bookings* tab, [follow the Reassign upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-reassign-bookings), but select the checkbox at the top-right of the table. This will select all upcoming bookings. ## Export search results As a location manager, location administrator, or administrator, you can export your search results as a `.csv` file. To do this: 1. [Access the All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#access-all-bookings-tab). 2. Enter your search parameters and filters. 3. Select the **Table view**. 4. Select **Export** . This will bring up the file explorer on your computer (for example, *Finder* on Apple Macs). ![Table view of the All bookings tab in the bookings screen with 2 example bookings and the export button.](https://docs.matrixbooking.com/__attachments/a_1bea26561e90d9e760f7e9ed854efb9a6f8e09a5a95ce2ac0c191f4319551549/image-20260106-162144.png?cb=730ec8a9908c591d725f8656c8a4d775) 5. Select **Save** (or equivalent) in the location you want the file saved. ## Limitations The *All Bookings* tab limitations are: * The *All bookings*tab is limited to limited to the page size in your set up (the default is normally 10 entries per page). * The *All* *bookings* tab is limited to the first 5,000 entries for all the bookings and populates the pages based on the search parameters you selected. * You can only edit, end early, or cancel 1 booking at a time in the *List view* and *Calendar views* unless the booking is part of a series of bookings where you have the option to make changes to 1 booking or all of them. * You can edit a booking when it has started and ended. The start time can only be changed to the current time or after -- it can't be changed to before the current time. For example, you booked a desk for 1:00 PM to 5:00 PM today and you want to change the start time to 2:00 PM. It's currently 2:05 PM. You can only change the start time to 2:05 PM or later and not for 2:00 PM as that's already been. If the booking end time has elapsed, the booking times can't be changed. * The system can't allow a booking to be cancelled once it's started -- only end it early if the booking end time hasn't elapsed. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) [My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-tentative-bookings-report.md) [Awaiting approvals tab](https://docs.matrixbooking.com/kb/ag-tentative-bookings-report.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Booking categories Booking categories are another name for resource types (for example, rooms, desks, or car parks). This page explains how booking categories can be used and the different features surrounding them. You'll see the categories that you're currently using and the others that are also available: 1. [Category types](https://docs.matrixbooking.com/kb/ag-booking-categories.md#category-types) 2. [Add booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md#add-categories) 3. [Remove categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md#remove-categories) 4. [Edit category settings](https://docs.matrixbooking.com/kb/ag-booking-categories.md#edit-category-settings) ## Category types This section has 2 main functions: 1. To control which booking categories you're using. 2. To define some very high-level rules around those categories and how they behave. ## Add booking categories To use a template category: 1. Select **Admin** in the navigation bar. 2. Select **Booking categories** under the *Account Settings* section in the side menu. 3. Go to the *Template Categories* section under the *Booking Categories* section. 4. Find the template category you want. 5. Select **Use**. ![Booking categories screen with standard booking categories listed.](https://docs.matrixbooking.com/__attachments/a_95eafb478bec88e6fdd6d33e420a0d2c507b670029052513e7c2983d7c4dd17d/image-20250919-101525.png?cb=5b71bbd0f2b03c3a71ed73aa8d0765f3) ## Remove categories ### Remove categories used in the hierarchy If you want to remove a category, you may have to remove it from your organisation's hierarchy first before the **Delete** button appears in the **Booking Categories** screen. **Note** : to remove a category that's used in your hierarchy, [follow the Delete a resource steps](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). ### Remove categories not in the hierarchy To remove a category that isn't in your hierarchy: 1. Select **Admin** in the navigation bar. 2. Select **Booking Categories** under the *Account Settings* section in the side menu. 3. Find to the booking category you want to remove in the list. 4. Select **Delete**. 5. The resource will reappear in the *Template Categories* section at the bottom of the screen. ## Edit category settings There are several settings that you can amend at the category level. To edit a booking category's settings: 1. Select **Admin** in the navigation bar. 2. Select **Booking Categories** under the *Account Settings* section in the side menu. 3. Select **Edit** next to the booking category you want to edit. The *Edit \[Booking category\]* *S* *ettings* dialog will appear. 4. In the corresponding text boxes, enter the new: * Singular Short category name * Plural Short category name * Singular Longer name * Plural Longer name 5. For the *Availability should be shown in \[Time period\] time slots by default* setting, select the **\[Time period\]** dropdown (**Hourly** is selected by default). 6. Select 1 of the 3 settings: * **Hourly** * **Half Day** * **Whole Day** 7. If you want the booking category to have a capacity, select the *Resource may have a capacity* checkbox. 8. If you want the booking category to have bookings start from your organisation's opening times, select the *Require new booking start times to align with office hours* checkbox. 9. If you want the booking category to have bookings end at your organisation's closing times, select the *Require new booking end times to align with office hours* checkbox. 10. If you want the booking category to not have overlapping bookings, select the *Do not allow a person to have overlapping bookings for this category*checkbox. 11. If you want to limit the number of bookings that users can make, select the *Maximum number of bookings per person:* checkbox. The number text box and the *per* *\[time slot\]* dropdown will activate and will no longer be greyed out. 12. Enter the number of bookings you want to limit each user to for the booking category. 13. Select the *per* *\[time slot\]* dropdown. 14. Select 1 of 6 settings: * per day * per week * per month * per building, per day * per building, per week * per building, per month 15. If you want the booking category to be searchable by users if another user has made a booking for that booking category, select the *Enable for 'Find someone'*checkbox. 16. If you have [our Teams integration](https://docs.matrixbooking.com/kb/microsoft-teams-integration-overview.md) set up and you want the Teams meeting online link to be automatically selected for every booking of this booking category, select the *Online meeting enabled by default* checkbox. 17. If you want the booking category to be booked by a certain set of users only, select the *Restrict access to people in group* checkbox. The *Groups* dropdown will appear. 18. Select the *Groups* dropdown. 19. Select 1 of the groups you've set up. 20. At the bottom of the dialog, select either: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit Room settings dialog.](/__attachments/a_5ac02cf714d2ce5d38e41ed3bd167f417f6e3ce54ed04a568f01b799d5e85fee/image-20260714-100718.png?cb=f6b04a3f9d40aebd2c29cdcd8f507320) **Notes**: * The Resource Type dropdown will be unavailable for preset Booking Categories. * The **Hourly** , **Half Day** , and **Whole Day** settings automatically select the corresponding time slot in the *View as list* and *View as map*. * When the select the *Online meeting enabled by default* checkbox is selected, all bookings of that booking category will have the *Online meeting* toggle switch automatically switched on by default in the *New booking* dialog. This means that when invitations are sent out to attendees, a Teams meeting link for that booking will be provided. * When you're making a new booking in the *View as Calendar*, the time slots don't automatically select the corresponding time slot set by the Booking Categories. It will appear as the 30 minutes slot or the click-and-drag slot you select. * The *Require new booking start times to align with office hours* and the *Require new booking end times to align with office hours* settings change to the office hours you set in the [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md). * The *Find someone* feature can't be enabled for individual users -- it's either on or off for your whole organisation. * The *Find Someone* feature isn't available on our iOS and Android mobile apps. * If there's a group set at the floor level, building level, or higher, the **Show on floor plan** button won't be shown. Bookings will be shown, but not on a floor plan. * If you have access to the floor, but not to any of the resources on that floor, you'll receive an error message saying that we are unable to display the floor plan. * You must have set up at least 1 group to be able to restrict access to that group. For more information on how to set up groups, [see Groups](https://docs.matrixbooking.com/kb/ag-security-groups.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-receptionists.md) [Receptionists](https://docs.matrixbooking.com/kb/ag-receptionists.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-facilities.md) [Facilities](https://docs.matrixbooking.com/kb/ag-facilities.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Booking options Booking options are the additional items that can be added to a booking. This page explains the different booking options available and how to add them to a resource, such as a room: 1. [Access for service providers](https://docs.matrixbooking.com/kb/ag-booking-options.md#access-for-providers) 2. [Access the Booking options screen](https://docs.matrixbooking.com/kb/ag-booking-options.md#access-booking-options) 3. [Add a new provider](https://docs.matrixbooking.com/kb/ag-booking-options.md#add-new-provider) 4. [Set up booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md#set-up-options) 5. [Add a booking option](https://docs.matrixbooking.com/kb/ag-booking-options.md#add-option) 6. [Assign booking options to a location or resource](https://docs.matrixbooking.com/kb/ag-booking-options.md#assign-booking-options) 7. [View the option requests](https://docs.matrixbooking.com/kb/ag-booking-options.md#view-option-requests) 8. [Remove assigned booking options from locations or resources](https://docs.matrixbooking.com/kb/ag-booking-options.md#remove-booking-option) ## Access for service providers You can set up a providers with their own login to Matrix Booking. To give providers access to Matrix Booking, [add your service provider as a new user](https://docs.matrixbooking.com/kb/ag-user-account-management.md). **Note**: it's also possible to create a booking option without a provider for those instances where no provider is needed. ## Access the Booking options screen 1. Select **Admin** in the navigation bar. 2. Select the **Booking options** dropdown under the *Account Settings* section in the side menu. The *Booking options* dropdown will appear in the side menu. ![All booking options screen.](https://docs.matrixbooking.com/__attachments/a_5a4de84adb7b902cf129adfd37cbc15d0cbe3eb10d77d2e8bdfa17b8de43390f/image-20250922-093818.png?cb=09b25c4631fb1e4622abab76f7bc6845) ## Add a new provider Before adding a provider to your organisation in Matrix Booking, speak with them to about their notification period. To add a new provider: 1. [Access the Booking options screen](https://docs.matrixbooking.com/kb/ag-booking-options.md#access-booking-options). 2. Select **New Provider** and the *Add Provider* dialog box will appear. 3. Enter the details of the provider. 4. Select the **Notify provider** dropdown to let your provider know either: * **on booking changes**. * **on day of booking.** * **N days before** (where N is a number). 5. Select the number of days use the **up** and **down** buttons or enter the number in the *days* *beforehand* text box 6. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. ![Add provider dialog.](/__attachments/a_9ae5016ef4ea27298011f907e3d96be27c69b1d82d9aa9563e6e90db1ad55fe3/image-20250919-110005.png?cb=58a0d7aae9d92829c8807bbca37a6d7d) **Notes**: * Only 1 email address per provider can be entered. If more than one is added, none of the email addresses will receive any notifications. However, there is a [workaround](https://docs.matrixbooking.com/kb/can-i-add-more-than-one-email-address-or-multiple-email-addresses-for-a-provider.md) to get over this if the provider needs more than one email address for requests. * The provider's email address is optional. * You and your provider need to agree on the time they need to be notified by. The provider will be emailed with the request at the time you set. * If you select: * **on day of booking**, they will receive an email for the day of the booking only (not the day the booking was made). * **on** **booking changes**, they will receive an email each time a change is made to the booking. * **N days before**, they will receive an email N days before only and not another on the day of the booking. ## Set up booking options If you book a resource, you may want to add options (for example, equipment like a flip chart for a room). You can set up these options and attach a supplier that provides them (either internal or external to your organisation). You can specify how those suppliers are notified. The options should be set up for you with your initial installation as part of your implementation process is done. However, you can add, edit, and delete these at any time. To create an option, the process is as follows: 1. If you haven't already, [add your service provider as a new user](https://docs.matrixbooking.com/kb/ag-user-account-management.md). 2. [Access the Booking options screen](https://docs.matrixbooking.com/kb/ag-booking-options.md#access-booking-options). 3. You can add 1 of the 3 types of options: * Catering. * Equipment. * Services. 4. Return to the locations and resources hierarchy to [assign booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md#assign-booking-options) to the buildings, floors, or resources you want so that they can be requested. ## Add a booking option To add an option: 1. [Access the Booking options screen](https://docs.matrixbooking.com/kb/ag-booking-options.md#access-booking-options). 2. Select either the: * **New Catering Option**button. * **New Equipment Option**button. * **New Services Option**button. 3. The *Add Booking Option* dialog box will appear. 4. Enter the title of the option in the Title text box. For example, "Fish and chips." 5. Select the checkbox if a cost code is required. 6. Select the Provider of your option from the *Provider* dropdown under the *Provider* section. 7. Select the checkbox under the *Notice* *Period* section if a minimum notice period is required by your option provider. 8. If selected, a text box and dropdown will appear. 9. Enter the number of minutes, hours, or days are needed for your provider to prepare the option for you. 10. Under the *Time Type* section, select when you want your option available by either selecting: * **Start time only**. * **Start and end times**. * **Same as duration of the booking**. 11. Under the Quantity Type section, select the amount of your option you want available by either selecting: * **No quantity** (for example, audio/visual (A/V) assistance). * **Item-based -- defaults to 1** (for example, 1 flip chart). * **Attendee-based -- defaults to the number of attendees** (for example, 20 attendees means 20 hot meals). 12. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. ![Add booking option dialog.](/__attachments/a_9ae1d90eb25518067718de7c86476b2fc179063b25b0808385023eb7e029783d/image-20250922-085508.png?cb=ad784169283d09ff15838c94d91b6b28) These choices for the *Time Type* and *Quantity Type* depend on the type of option that is being defined. Any bookings made in less than the specified time period will not be able to add that option (for example, catering requires 24 hours notice and the booking was made 12 hours before the meeting, that booking couldn't add the catering option). ## Assign booking options to locations or resources To select a booking option when you're making a booking, you need to first assign the booking option to your resource or the location above it. To add a booking option to a resource or location: 1. [Add the booking options you want](https://docs.matrixbooking.com/kb/ag-booking-options.md). 2. Select **Admin** in the navigation bar. 3. Select **Locations and resources** under the *Location Settings* section in the side menu. 4. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 5. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 6. Select the **Options** tab. 7. Select the correct resource type using the . 8. Begin to enter the option name into the *Enter option name*text box. A dropdown will appear. 9. Select the option you want from the dropdown. This will auto-populate the text box with your booking option. 10. Select **Add**. 11. To add more booking options, 12. To remove a booking option, select the **-- Remove** button next to that booking option. 13. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Example booking options have been added at the building level in the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_59ebf01746cc86ac6865a20039205974baaa29029a846d9091f3e9335ba14dec/image-20251001-100133.png?cb=ca64f332275b1859b880d19723ecbdc8) 14. Select **Save** **changes**. **Notes**: * You need to have created booking options in the *Booking options* screen before adding an option this way. To create new options (for example, a new type of catering), [see Booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md). * We recommend that you assign a booking option to a higher level in the hierarchy (for example, at the building level) so that the lower levels in the hierarchy (for example, meeting rooms) inherit the booking option. ## View the option requests If you're a provider, you will be taken to the **Work requests tab** in the **Bookings** screen, which is all you'll be able to see. If you're an administrator, you'll have access to this tab too. All requests can be marked as *Done* or *Reopened* to track if the delivery or request has been made. ![Work requests screen with the more options menu opened.](https://docs.matrixbooking.com/__attachments/a_0c34dabe3a3b39985706d248d2da6132f803a8b1b50a96ecb81a68320800c245/image-20251203-142450.png?cb=d05ac347638cf8ba927a8541daaac9c6) ## Remove assigned booking options from locations or resources Once a booking option has been used in a previous booking, it becomes a part of the booking's history. When that happens, you won't be able to delete it from the *Booking options* screen. We don't recommend editing a booking option as this will affect historical booking data. Instead, we recommend that you remove the booking option from the location or resource that it's been assigned to. That way, the booking histories are accurately maintained, it reduces the number of booking options to a manageable list, and stops users from selecting a booking option that's no longer available in your organisation. To remove a booking option from a location or resource, . *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-facilities.md) [Facilities](https://docs.matrixbooking.com/kb/ag-facilities.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md) [Logos and branding](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Bookings screen: Cancelled tab This page describes how to use the *Cancelled* tab in the *Bookings* screen: 1. [Access the Cancelled tab](https://docs.matrixbooking.com/kb/ag-cancellations-report.md#access-cancelled-tab) 2. [Export search results](https://docs.matrixbooking.com/kb/ag-cancellations-report.md#export-search-results) 3. [Limitations](https://docs.matrixbooking.com/kb/ag-cancellations-report.md#limitations) ## Access the Cancelled tab To access the *Cancelled* tab: 1. Select **Bookings** in the navigation bar. The*Bookings* screen will appear. 2. Select the **Cancelled** tab. The *Cancelled* tab will appear. 3. Select the view you want: * **Table view** * **List view** 4. Select the resource type using the *Resource type* dropdown to filter your search on that resource type. 5. Select the location using the *Location* dropdown to filter your search on that location. 6. Enter a user name or email in the *User*search bar to search for their bookings. 7. Select the date range using the *Date from* and *Date to* dropdowns. 8. Enter a filter you want in the *Filter* search bar. 9. Select the filters you want. 10. Select the columns you want (where applicable). 11. Select **Search** to view the results based on your search parameters and filters. ![Cancelled tab in the table view with example cancelled bookings displayed.](/__attachments/a_a495d24e1fb1d2f552bde299661b646d36b835ed5d7cef3e1e8a1c03ff263735/image-20260106-163538.png?cb=39c978f8b7b96f1db4c8df17de5778f4) ### Filters You can filter on the: * Booking status: * All * Rejected * No show (auto-cancel) * Location ![Cancelled tab filter dialog.](https://docs.matrixbooking.com/__attachments/a_02698651b4414164a5a1acce5a9f719b0cd8760c6acb7c6105cffb5a4dab1085/image-20251107-100549.png?cb=4887b33571ccb128913a020fb10da0b1) ### Choose columns filter In the **View as table** , the full list of **Choose Columns** **▼** filters is as follows: * Resource (selected by default) * Date (selected by default) * Time (selected by default) * Owner name (selected by default) * Cancelled by (selected by default) * Cancelled on (selected by default) * [Status](https://docs.matrixbooking.com/kb/ag-cancellations-report.md#booking-status-definitions) (selected by default) * # Attendees (number of attendees, selected by default) * Attendees * Cancelled at * Reason -- the reason why a booking was cancelled or rejected * Cost code * Group * Location * Site * Building * Floor * Zone * Owner email * Notes -- further information provided by the booking owner * Requests -- [booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) asked for by the booking owner (for example, catering) * Requests with times -- booking options asked for by the booking owner at a specific (for example, catering at lunchtime) ![Show columns dropdown.](https://docs.matrixbooking.com/__attachments/a_210782d11ff20fa1b66642bc0b6d204293cd0e0b208cc29d282e4c2f69d1472e/image-20251107-085250.png?cb=fa8971b830e822f21a71299648d6d92f) ### Booking status definitions There are different statuses that bookings can have: | **Status** | **Definition** | |-------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | BOOKED | A booking that has been approved by a location manager or above, or accepted by the Matrix Booking system. | | AWAITING APPROVAL | A booking that has been made and is waiting for approval by a location manager or above. If not approved in time or rejected, this status will remain for the booking. | | CHECK IN NOW | A booking that can be checked in to. | | CHECK-IN REQUIRED | A booking that can't be checked in to as the check-in window hasn't elapsed. | | CHECKED IN | A booking that's been checked in to, but hasn't started. | | IN PROGRESS | A booking that has started. | | CANCELLED | A booking that was rejected, or manually or automatically cancelled (due to the booking not being checked in). | If a booking is approved, the status will move from AWAITING APPROVAL to either BOOKED, CHECK IN NOW, or CHECK-IN REQUIRED depending on your setup. If a booking is rejected, cancelled, or auto-cancelled due to a "no show", the booking will be removed from the tab. The booking then will then appear in the *Cancelled* tab. If a booking becomes unassigned, the booking will have whatever status it had at the time of the user's deactivation, but there will an \[X\] next to the user's name in the booking information panel. When a booking has been anonymised, it will display the booking owner name as Anonymisation Service \[X\] and their email address will also be anonymised. ## Export search results As a location manager, location administrator, or administrator, you can export your search results as a `.csv` file. To do this: 1. [Access the Cancelled tab](https://docs.matrixbooking.com/kb/ag-cancellations-report.md#access-cancelled-tab). 2. Enter your search parameters and filters. 3. Select the **Table view**. 4. Select **Export** . This will bring up the file explorer on your computer (for example, *Finder* on Apple Macs). ![Cancelled tab in the table view with the export button.](https://docs.matrixbooking.com/__attachments/a_a495d24e1fb1d2f552bde299661b646d36b835ed5d7cef3e1e8a1c03ff263735/image-20260106-163538.png?cb=39c978f8b7b96f1db4c8df17de5778f4) 5. Select **Save** (or equivalent) in the location you want the file saved. ## Limitations The *Cancelled* tab limitations are: * The *Cancelled* tabs are limited to the first 5,000 entries for all Cancelled and populates the tab based on the search parameters you selected. * Bookings that were ended early won't appear in the *Cancelled* tab because the booking had taken place. * The system can't allow a booking to be edited, rejected or cancelled bookings from the *Cancelled* tab -- you can only view cancelled bookings. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-tentative-bookings-report.md) [Awaiting approval tab](https://docs.matrixbooking.com/kb/ag-tentative-bookings-report.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md) [Unassigned tab](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Contact and directory management There are 2 directories in the side menu: * **Internal directory**-- lists all the contacts within your organisation. * **External** **directory**-- lists all the contacts outside your organisation. Matrix Booking collects any and all contacts that have been invited to bookings and builds them into a directory for you to reuse again. You don't have to enter their details again or make a new contact. If you wish to change how long this data is stored, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/-1). For more information, see our [GDPR statement](https://www.matrixbooking.com/matrix-booking-and-gdpr/) and [Privacy policy](https://www.matrixbooking.com/privacy-policy/). If we sync with your single sign-on (SSO) or Microsoft Entra ID integrations, the internal contacts's information is better managed through the [Users screen](https://docs.matrixbooking.com/kb/ag-user-account-management.md). **Note** : Matrix Booking has a feature switch that prevents standard users from seeing each other's external visitors. This feature will therefore keep external visitor information confidential between standard users. Only administrators will have access to external visitor information in the **External directory** screen. This feature is switched off by default. To switch this feature on, [raise a change setup support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10). This page explains how to manage your internal and external directories: 1. [Access a directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory) 2. [Use the directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#use-directory) 3. [Add a contact](https://docs.matrixbooking.com/kb/ag-contact-management.md#add-contact) 4. [Edit a contact](https://docs.matrixbooking.com/kb/ag-contact-management.md#edit-contact) 5. [Deactivate external contacts](https://docs.matrixbooking.com/kb/ag-contact-management.md#deactivate-contact) 6. [Reactivate contacts](https://docs.matrixbooking.com/kb/ag-contact-management.md#reactivate-contact) 7. [Export and print a directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#export-print-directory) ## Access a directory To access a directory: 1. Select Admin in the navigation bar. 2. Under the *Contact Directory*section in the side menu, select either: * **Internal Directory** -- displays internal users and staff. * **External Directory** -- displays external users and visitors. ![Internal directory screen.](/__attachments/a_e0850172bcf0fd0ee05d4cac16efa94769772639bdf55c6ce7ee19fdf9a8889d/image-20251007-134421.png?cb=2613c8265257080a30d01591d866b875) ## Use the directory Both directories can be used in similar ways. To use the directory: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. There are several options you can choose from: * Change the directory using the *Directory* dropdown. * Filter your directory on a particular search term in the *Filter*text box (for example, names). * Add a contact using the **Add** button. * Export the chosen directory list using the **Export** button (save the directory as a `.csv` file). * Print the directory list using the **Print** button (save the directory as a `.pdf` file). * Deactivate users or contacts using the checkboxes on the left of each entry and the **Deactivate (number)** button. ![Contacts dropdown filter.](/__attachments/a_96111b23ab51e5af32093f2064b982a7e540470daf3c3d2955b2b7061eb0940f/image-20251007-135115.png?cb=c9ce9d366cd8babafac1643fd8b65949) **Note**: there's a maximum of 10 contacts per page. ## Add a contact The amount of information you can enter for a contact will depend on which directory you're adding the contact to (more information for external contact). To add a contact: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select **Add** . The *Add Person* dialog will appear. 3. Enter the person's information into the relevant text boxes. The *Company Name* text box won't appear for an internal contact. 4. Select either of the following and the dialog will close to return you to your chosen directory: * **Save** to keep your changes. * **Cancel** to discard your changes. ![Add person dialog with example user details filled in.](/__attachments/a_3149880c25e25daf8b246ffd12e458100067a031c03d9f1c3dfa0ebfc4310f89/image-20251007-135808.png?cb=009cf43c5cc724f4f9f7d8a0f063e8b7) ## Edit a contact To edit a contact: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select the contact's name highlighted in blue. The *Edit Person* dialog will appear. 3. Amend the information you need to. 4. Select either of the following and the dialog will close to return you to your chosen directory: * **Save** to keep your changes. * **Cancel** to discard your changes. ![The edit person dialog of an example user.](/__attachments/a_890043ae71c919b02b90fb8ed38b72c00911e7a14a0f582f47062cc3cac541a7/image-20251007-140128.png?cb=e3b2768a7e07ac87fc4144d42ddce145) ## Deactivate external contacts Internal contacts can't be deactivated this way. To deactivate an internal contact, [use the Users screen](https://docs.matrixbooking.com/kb/ag-user-account-management.md). ![Info message stating this contact is related to a user and must deactivated using the deactivate users admin functionality.](https://docs.matrixbooking.com/__attachments/a_fda580d264a5518ceb8a02ad25671006266e40e32ed50ead3b566ce5ac68c3cc/image-20251007-150144.png?cb=d83c9b358d40aa8a712b243d22194041) You can deactivate external contacts in 2 ways: * Deactivate them one by one. * [Deactivate them all at the same time](https://docs.matrixbooking.com/kb/ag-contact-management.md#deactivate-all-ext-contacts). ### Deactivate contacts one by one To deactivate external contacts one by one: 1. [Access your External directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select the checkbox to the left of the contact that you want to deactivate. The Deactivate (1) button will appear. 3. If you want to deactivate more than one contact, select their checkboxes. 4. Select the **Deactivate (number)** button. The *Confirm deactivation warning*dialog will appear. 5. Select either of the following and the dialog will close to return you to your chosen directory: * **Deactivate** to continue with the deactivation of the contacts. * **Cancel** to cancel the deactivation. ![Confirm deactivation warning dialog with only 1 person selected.](/__attachments/a_b46d42a37b323dff5ee2a2658209db8a02bd64b74afe723e1b71091088410a06/image-20251007-140823.png?cb=40150acd939c64599b94dc8e1567bc9c) ### Deactivate all contacts at the same time To deactivate all external contacts at the same: 1. [Access your External directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select the checkbox next to the *Name*filter. This will tick all the contacts in the whole directory. 3. Select the **Deactivate (number)** button. The *Confirm deactivation warning*dialog will appear. 4. Select either of the following and the dialog will close to return you to your chosen directory: * **Deactivate** to continue with the deactivation of the contacts. * **Cancel** to cancel the deactivation. ![Confirm deactivation warning dialog with 10 person selected.](/__attachments/a_018fa2d732b4b1f780f13268ed07665928b611fb389f9dd55ddd30ae6e236524/image-20251007-143711.png?cb=11f033ed7a90b3598725786071fee37d) ## Reactivate contacts Internal contacts can't be reactivated this way. To reactivate an internal contact, [use the Users screen](https://docs.matrixbooking.com/kb/ag-user-account-management.md). You can reactivate external contacts in 2 ways: * Reactivate them one by one. * [Reactivate them all at the same time](https://docs.matrixbooking.com/kb/ag-contact-management.md#reactivate-all-contacts). ### Reactivate contacts one by one To reactivate contacts one by one: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Filter on either: * **Internal contacts (deactivated)**. * **External contacts (deactivated)**. 3. This will open the *Deactivated contacts directory* screen (for example, External contacts (deactivated)). 4. Select the checkbox next to the left of the contact that you want to reactivate. The Reactivate (1) button will appear. 5. If you want to reactivate more than one contact, select their checkboxes. 6. Select the **Reactivate (number)** button. The *Confirm reactivation warning*dialog will appear. 7. Select either of the following and the dialog will close to return you to your chosen directory: * **Reactivate** to continue with the reactivation of the contacts. * **Cancel** to cancel the reactivation. ![Confirm reactivation warning dialog with only 1 person selected.](/__attachments/a_7ab73c7ec3fc560650e786dc41f9d9a267e37b8863c6f5d2b42b72024478e27e/image-20251007-145719.png?cb=4030cf2f613d9b5363f4bd76e3970b51) ### Reactivate all contacts at the same time To reactivate all contacts at the same time: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Filter on either: * **Internal contacts (deactivated)**. * **External contacts (deactivated)**. 3. This will open the *Deactivated contacts directory* screen (for example, External contacts (deactivated)). 4. Select the checkbox next to the *Name*filter. This will tick all the contacts in the whole directory. 5. Select the **Reactivate (number)** button. The *Confirm reactivation warning*dialog will appear. 6. Select either of the following and the dialog will close to return you to your chosen directory: * **Reactivate** to continue with the reactivation of the contacts. * **Cancel** to cancel the reactivation. ![Confirm reactivation warning dialog with 10 person selected.](/__attachments/a_42e733169f81c79a5f19c55c98148960a96bc50deec64a3cfe6a551a1e1f9971/image-20251007-145930.png?cb=aefdb542cf1e4cae5c1951155db17d6b) ## Export and print a directory To export a directory: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select **Export**. Your file explorer will appear. 3. Select the location you want to save your directory as a `.csv` file. 4. Select **Save** (or equivalent on different PCs). Your file explorer will close and your directory has been saved. ![Export and print buttons.](https://docs.matrixbooking.com/__attachments/a_96111b23ab51e5af32093f2064b982a7e540470daf3c3d2955b2b7061eb0940f/image-20251007-135115.png?cb=c9ce9d366cd8babafac1643fd8b65949) To print a directory: 1. [Access your chosen directory](https://docs.matrixbooking.com/kb/ag-contact-management.md#access-directory). 2. Select **Print**. A print preview dialog will appear. 3. Select either: * Your chosen printer. * **Save as PDF** destination you want to print your directory. 4. Select **Save** (or equivalent on different PCs). 5. If you selected a printer, the dialog will close and your directory will be printed from the printer you selected. 6. If you selected **Save as PDF**, your file explorer will appear. 7. Select the location you want to save your directory as a `.pdf` file. 8. Select **Save** (or equivalent on different PCs). Your file explorer will close and your directory has been saved. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-security-groups.md) [Groups](https://docs.matrixbooking.com/kb/ag-security-groups.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-event-management.md) [Event management and basket bookings](https://docs.matrixbooking.com/kb/ag-event-management.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Banners This page explains how to create and edit the banner: 1. [Banner options](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#banner-options) 2. [Access the Banners screen](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#access-banners) 3. [Create a banner](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#create-banner) 4. [Edit a banner](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#edit-banner) ## Banner options We have created the ability for an organisation to have their own banner announcement at the top of the page. Once enabled, you have 2 options: ![image-20250922-161147.png](https://docs.matrixbooking.com/__attachments/a_28115bcec9039409d59193355c459f4f9cb24163bfbbd39cf3f798899ba1730d/image-20250922-161147.png?cb=c0640bb3b09f204494144815f9b17aca) Simple announcement Or: ![image-20250922-161116.png](https://docs.matrixbooking.com/__attachments/a_a97a883905ea2254601f6f53f525e0121262774b4484f80dd5c12092becdb49e/image-20250922-161116.png?cb=cadaa05de02f47f7135f94f96175516d) An announcement with a **Learn more** link. ![image-20250922-161400.png](https://docs.matrixbooking.com/__attachments/a_e94d642407a2599c275ff59a756e40d64bab7e9d4f52b5c9cc6170e71a736314/image-20250922-161400.png?cb=c008b24d2f462120dafdec1bd6b78366) The *Learn more* page with your content. ## Access the Banners screen To access the *Banners* screen: 1. Select **Admin** in the navigation bar. 2. Select **Banner** under the *Account Settings* section in the side menu. ![Banners screen.](https://docs.matrixbooking.com/__attachments/a_1e6174c043e028579df3d0446e384effa33b23990c95da882042a2cc6eea2aff/image-20250922-124133.png?cb=5a1933bbe37882f929272ecd47e5d17a) ## Create a banner To create a banner: 1. [Access the Banners screen](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#access-banners). 2. Select **Edit**. 3. Enter your *Title* and *Subtitle* in the text boxes. 4. Select **View formatting guide** to view a tutorial on more complex formatting for the *Additional Information* section (for example, `# Heading level 1`). 5. Enter your additional information in the text box (optional). * You can add more complex formatting here, including: * images * logos * links * and more 6. Select **Save** . If the *Title* and *Subtitle* details are entered and the page is saved, the details will be displayed on the *Banner* screen. ![Banner screen with example text inputted.](https://docs.matrixbooking.com/__attachments/a_dcfed7217b9910015720ab72ba40f4259fc79c35c538d4103230ae282b803340/image-20250922-161719.png?cb=c79f75b2c376b0d6d187530b2e15dfd6) 7. Select **Publish**. 8. The page will be live immediately. **Note**: if you remove the text, the banner will be automatically removed. ## Edit a banner To edit your banner after its been made live: 1. [Access the Banners screen](https://docs.matrixbooking.com/kb/ag-create-a-banner.md#access-banners). 2. Select **Edit**. 3. Make your changes (for example, new text). 4. Select **Save**. 5. Select **Publish**. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-help-text.md) [Help text and e-learning modules](https://docs.matrixbooking.com/kb/ag-help-text.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-declaration-templates.md) [Declaration templates](https://docs.matrixbooking.com/kb/ag-declaration-templates.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Printable schedules screen This page describes how to use the *Printable schedules*screen: 1. [Access the Printable schedules screen](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md#access-printable-schedules) 2. [Limitations](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md#limitations) ## Access the Printable schedules screen The *Printable schedules* screen show the details of each meeting in a list format. To use the *Printable schedules screen*: 1. Select the **horizontal** **three-dots icon** in the navigation bar to open the *more options* menu. 2. Select **Printable schedules** . The *Printable schedules*screen will appear. ![Printable schedules screen.](https://docs.matrixbooking.com/__attachments/a_6e071df6f519529263d9d666aae8aca3261c01fa9e273943f0d03cb40f40ce7a/image-20260127-141336.png?cb=ce009a72c0b98d7d50d676548ca41900) ### Search parameter You can search on the: * Resource type * Location (if left blank, it will search the whole organisation) * Date range ## Print a schedule To print a schedule off: 1. [Access the Printable schedules screen](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md#access-printable-schedules). 2. Enter your search parameters and filters. 3. Select **Print** . This will bring up the print preview on your computer (for example, *Finder* on Apple Macs). ![Printable schedules screen.](https://docs.matrixbooking.com/__attachments/a_6e071df6f519529263d9d666aae8aca3261c01fa9e273943f0d03cb40f40ce7a/image-20260127-141336.png?cb=ce009a72c0b98d7d50d676548ca41900) 4. Select **Print** (or equivalent) in the location you want the file saved or printed from. ## Limitations The limitations to the *Printable schedules* screen are: * The *Printable schedules screen*s are limited to the first 5,000 entries for all bookings and populates the results based on the search parameters you selected. * There's only 1 view type. * The system can't allow a booking to be made, edited, approved, rejected, or cancelled, and visitors can't be checked in or out. * When attempting to print schedules using an iOS device (iPhone or iPad), you may see issues with the print layout. This is limitation of the operating system. We recommend that you use a desktop or Android device to print your schedules. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-work-requests-report.md) [Work requests screen](https://docs.matrixbooking.com/kb/ag-work-requests-report.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md) [Matrix Booking Insight](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Declaration templates This page explains how to configure your declaration template and the features associated with it: 1. [Declaration templates](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#introduction) 2. [Access the Declaration templates screen](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#access-declarations) 3. [Create a declaration template](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#create-declaration) 4. [Edit a declaration template](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#edit-declaration) 5. [Assign a declaration to a reception or location](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#assign-declaration-to-location) 6. [Sign a declaration](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#sign-declaration) 7. [When declarations are sent](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#send-declarations) 8. [Visitors list and witness check-ins](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#visitors-list) ## Declarations You can set up a questionnaire or a declaration and attach it to a location, such as a building or a region. Any visitors to that location are automatically sent an email advising them that they need to complete the declaration. For any location, if you have enabled staff bookings (such as desk bookings) to be added to the *Visitor list* , the reception teams will also see their declaration status so they can confirm their access. If someone has forgotten to complete the declaration, it can be completed on-site verbally. This can be added to the *Visitor list* to log that it was completed on-site. Due to the sensitive nature of medical data, the declaration forms can be constructed and worded how you want to. However, we only store the fact a visitor or staff member has ticked and accepted whatever you have in your declaration form. ## Access the Declaration templates screen 1. Select **Admin** in the navigation bar. 2. Select **Declaration Templates** under the *Account Settings* section in the side menu. ![Declarations template screen.](https://docs.matrixbooking.com/__attachments/a_11d8b90e59b4902beb3b4503dcfd5ae3ba6ede530150f87d56324fd81568e8e1/image-20250924-074311.png?cb=8fb03b43d9968e1396f53dab11194caa) ## Create a declaration template To create a declaration template: 1. [Access the Declaration templates screen](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#access-declarations). 2. Select **Add New Template**. 3. Enter the information needed. All fields are mandatory in the *Add Declaration Template* section. 4. Select **View formatting guide** to see how to format your text (for example, create bold text). 5. Enter the optional information in the *Additional Information* section. ![An example declaration template with all the fields completed.](https://docs.matrixbooking.com/__attachments/a_c9b55ef1663ac4ef556a549d8249741e082a25607de69a6a8eb8d4a4aa52ed1b/image-20250924-074831.png?cb=3a5a3a99979578a791a401c6389f19d4) 6. Select **Preview** to preview your content in a new tab without publishing it (PREVIEW MODE will be enabled). ![An example declaration template in preview mode.](https://docs.matrixbooking.com/__attachments/a_65822607be4c136c50dda7fdf080889bdbb99cc19af28cbf6f8ae4fac5a4796c/image-20250924-074907.png?cb=c6a066a77427a8dfbf05844c671ef5bd) 7. Return the previous tab. 8. Select either: * **Save** to publish your template. * **Cancel** to discard the template. ## Edit a declaration template To edit a declaration template: 1. [Access the Declaration templates screen](https://docs.matrixbooking.com/kb/ag-declaration-templates.md#access-declarations). 2. Select **Edit** next to the declaration template you want to change. ![An editable declaration template on the declaration templates screen.](https://docs.matrixbooking.com/__attachments/a_e39255c6038f7dbaf999e803f6b50c76db4531bb8ee2489dfda01f71ee3c8864/image-20250924-075327.png?cb=23d7e23361b0fe7bb9d588073de83b47) 3. Re-enter the information you need to. 4. Select **Preview** to preview your edited content without publishing it (PREVIEW MODE will be enabled). 5. Select either: * **Save** to keep your changes. * **Cancel** to discard your changes. **Note**: it isn't possible to delete a declaration. ## Assign a declaration to a reception or location Once a declaration template has been created, it can be assigned to a reception. To do this: 1. Select **Admin** in the navigation bar. 2. Select **Locations and Resources** under the *Location Settings* section in the side menu. 3. Select the **Focus** button or **Edit** button on your site or building level. 4. Search for your reception or location you want to assign your declaration to. 5. Select the **Edit** button next to that resource. ![Locations and resources hierarchy on the locations and resources screen.](https://docs.matrixbooking.com/__attachments/a_520338bc74f14c9fc6f3ae3238332aa7056d6eb476c286a0da3cc9dd96d7d023/image-20250924-082630.png?cb=4b4fbdce3e39310304356382abe848cb) 6. The *Edit \[resource\]* dialog will appear. In this example, the reception has been set as a desk. 7. Select the **Settings** tab. 8. Go to the *Visitors* section. 9. Select the **Override global settings** checkbox. 10. For declarations to be sent to staff as well as visitors, select the **Include internal staff in the visitors list** checkbox. 11. Select the **Visitors must sign declaration** checkbox. If there's only 1 declaration, this will be automatically selected. ![Visitors section in the settings tab of the Edit location dialog.](https://docs.matrixbooking.com/__attachments/a_2c9e5d7ced8a8fbc3521c9e6a0592ba5d980368302c85024db1dc496513a109f/image-20250924-082934.png?cb=26503feb7e9724806924a237adda7f11) 12. If there are multiple declarations available, a dropdown will appear. 13. Select the declaration you need from the dropdown. 14. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. 15. Select **Save changes**. Once a declaration has been assigned to resource, the *Declaration Templates* list will update to show which locations are assigned to which templates. ![image-20250924-083256.png](https://docs.matrixbooking.com/__attachments/a_37b8a7325410a8ba188b1497a496738da0414ca061abadc84eda3c54f333b033/image-20250924-083256.png?cb=52d3d599842457e97903c51c8f000dc5) Site health and safety declaration assigned to the Reception on the Ground floor of the Birmingham office. ## Sign a declaration Once the above setup is complete, any internal staff or external visitors with email addresses who have visits created for today will automatically get a declaration reminder email sent to them: ![Example declaration reminder email.](https://docs.matrixbooking.com/__attachments/a_16b97e48d6580e872367db62cf01bbd43f545961f36b502983f01f950fd7c77d/image-20250924-133859.png?cb=3f023d629f2afa79540f1c17e07a132b) To sign a declaration: 1. Select **Complete declaration** when you receive your declaration email. 2. A new tab will open with the declaration to sign. 3. Select the **I have read and agree to all the statements above**checkbox. 4. Select **Save Declaration**. ![The declaration is being signed.](https://docs.matrixbooking.com/__attachments/a_4f4b5d04726edd6c58f7c81e42e8210586c96ed2f9c1d40f966bba92e6467063/image-20250924-093503.png?cb=de1274a1dfb47fa6576bf918c8459905) 5. You'll get confirmation on the page and receive an email to confirm that you have signed the declaration. ![Page confirmation of complete declaration.](https://docs.matrixbooking.com/__attachments/a_ab7fa832cae35b9e8ddac5457c5010269490c3a0ff55b9812970e9680b12e5f7/image-20250924-093624.png?cb=eee9d32b8fc1ccad35c49bce0d5279f0) Page confirmation of completed declaration. ![image-20250924-134051.png](https://docs.matrixbooking.com/__attachments/a_0f2c0d818233739a4bd70e3de505e31493d959ccb2ca93dce8f1099cfbb0ebd7/image-20250924-134051.png?cb=ff92927442574f8204fe1413f386e47a) Email confirmation of completed declaration. ## When declarations are sent The following rules relating to when declarations are sent: 1. If a visit is created for today, the declaration reminder email will be sent immediately. 2. If a visit is created for tomorrow and the current time is before today's booking reminder time, the declaration reminder email will be sent at the booking reminder time. 3. If a visit is created for tomorrow and the current time is after today's booking reminder time, the declaration reminder email will be sent immediately. 4. For all other future visits, the declaration reminder email will get sent at the booking reminder time on the day before the visit. ## Visitors list and witness check-ins On the *Visitors list* of the **Visitors** screen, there are 2 columns related to declarations: 1. **Declaration Name** (displays the declaration short name). 2. **Declaration Status**, which displays 1 of the following 3 statuses: * NOT COMPLETED * COMPLETED ![image-20250924-105706.png](/__attachments/a_3abc1aca4de2390d7e950e17f3ca3028bb2e824f79011a9b6aa26a7ba14112ca/image-20250924-105706.png?cb=8707a4a3269e0d266f62a3830b6eb3c0) NOT COMPLETED and COMPLETE declaration statuses * BLANK. This is because either: * The booking reminder time hasn't passed yet meaning the declaration reminder email hasn't been sent. * There's no declaration associated with that reception. ![image-20250924-105533.png](/__attachments/a_c6083f5ab1d87a641b15b77051cc8a2b8573a8efd2cd95e550b0f57b7089f814/image-20250924-105533.png?cb=00c6993c2d0782f62c19c60e9a43cff8) BLANK declaration statuses For more information, [see check in a visitor](https://docs.matrixbooking.com/kb/ag-visitor-management.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-create-a-banner.md) [Banners](https://docs.matrixbooking.com/kb/ag-create-a-banner.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) [Locations and resources](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Event management and basket bookings **Event management redesign** If you haven't already, you'll need to [switch basket bookings back on](https://docs.matrixbooking.com/kb/ag-event-management.md#basket-booking) in the *Preferences* screen following the launch of the redesigned Matrix Booking. This page explains how to make and manage events in Matrix Booking: 1. [Introduction](https://docs.matrixbooking.com/kb/ag-event-management.md#introduction) 2. [Switch on basket bookings](https://docs.matrixbooking.com/kb/ag-event-management.md#basket-booking) 3. [Create a basket booking](https://docs.matrixbooking.com/kb/ag-event-management.md#create-event) 4. [Event bookings tab](https://docs.matrixbooking.com/kb/ag-event-management.md#event-bookings-tab) ## Introduction Matrix Booking allows you to now create and manage events. An event is a collection of bookings. For example, 5 rooms and 15 car parking spaces could all be booked in one go. This would be classed as an event meaning you would be allowed to edit and manage all those bookings at once rather than individually. ## Switch on basket bookings To use basket bookings, you need to get this functionality switched on for your organisation and your users: 1. [Contact your customer success manager](mailto:accountmanagement@matrixbooking.com) and ask for "basket bookings" and "event management" to be switched on. 2. After receiving confirmation that these have been switched on, [log in to Matrix Booking](https://app.matrixbooking.com/). 3. Selecting your initials in the top-right corner of the navigation bar. A dropdown will appear. 4. Select **Preferences** . The *Preferences* screen will appear. 5. Select the *Allow resources to be added to a basket for booking together as a group* checkbox. 6. Select **Save changes**. ![Preferences screen with the Allow resources to be added to a basket for booking together as a group tick box ticked.](https://docs.matrixbooking.com/__attachments/a_97584ebaadf00c10f7284949fba39f54744904136109344d09901d422dfb97ec/image-20251203-092648.png?cb=1cb9a5ebc3ed1ebcc5a66c54daf2cca7) **Tip** : it's useful to have the *Display availability search results as a list* checkbox ticked as you can only access the basket bookings or event management windows in the **List as view** screen. ## Create a basket booking To create a basket booking: 1. Select **New booking**in the navigation bar. 2. Search for the resource type you want to book with the date and start time you want to. 3. If not already selected, select *List view*. 4. Select **Add to basket** next to the resources you want to book. A basket button with the number of resources selected will appear in the navigation bar. 5. If different resource types, dates, or start times are needed: * Search for other resource types if you want different resources and select **Add to basket** again next to the resources you want to book. * Search for the resources again with different dates and start times. * Or both. ![A desk has been added to the basket in the new booking screen.](/__attachments/a_cc5e3292495a740fd0161905e60e5812d25b49322af4cafa8ad809b3de11e9e5/image-20251203-094616.png?cb=7791aa6097fb9fc2bf56dcec8ab922d3) 6. Select the **basket** button. The *Basket information* screen will appear. 7. Enter the details of the event: * Enter the title of the event in the *Title* text box. * Enter the cost code. * Change the booking owner if needed. 8. If you need to, edit each booking in your basket. 9. Select **Book all in basket**. ![Basket information screen with a booking for a meeting room and a desk added.](https://docs.matrixbooking.com/__attachments/a_ac2126d67248fc1f3ab993be76e58f3cb3ee2ac053a659edcf5c0293af1717f8/image-20251203-101031.png?cb=9ff906bb78e3153ba3154f2d97419ab1) **Notes**: * You must have the basket and event management functionality and the [basket booking switched on](https://docs.matrixbooking.com/kb/ag-event-management.md#basket-booking). * You must be in the *List view* to book events. This functionality doesn't work in the *Floor plan view,* *Calendar view* , or *Schedule view*. * Basket bookings aren't supported for resources with our Microsoft 365 integration. ## Event bookings tab As a location manager, location administrator, and administrator, event management can be accessed in the *Event bookings* tab of the *Bookings* screen. You can: * Edit the event title. * Edit, approve, check in to, reassign, reject, or cancel the individual bookings that make up an event. * Bulk reassign bookings of an event (just like the [All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-reassign-bookings)). * Bulk cancel bookings of an event (just like the [All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md#bulk-cancel-bookings)). * Change views between *Table* and *List views*. * Cancel an event (including all its bookings) with one action. ![Event bookings screen with an example event select.](https://docs.matrixbooking.com/__attachments/a_f1539621398578d657d01d9c9c82bccc3d07ff5b33c28508c19b2a4f2f649918/image-20260106-154758.png?cb=769e6fb71b567197d26a500e09d24286) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-contact-management.md) [Contact and directory management](https://docs.matrixbooking.com/kb/ag-contact-management.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-reporting.md) [Bookings screen](https://docs.matrixbooking.com/kb/ag-reporting.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Facilities A facility is a permanent feature of a resource (for example, an overhead projector for a meeting room). There are 2 types of facility: 1. [Standard facilities](https://docs.matrixbooking.com/kb/ag-facilities.md#standard) 2. [Custom facilities](https://docs.matrixbooking.com/kb/ag-facilities.md#custom) ## Standard facilities If you've specified several facilities, you can select which resources have which facilities. When users search on resource availability and filter on facilities, the search will return resources that have those facilities. The facilities you can add to your resources are: * Adjustable desk * Air conditioning * Computer * Conference phone * DVD or video player * Disabled access * Display or screen * Double door * Flipchart * Hearing loop * Informal meeting space * Keyboard and mouse * Laptop riser * Meeting table * Natural light * Network access * Printer * Projector * Smartboard * Sound system * Sprung floor * Telephone * Television * Video conferencing * Whiteboard * Wi-Fi These facilities have already been predefined ready for you to use. You should select all the facilities that your resources have. Selecting them here makes them available at a lower level to select for each room. For example, not all rooms may have air conditioning, but if any of your rooms do, it needs to be ticked here. When you come to set up the individual room, air conditioning will be there as an option to select. To set up standard facilities: 1. Select **Admin** in the navigation bar. 2. Select **Facilities** under the *Account Settings* section in the side menu. 3. Select the tick boxes for the Facilities your organisation's buildings have. ![Facilities screen with all standard facilities listed and no custom facilities added.](https://docs.matrixbooking.com/__attachments/a_cf4341c3dd6cf2d532481c417b98ee97fef28a178995d0e0121c071a0bf6de76/image-20250919-103432.png?cb=1adb36bbc56f29a4e71bf369309702dd) ## Custom facilities These facilities are non-standard ones that you can add manually in the same way as above. However, rather than using tick boxes, simply enter them in the text box under the *Custom Facilities* section. Matrix Booking will allow you to name these custom facilities, but won't display an icon for them in the *availability* and *room information* screens. Once these facilities are added to your organisation, they can be added to any resource in your location hierarchy. **Warning**: take care with the spelling as once created they can't currently be edited or deleted (you can create another customer facility correctly spelled, but the previous one will still show in the list to administrators). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-booking-categories.md) [Booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-booking-options.md) [Booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Floor plan setup In Matrix Booking, you can: 1. Upload your floor plans for your staff to use. 2. Map your resources (for example, rooms or desks) on your floor plans. 3. Book resources using your mapped floor plans. This page explains how to manage and map your organisation's floor plans: 1. [Accepted image file types](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#file-types) 2. [Upload a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#upload-floor-plan) 3. [Download the original floor plan image](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#download-original-floor-plan) 4. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) 5. [Map resources on a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#map-resources) 6. [Map work areas on a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#map-work-areas) 7. [Edit a marker on a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#edit-marker) 8. [Remove markers on a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#remove-markers) 9. [Test your mapping](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#test-mapping) 10. [Resource clustering on a floor plan](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#resource-clustering) 11. [Our floor plan redraw service](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#redraw-service) ## Accepted image file types The following file types are allowed for floor plans: * `.png` * `.svg` Users can zoom in on the images of these file types. The maximum file size for a floor plan that can be uploaded is ++4096 pixels x 3072 pixels++. When you upload a floor plan image that's large (over 4096 pixels in any direction), it will be automatically resized so that the maximum dimension (width or height) is 4096pixels. This resized image will be the new "original" image that's downloaded by browsers and mobile apps. A smaller file size will download more quickly. On a fast internet connection, the size of the floor plan might not make a difference in download speed. The image will likely be cached (stored) by the device once it has been downloaded the first time. People who regularly view the same floor plan image may not have to download it each time. **Notes**: * We don't recommend uploading an architect's drawing or an Autocad file that has ventilation and storage cupboard markings. This level of detail isn't required. * Floor plans should be uploaded for floors and not other types of locations or resources. * The resolution of your image should be high to avoid pixelation when it's zoomed in on. * Use the Matrix Booking resized floor plan image to edit. ## Upload a floor plan To add floor plans to a floor: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the **+ Add** button next to the *Floor plan* section. 3. Your computer's file explorer will appear. 4. Go to the floor plan file's location. 5. Select the floor plan file. 6. Select **Open** or **Upload** . This will close the file explorer and your floor plan will appear in the *Floor plan* section of the *Media* tab. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Uploaded floor plan in the edit floor dialog.](/__attachments/a_380fc35c90c69b773e8ef0307dec76f73642ab1dbddae9e7572645392893a4d5/image-20250926-144124.png?cb=87f09018e189d323af326e6703c54ecc) 8. Select **Save** **changes**. **Tips**: * Use a simplified floor plan for your staff. We provide a [redraw service](https://docs.matrixbooking.com/kb/floor-plan-redraw-service.md) that make simplified floor plans. * Make sure your floor plan complies with the [accepted file types](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#file-types). * If you upload a new floor plan to override an old one, make sure that it's the same size. If it isn't, your mapped resources won't align with the new floor plan. ## Download the original floor plan image To download the floor plan after uploading it: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the image of your floor plan. This will open the floor plan in a new dialog. 3. On the image, right-click to open the context menu. 4. Select **Save image as...**This will open your file explorer. ![Context menu opened on the image of the floor plan.](https://docs.matrixbooking.com/__attachments/a_ae472106ce68fb3e7a58ed8a5ee94a4f987e02ce4a5d09c398c643d69bac3d3c/image-20260609-130532.png?cb=9a88a203759d3174723c2a91a37310e7) 5. Select the folder or location you want to save the file in. 6. Select **Save** (or equivalent). This will close the file explorer and your floor plan will download. ## Access the Floor Plan Editor To access the Floor Plan Editor: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select Edit hierarchy. The full *Locations and resources* hierarchy will appear. 4. Select the **Edit floor plan** button next to your chosen floor. ![Locations and resources hierarchy with the edit floor plan button next to a floor with a floor plan attached.](https://docs.matrixbooking.com/__attachments/a_7c0a48b03ba6560ced03b7e8050c55dad165816e7298236c5c9086cdcb5833b8/image-20251014-083207.png?cb=08505113201fa335207f740932ea477f) 5. The Floor Plan Editor will open in a new tab with a banner stating: "Floor plan changes are saved automatically. Close this browser tab when you are finished." 6. To close the banner, select **Dismiss Forever**. 7. The Floor Plan Editor will show you an enhanced view of your floor plan and 2 tabs in the side menu: * Resources (selected by default). * Work areas. Both will display a list of your locations (for example, desks banks). 8. To view only unmapped resources, select the *Show only unplaced resource* checkbox. ![Floor Plan Editor.](https://docs.matrixbooking.com/__attachments/a_8be5cdab47829edce3f54a02d672438b069ef5cfba866042560603883b9e2643/image-20251014-083542.png?cb=8b773d27639cbf526453e278d0107bec) ## Map resources on a floor plan Once you have uploaded your floor plan, you can: * Leave it as a visual aid only. * Map your floor plan to be an interactive booking system. **Note**: floor plan changes are saved automatically. To map a resource on your floor plan: 1. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) of your chosen floor. 2. Select the location you want to map. A dropdown of the resources in that location will appear (for example, desks in a desk bank). ![Side menu with the expanded dropdown of unmapped resources.](https://docs.matrixbooking.com/__attachments/a_0d23100fe6a17d03aa7732117a57358a778a9e53b37ffc1d0bf4dce971a3930a/image-20251014-092642.png?cb=5a2bff65c2f27e69446f6a6e44a45218) 3. To view only unmapped resources, select the *Show only unplaced resource* checkbox. 4. There are 2 ways of mapping resources: * To map all the resources under a location in turn automatically, select the **+** **Add resource marker** button next to the location. A new mapping marker for the next resource in the dropdown will appear each time 1 is placed until all markers for all resources in that location have been placed. * To map an individual resource under a location, select the **+** **Add resource marker** button next to the resource. 5. A mapping marker will replace your cursor (looks like a circle with a cross in the middle). A text box next to this will say which resource the marker is associated with (for example, GF-1-1 for the Ground floor's Desk bank 1 -- desk 1). 6. Find the resource's position on the floor plan. 7. Place your marker over the position of the resource on the floor plan. 8. To zoom in on your floor plan, select the **+ Zoom in** button in the top-right corner. To zoom out, select the **- Zoom out** button. ![Zoom in and out buttons.](https://docs.matrixbooking.com/__attachments/a_26e11f0e0d1c1bc59ed5d6e0a631788d01dde1479f0e93f8f626a2f21ed36b00/image-20240416-105835.png?cb=84b2aeafd6323d04e97780273f187747) 9. Select on the position you want to place the marker. 10. The marker will appear as a solid blue circle with a white outline. 11. If you selected the **+** **Add resource markers** button next to the location, a new mapping marker will appear with the next resource's name (for example, GF-1-2) so that you can continue the process. If you didn't select this button, your cursor will return to normal. 12. [Repeat steps 4 to 10](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#map-resources-step-4) for all your other resources. 13. To help align your markers, red dotted lines will appear either side of the markers when they are aligned. 14. If you want to return to your normal cursor, select the **ESC** button. 15. Next to each mapped resource in the side menu, select any of the following: * The **Edit** button to allow you to move the marker. * The **Remove** button to remove the marker. * The **Remove all resource markers** button to remove all markers. ![Resource markers with the alignment lines shown on an example floor plan.](/__attachments/a_626d1158f4b9e238a13ceb1f557f03acb0ec55c276ee7b041e3db726c954309c/image-20251014-095302.png?cb=c717d6ce676f9f081e65857b9529980b) **Warning**: if you upload a new floor plan to override an old one, make sure that it's the same size. If it isn't, your mapped resources and work areas won't align with the new floor plan. ## Map work areas on a floor plan Once you have uploaded your floor plan, you can: * leave it as a visual aid only * map your floor plan to be an interactive booking system Besides mapping individual resources, you can group the resources together as a work area, similar to [resource clustering](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#resource-clustering). **Notes:** * Floor plan changes are saved automatically. * Mapped work areas are only available for floor plans on Matrix Booking. They aren't available for the mobile and Floor Plan apps. * All users making bookings will see all work areas on the floor plan. It may not be appropriate to place all work areas, particularly if you have many levels within your hierarchy. Only place work areas on the floor plan that you wish to show. To get the most out of this functionality, you may need to rename or restructure your *Locations* *and* *resources* hierarchy. * When users are viewing the floor plan as they make a booking, they will see the work areas displayed at an appropriate zoom level. The area name is displayed with a the number of available resources in brackets. Zooming in on the floor plan will hide the work area markers and display the individual bookable resources. To map work areas on your floor plan: 1. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) of your chosen floor. 2. Select the **Work areas** tab. 3. There are 2 views for the side menu: * **View as hierarchy** (selected by default) -- this gives you the list as it appears in your location and resources hierarchy (for example, meeting rooms and desk banks may not be grouped together). * **View by type** -- this gives you the list separated by location and resource type (for example, desk banks are grouped together). 4. Select the view you want. 5. Select the **+** **Add work area marker** button next to the work area you want to map. 6. A mapping marker will replace your cursor (it looks like a light blue elongated circle with a blue outline). Text in the marker will say which work area the marker is associated with (for example, Desk bank 1). 7. Find the work area's position on the floor plan. 8. Place your marker over the position of the work area on the floor plan. 9. To zoom in on your floor plan, select the **+ Zoom in** button in the top-right corner. To zoom out, select the **- Zoom out** button. 10. Select the position you want to place the marker. 11. The marker will appear as a blue circle with a white outline and white text. 12. [Repeat steps 5 to 11](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#map-work-areas-step-5) for all your other work areas. 13. To help align your markers, red dotted lines will appear in the middle of the markers when they are aligned. 14. To return to your normal cursor, select the **ESC** button. 15. Next to each mapped resource in the side menu, there will appear: * The **Edit** button to allow you to move the marker. * The **Remove** button to remove the marker. * At the bottom, the **Remove all work area markers** button to remove all markers. ![Work area markers with the alignment lines shown on an example floor plan.](/__attachments/a_afd57e2e688b14be6a9dc2eea04c5b41399c1da81d363976b9772348fc41e31b/image-20251014-095224.png?cb=23f813e568e4dc12c632361adcdd6493) **Warning**: if you upload a new floor plan to override an old one, make sure that it's the same size. If it isn't, your mapped resources and work areas won't align with the new floor plan. ## Edit a marker on a floor plan To edit a marker on your floor plan: 1. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) of your chosen floor. 2. Depending on the type of marker you want to move, select either the: * **Resources** tab (selected by default). * **Work areas** tab. 3. Select the **Edit** button next to the marker you want to move. 4. The marker you've selected will become a light blue circle with blue outline to show that that's the marker you've selected to be moved. 5. Move the marker with your arrow keys. 6. To help align your markers, red dotted lines will appear either side of the markers when they are aligned. 7. Once you've moved your marker to the right position, select the marker. This will turn it back to a blue circle with a white outline to show that the mark has been placed. 8. If you no longer want to edit your marker, select the **Back** button to return to the main Floor Plan Editor. ![Edited resource marker with alignment lines shown on an example floor plan.](https://docs.matrixbooking.com/__attachments/a_bd42111fcedec7937f0c4da5d9155c46e884f769854dc1288f1dcdb8c65b9540/image-20251014-100128.png?cb=a8e7fffb96e1328a4773a990a19099ee) **Notes**: * When editing a marker, the side menu will be replaced with information about the resource or work area and its coordinates on the floor plan. * You can remove a marker you're editing by selecting the **Remove** **marker** button in the side menu. ## Remove markers on a floor plan There are 2 ways to remove markers: * [one by one](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#remove-one-marker) * [all of them at the same time](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#remove-all-markers) **Warning**: once 1 or all of your resources or work areas have been removed, this action can't be undone as any floor plan changes are saved automatically and overwrite the previously saved version. ### Remove 1 marker To remove 1 marker from your floor plan: 1. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) of your chosen floor. 2. In the side menu, select either the: * **Resources** tab (selected by default). * **Work areas** tab. 3. Select **Remove** next to the resource or work area. The *Remove marker* dialog will appear. 4. Select either of the following and the dialog will close to return you to the Floor Plan Editor: * **Remove** to permanently remove the marker. * **Cancel** to disregard the marker's removal. ![Remove marker dialog of an example resource marker.](/__attachments/a_2510e21b544a90eb8df356b0507e5b1e6d2390409064169a530455ea7a51cd99/image-20251014-100701.png?cb=dcfe5dd28fba8d105dc134e8a9c0defc) **Warning**: once 1 of your resources or work areas has been removed, this action can't be undone as any floor plan changes overwrite the previously saved version of it. ### Remove all markers To remove all your markers from your floor plan: 1. [Access the Floor Plan Editor](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#access-floor-plan-editor) of your chosen floor. 2. In the side menu, select either the: * **Resources** tab (selected by default). * **Work areas** tab. 3. Select **Remove all \[resource or work area\] markers** . The *Remove all \[resource or work area\] markers* dialog will appear. 4. If you'd like to continue with removing all markers, select the *I have read the above and wish to continue* checkbox. This will activate the **Remove** button and will no longer appear greyed-out. 5. Select either of the following and the dialog will close to return you to the Floor Plan Editor: * **Remove** to permanently remove the markers. * **Cancel** to disregard the markers' removal. ![Remove all resource markers dialog.](https://docs.matrixbooking.com/__attachments/a_07ea3929a7a8dc003bbbac29c38e7b3dd3a7b5eb53f882baed2e1a7ac5dafffe/image-20251014-100946.png?cb=5b2e16d3698a11745c1495b5b9c50cb5) **Warning**: once all your resources or work areas have been removed, this action can't be undone as any floor plan changes overwrite the previously saved version of it. ## Test your mapping It's important to test your markers to make sure that your staff can access the resources they want without any errors. To test your markers: 1. Make a new booking for a resource (for example, a desk). 2. Select **View as floor plan**. Any resources that were grouped together in a work area will be displayed. ![Floor plan view of a new booking with example work areas shown.](https://docs.matrixbooking.com/__attachments/a_f2c3a06223f11936ea577cf39c4b30fbb836384f0075dde89764591365049fd9/image-20251014-101636.png?cb=da2ae70c6164d257fc001619383ff837) 3. Select the **work area** button you want to zoom in on or the **+** **Zoom in** button in the top-right corner to zoom in on where you want your booking. 4. To zoom in on your floor plan, select the **+ Zoom in** button in the top-right corner. To zoom out, select the **- Zoom out** button. 5. You'll see a zoomed in version of the floor plan in that area with your mapped resources. 6. If the mapping isn't right and needs to be changed, you can [edit the resource or work area markers](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#edit-marker). ![Zoomed in floor plan view of a new booking with example resources shown.](https://docs.matrixbooking.com/__attachments/a_708f144dfdf1248f2ab7fe6467823fca293b4a8d7efb24bbfcb0a3f37bada8a4/image-20251014-101848.png?cb=c75d43ebc76728923af7112eb15abce0) **Warning**: if you upload a new floor plan to override an old one, make sure that it's the same size. If it isn't, your mapped resources and work areas won't align with the new floor plan. ## Resource clustering on a floor plan In the Floor Plan Editor, you can map resources on your floor plans using markers. Similar to [work areas](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md#map-work-areas), resource clustering groups nearby resources into a single marker when zoomed out, reducing on-screen clutter and keeping the floor plan easy to read. When you zoom in or select a cluster, it expands to show individual desks or rooms, making it easier to choose the correct resource. Clustering suits floor plans with many closely placed resources, and is switched on by default. For smaller or more spread out layouts, it may not be needed. | **Resource clustering on** | **Resource clustering off** | |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![image-20260505-142056.png](https://docs.matrixbooking.com/__attachments/a_d13f507a532df6e3ee84a3ecf8bc2b215a516f2e11cd59e1b14ab9872780d3b1/image-20260505-142056.png?cb=15d758c3ecb9b8bba3b190ff378c76ec) | ![image-20260505-142207.png](https://docs.matrixbooking.com/__attachments/a_066aa5a0ae0bdb9f2eea7ae09c8bcb9dddcc05d177ee211984efcaf6488b74c8/image-20260505-142207.png?cb=7d57cc3fcd676d79f7c9d9f25183b195) | If resources are assigned to work areas, clustering doesn't apply as they are already grouped. Work areas that are close to each other aren't clustered either. **Note** : to switch this global feature off or if the feature has been switched off and needs to be turned back on, [++raise a support ticket++](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9). ## Our floor plan redraw service Rather than you engaging with costly third parties to create floor plans that are more appropriate to use in our system, we offer a floor plan redraw service provided by our in-house design team. We have developed a clean and simple format that removes unnecessary detail and focuses on the features that are important for orientation. Our service can take your floor plan and redraw it in our recommended format in either 2D or 3D (see below for examples). ![Demo Plan (Live).png](https://docs.matrixbooking.com/__attachments/a_ab5e078c18008431ed3668b8d85f37ae460c94e368da152aa6f8cc114516102a/Demo%20Plan%20(Live).png?cb=7f51cf17da2168c41f9929c87e0d152a) *An example of the redrawn 2D floor plan based on the original architectural drawing.* ![Low Complexity 3D.png](https://docs.matrixbooking.com/__attachments/a_74bb4997d0c6a9d499fd09be817fc41febe1f5ff7ef97edb68ae7857ac538abe/Low%20Complexity%203D.png?cb=59a969d79b516410fc412ad5fc5cbc25) *An example of the redrawn 3D floor plan based on the original architectural drawing and photographs of the interior.* Key features: * Unnecessary detail removed * Walls, rooms, and resources redrawn * Key facilities, such as stairs and toilets, have been identified to assist way-finding * Desk numbers and zone colours can also be added You can provide us with a floor plan in a variety of formats (for example, `.pdf`) and our pricing is based on the number of resources (for example, desks and rooms). [Learn more about our Floor plan redraw service](https://docs.matrixbooking.com/kb/floor-plan-redraw-service.md) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-visitor-management.md) [Visitor management](https://docs.matrixbooking.com/kb/ag-visitor-management.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Global settings As your hierarchy is top-down, you can change the settings of a level of your choosing and the levels below will inherit those settings: 1. [Edit global settings](https://docs.matrixbooking.com/kb/ag-global-settings.md#edit-global-settings) 2. [Change your organisation name](https://docs.matrixbooking.com/kb/ag-global-settings.md#change-org-name) 3. [Edit your time zone](https://docs.matrixbooking.com/kb/ag-global-settings.md#edit-time-zone) ## Edit global settings Administrators can maintain their organisation's global settings from the **Locations and** **resources**screen. To do this: 1. Select **Admin** in the navigation bar. 2. Select **Location** **and** **resources** under the *Location Settings* section in the side menu. 3. Select the **Edit** button next to your organisation name. The *Edit Global Settings* dialog will appear. 4. Within this area you can change a huge range of features across the entire organisation. The dialog is split into 4 tabs: * [Roles tab](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) * [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) * [Settings tab](https://docs.matrixbooking.com/kb/ag-locations-settings-settings-tab.md) * 5. After making any changes in these tabs, select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit global settings dialog.](/__attachments/a_f76e1497a15774c4526d2aaa15a15c5cf765a4e1f44223fe50419b7ef77b3d65/image-20251002-090655.png?cb=1bc8e75ce0e6c1f1f7294278e8feabf6) These settings in the tabs you use at the global level will be inherited down to the rest of the hierarchy. For more information on how to use these tabs, [see Location and resource settings](https://docs.matrixbooking.com/kb/ag-location-settings.md). ## Change your organisation name One subtle difference on this screen is that you'll notice that your organisation name at the top is in blue, which means it's editable. This is where you can change the name of your organisation perhaps because of a rebrand or merger. 1. [Raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/-1) to let us know to change your organisation name in the Support Portal and our customer database. 2. Select your organisation name. 3. Enter the new or amended name in the organisation name text box. 4. Select **Save**. 5. Refresh the page. 6. You'll see the organisation name has changed. ## Edit your time zone If you have time zones enabled for your organisation, this section in the *Settings* tab is where you can set and change the time zone of your main organisation. Other buildings can exist in different time zones, but if your whole organisation is based in CET (Central European Time), this is where you can set this. It will have been set during your implementation. You can change this in the [Settings tab](https://docs.matrixbooking.com/kb/ag-locations-settings-settings-tab.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md) [Frictionless check-in](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md) [Resource scheduling](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Help text and e-learning modules Help text is a section of text that describes and explains how to perform a particular function. This page explains how to set up help text and how to link them to e-learning modules: 1. [Default settings](https://docs.matrixbooking.com/kb/ag-help-text.md#default-settings) 2. [Access to Help text screen](https://docs.matrixbooking.com/kb/ag-help-text.md#access-help-text) 3. [Create help text](https://docs.matrixbooking.com/kb/ag-help-text.md#create-help-text) 4. [Complex support process](https://docs.matrixbooking.com/kb/ag-help-text.md#complex-support-process) ## Default settings When users select the **Help** option in Matrix Booking, a simple form is displayed by default. This form can be emailed directly to your support team or your administrators. ![Help dropdown with the help button.](https://docs.matrixbooking.com/__attachments/a_f49d83151595a1e4cbd4934c8d43124886087b3caff3762e0f56716d3e3b597f/image-20250922-105422.png?cb=967aa192a6f973b1b753824d592ea5ea) While the text box is blank, you're using the standard form. ![Standard help form.](https://docs.matrixbooking.com/__attachments/a_79822cbfb29d2db40f5d5539eedf1f6a5e0d74de40b563e47402f23cb79ebf17/image-20250922-105541.png?cb=93b845269ad7a54b022738f19da1222c) ## Access to Help text screen To access the Help text screen: 1. [Raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9) and ask for the help text feature to be switched on for your organisation. 2. Once our Support Team have confirmed that this has been switched on, select **Admin** in the navigation bar. 3. Select **Help** **Text** under Booking Options in the side menu. This opens the *Help Text* screen. ![Help text screen.](https://docs.matrixbooking.com/__attachments/a_166cd20e7aee658585cf58d9ce11ff2c0413b72ae51b6b178d7f5094f9c9be37/image-20250922-110522.png?cb=4fd85a1222669b3614933add829f3622) ## Create help text To set up your own text instead of the default form: 1. [Access to Help text screen](https://docs.matrixbooking.com/kb/ag-help-text.md#access-help-text). 2. Enter your help text into the text box in the middle of the screen. * By default, the box will be blank. * While it's blank, you're using the standard form. 3. Select the **? Formatting Syntax Guide** button for a formatting tutorial on more complex effects (for example, adding images, logos, or formatting). 4. Select **Preview** to see how it will look to your colleagues. 5. Select **Save** to keep your help text. **Notes**: * If you want to amend where this form is sent, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9) and provide the new email address. * Keep the text easy to read and concise. ## Complex support process For organisations where there's a more complex support process, instead of a single form going to a single email address, an administrator can write their own support text to go into this help box. The help text can include: * websites links * mailto links * formatting In addition to asking for help, your staff may want to walk through our basic e-learning module that walks your colleagues through the basics of each of our products. This feature can be turned on or off and can be tailored to link to your own e-learning module, if you have one. This e-learning link can be combined with the previous Help options giving you 4 choices when setting the help option: 1. Standard help page that sends the help request off to a nominated email address. 2. Standard help page that sends the help request off to a nominated email address and shows the *e-learning resources* section above it. 3. A custom help box that has text, images, and links as defined by you to guide your colleagues. 4. A custom help box that has text, images, and links as defined by you to guide your colleagues and shows the *e-learning resources* section. Which option you use will be one of the decisions you make during the Business Rules Workshop. **Notes**: * [Raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9) to have the e-learning module enabled or pointed to your own e-learning module. * The logo used in the help text can either be one you gave us or it can be a link to your own publicly facing logo. The dimensions we used for the generic logo are 225 x 66 pixels for the ideal display size. * Give people clear contact details for how to get support and who the administrators are in your organisation, so they can contact them directly. |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![image-20250922-105541.png](https://docs.matrixbooking.com/__attachments/a_79822cbfb29d2db40f5d5539eedf1f6a5e0d74de40b563e47402f23cb79ebf17/image-20250922-105541.png?cb=93b845269ad7a54b022738f19da1222c) Standard help (default) | ![image-20250922-112057.png](https://docs.matrixbooking.com/__attachments/a_e55294b94efe80d687eb901982d32e8b0dc4e18937aafcbb78e2f3beca7a611e/image-20250922-112057.png?cb=d72f69259bcd2e3cab7ccb3fba736992) Standard help with e-learning | | ![image-20250922-113637.png](https://docs.matrixbooking.com/__attachments/a_0e4502890242fc88fea5e250f6bcccf463fd97acad064a4b914bb5faca34a350/image-20250922-113637.png?cb=6a85638d8a8829f713ee02fe7e7057ac) Custom help | ![image-20250922-113459.png](https://docs.matrixbooking.com/__attachments/a_ebc3bbb90a79132f01071df1fe52c41ed2a499efcaefdb649f7c5446b451d503/image-20250922-113459.png?cb=7b3ff81f15f04bce9d31a944077222a7) Custom help with e-learning | *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md) [Logos and branding](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-create-a-banner.md) [Banners](https://docs.matrixbooking.com/kb/ag-create-a-banner.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide This guide gives you all the information you need to know to run and manage the Matrix Booking platform. These pages outline how to configure, manage, and use the *Admin* screens on Matrix Booking. These settings affect the way Matrix Booking works on the web, mobile, kiosk devices, and tablets. Most of the settings for the different products you've subscribed to are controlled by the settings covered in this guide. All the settings and configurations will be completed for you as part of your setup and onboarding. Once live, you're free to amend your setup as needed. To do this, you'll find this guide helpful as it covers all the areas that you can manage: 1. [Log in](https://docs.matrixbooking.com/kb/ag-logging-in.md) 2. [Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md) 3. [User account management](https://docs.matrixbooking.com/kb/ag-user-account-management.md) 4. [Location administrators](https://docs.matrixbooking.com/kb/ag-location-administrators.md) 5. [Location managers](https://docs.matrixbooking.com/kb/ag-location-managers.md) 6. [Receptionists](https://docs.matrixbooking.com/kb/ag-receptionists.md) 7. [Workplace roles](https://docs.matrixbooking.com/kb/ag-workplace-roles.md) 8. [Booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md) 9. [Facilities](https://docs.matrixbooking.com/kb/ag-facilities.md) 10. [Booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) 11. [Logos and branding](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md) 12. [Help text and e-learning modules](https://docs.matrixbooking.com/kb/ag-help-text.md) 13. [Banners](https://docs.matrixbooking.com/kb/ag-create-a-banner.md) 14. [Declaration templates](https://docs.matrixbooking.com/kb/ag-declaration-templates.md) 15. [Locations and resources](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) 16. [Location and resource settings](https://docs.matrixbooking.com/kb/ag-location-settings.md) 17. [Global settings](https://docs.matrixbooking.com/kb/ag-global-settings.md) 18. [Resource scheduling](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md) 19. [Resource sharing](https://docs.matrixbooking.com/kb/ag-resource-sharing.md) 20. [Reception sharing](https://docs.matrixbooking.com/kb/ag-reception-sharing.md) 21. [Groups](https://docs.matrixbooking.com/kb/ag-security-groups.md) 22. [Contact and directory management](https://docs.matrixbooking.com/kb/ag-contact-management.md) 23. [Event management and basket bookings](https://docs.matrixbooking.com/kb/ag-event-management.md) 24. [Bookings screen](https://docs.matrixbooking.com/kb/ag-reporting.md) 25. [Work requests screen](https://docs.matrixbooking.com/kb/ag-homepage.md#https://matrixbooking.atlassian.net/wiki/spaces/MS48/pages/3179159393/Administrator+guide+Work+requests+screen) 26. [Printable schedules screen](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md) 27. [Matrix Booking Insight](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md) 28. [Visitor management](https://docs.matrixbooking.com/kb/ag-visitor-management.md) 29. [Floor plan setup](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md) **Note**: separate guides are available for all Matrix Booking products. --- language: "en" --- # Administrator guide – Import visitors This page describes how to use the *Import visitors* screen: 1. [Download the template](https://docs.matrixbooking.com/kb/ag-import-visitors.md#download-template) 2. [Access the Import visitors screen](https://docs.matrixbooking.com/kb/ag-import-visitors.md#access-import-visitors-screen) 3. [Import visitors](https://docs.matrixbooking.com/kb/ag-import-visitors.md#import-visitors) 4. [Troubleshooting](https://docs.matrixbooking.com/kb/ag-import-visitors.md#troubleshooting) ## Download the template To import visitors as a receptionist, location manager, location administrator, or administrator, you need to use our template and complete the following columns: * First name and last name (mandatory). * Host email (mandatory for external visitors, but optional for internal visitors). * Email (mandatory for internal visitors, but optional for external visitors). * Company (optional). * Phone number (optional). * Car registration (optional). * Expected arrival time (optional, 24-hour format). [Download the import visitors template](https://media.matrixbooking.com/docs/visit-import-template.csv) **Note**: importing visitors supports reception sharing. ## Access the Import visitors screen To access the *Import visitors* screen: 1. Select **Admin** in the navigation bar. 2. Select **Import visitors** under the *Tools*section in the side menu. **Note** : the *Import visitors* screen can also be accessed from [++Visitors list tab++](https://docs.matrixbooking.com/kb/ag-visitor-management.md) in the *Visitors* screen. ## Import visitors To import visitors in the *Import visitors* screen as an administrator: 1. Contact your customer success manager to ask about adding the enhanced visitor module to your subscription. 2. [Access the Import visitors screen](https://docs.matrixbooking.com/kb/ag-import-visitors.md#access-import-visitors-screen). 3. Select **Upload a file** . The *Upload a file* dialog will appear. 4. Select **Import from CSV**. Your file explorer will open. 5. Locate the completed template. 6. Select **Open** (or equivalent). This will close the file explorer and you'll return to the *Upload a file* dialog. 7. Optional: select the **Visit date** from the *Visit date* dropdown. 8. Select the **Reception** from the **Location** dropdown. 9. Optional: enter a reason in the *Visit reason* text box. 10. Select either of the following and the dialog will close to return you to the *Import visitors* screen: * **Upload** to upload your completed template with the additional information entered. * **Cancel** to discard your upload. ![Upload a file dialog for importing visitors.](/__attachments/a_97524e388786f2d1ab161746e3707cd2db042365499223282a47c32139decb8d/image-20260701-085916.png?cb=2337f277991ebad1f0814ff2e101bb71) ## Troubleshooting If any errors occur, the error message should display the reason and solution to fix the error. If the error occurs again after fixing and retrying, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-visitor-management.md) [Visitor managment](https://docs.matrixbooking.com/kb/ag-visitor-management.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md) [Floor plan setup](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md) *** ** * ** *** [**Administrator guide homepage**](https://matrixbooking.atlassian.net/wiki/pages/createpage.action?spaceKey=ms48&title=Administrator%20guide%20%28the%20new%20one%29&linkCreation=true&fromPageId=3179159905) --- language: "en" --- # Administrator guide – Location administrators Location administrators can be set at any level (for example, an entire site, a building, a floor, or a room), but they are considered to be above location managers in the access profile hierarchy. To set a location administrator: 1. If you haven't already: * [Add your booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md). * [Set up a location](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). 2. Select **Admin** in the navigation bar. 3. Select **Location** **administrators** under the *Location Settings* section in the side menu. 4. Select **+ Add administrator** . The *Add location administrator* dialog will appear. 5. Begin to enter the specific location they are going to be a location administrator of into the *Location* text box. A dropdown will appear. 6. Select the location. 7. Begin to enter the name of the person in the *Who* text box. A dropdown will appear. 8. Select the location administrator's name. 9. Select **Add**. ![Add location administrator dialog with an example location and location administrator filled in.](https://docs.matrixbooking.com/__attachments/a_012281ccede84ebe7f8b11cff0581171afb443d99ca52e8899c714ccb38826b6/image-20250919-085740.png?cb=817cdadc3524ba2c51380c0192b7adfc) 10. Select **Remove** to remove a location administrator. They will be able to: * [Book on behalf of someone else](https://docs.matrixbooking.com/kb/how-do-i-book-on-behalf-of-someone-else-as-a-stand.md) for resources in that location. * Edit any bookings for that location. * Delete any bookings for that location. * Edit any of the location or resource settings for that location. Location administrators can't edit any of the *Account Settings* section (for example, *Logos and branding* or *Banners* ). For more information on the access of location administrators, [see Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md). This role will have limited access to [Matrix Booking Insight](https://insight.matrixbooking.com/) by only being able to view the data on the locations that they manage. **Note**: if you book a resource on behalf of someone else and they don't have access to that resource, the booking will be successful as it's the booking organiser's access to the resource that's considered by Matrix Booking. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-user-account-management.md) [User account management](https://docs.matrixbooking.com/kb/ag-user-account-management.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-location-managers.md) [Location managers](https://docs.matrixbooking.com/kb/ag-location-managers.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Location managers Location managers can be set at any level (for example, for an entire site, a building, a floor, or a room), but they are considered to be below location administrators in the access profile hierarchy. To assign a location manager to a location: 1. If you haven't already: * [++Add your booking categories++](https://docs.matrixbooking.com/kb/ag-booking-categories.md). * [++Set up a location++](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). 2. Select **Admin** in the navigation bar. 3. Select **Location** **managers** under the *Location Settings* section in the side menu. 4. Select **+ Add manager** . The *Add location manager* dialog will appear 5. Begin to enter the specific location they are going to be a manager of into the *Location* text box. A dropdown will appear. 6. Select the location. 7. Begin to enter the name of the person in the *Who* text box. A dropdown will appear. 8. Select the manager's name. 9. Select **Add**. ![Add location manager dialog with an example location and location manager filled in.](https://docs.matrixbooking.com/__attachments/a_e18c2aaacb8b361477ac0f085bc14adbe0b17c287cb362b57d4c50f939c6a34b/image-20250919-094209.png?cb=f35a1634efda1dff42eeba0a72335d5d) 10. Select **Remove** to remove a location manager. They will be able to: * [Book on behalf of someone else](https://docs.matrixbooking.com/kb/how-do-i-book-on-behalf-of-someone-else-as-a-stand.md) for resources in that location. * Edit any bookings for that location. * Delete any bookings for that location. Location managers can't edit any of the *Account Settings* section (for example, *Logos and branding* or *Banners* ). For more information on the access of location managers, [see Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md). This role will have limited access to [Matrix Booking Insight](https://insight.matrixbooking.com/) by only being able to view the data on the locations that they manage. **Notes**: * [Location manager training](https://www.matrixbooking.com/training-hub/) is available. * If you book a resource on behalf of someone else and they don't have access to that resource, the booking will be successful as it's the booking organiser's access to the resource that's considered by Matrix Booking. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-location-administrators.md) [Location administrators](https://docs.matrixbooking.com/kb/ag-location-administrators.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-receptionists.md) [Receptionists](https://docs.matrixbooking.com/kb/ag-receptionists.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Location and resource settings After accessing the Locations and resource hierarchy, you can change: * What and how much information each location or resource has. * How each location and resource behaves in terms of booking, visits, and more. * What facilities, booking options, layouts, and more are available for each resource. In the *Edit \[Location* *or* *Resource\]* dialog, you can change a huge range of features. It's split into 6 tabs: 1. [General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md) 2. [Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md) 3. [Roles tab](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) 4. [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) 5. [Settings tab](https://docs.matrixbooking.com/kb/ag-locations-settings-settings-tab.md) 6. [Options tab](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md) **Note** : you can edit these settings at every level of your *Locations and resources* hierarchy. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) [Locations and resources](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md) [General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Location settings: General tab This tab is where general information about a resource can be entered or changed. Some of this information will give you different options when you book that resource: 1. [Access the General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#access-general-tab) 2. [Add location or resource details](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#add-location-resource-details) 3. [View location's or resource's details](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#view-location-resource-details) 4. [Add resource capacity](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#add-resource-capacity) 5. [Add facilities to locations and resources](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#add-facilities) 6. [Add layout to resources](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#add-layouts) ## Access the General tab To access the *General* tab of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. ![Edit location or resource dialog.](https://docs.matrixbooking.com/__attachments/a_17b6299772ced475345f9985129308a4a6ef8fbf49f117030aefedc47bf2ff95/image-20250925-073445.png?cb=44a8da72db6a28e68b52bcf983938a77) ## Add location or resource details There are a number of details you can add to your locations and resources: * *Long Name* -- full name of the location or resource. * *Abbrev*. -- abbreviation of the location or resource. * *Description* -- full description of the location or resource. * *Alert* -- warn people about using the location or resource (for example, maintenance work). * *Address* -- full address of the location or resource, with an optional map (locations only). * *External* *Reference* -- used for third-party technologies (for example, occupancy sensors). * *Video Conference End-point* -- email address for a resource (not a location) to be invited to a booking. To add any of these details to your location or resource: 1. [Access the General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#access-general-tab). 2. Enter the *Long* *Name* , *Abbrev.* , *Description* , *Alert* , and *External Reference* in the corresponding text boxes. You can also enter the resource's email address into the *Video Conference End-point* text box for resources (not locations). 3. Enter the address in the *Address* text box under the *Address* section. 4. To see the address on a map, select **Add to map**. A map will appear (provided by Google). ![Edit Building dialog with example details added and the address completed aided by Google Maps.](https://docs.matrixbooking.com/__attachments/a_080fec4f74b4c4d73121e27531deaba0f3c86b574d5253ffaebe26f2133c6d5d/image-20250926-132355.png?cb=5034ba1abb125b346f8dc67a187e3a63) 5. If the marker on the map isn't in the right place, either: * Use the Quick Address Search. * Drag-and-drop the marker to where it needs to be. 6. To expand the map to full screen, select the **⛶ Toggle fullscreen view** button in the top-right corner. 7. To zoom in on the map, select the **+ Zoom in** button in the bottom-right corner. To zoom out, select the **- Zoom out** button. ![image-20240509-140737.png](https://docs.matrixbooking.com/__attachments/a_b8f87a9397a25c45472e267ae73163515b7ea2a6341b58995146a45562166645/image-20240509-140737.png?cb=508c58005d9fe834c84c2243d1745f78) 8. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. **Notes**: * Only locations can have addresses; resources can't. * Matrix Booking isn't responsible for the Google Maps' capabilities around accessibility. * [Learn more about viewing a location's or resource's details](https://docs.matrixbooking.com/kb/view-location-or-resource-details.md) ## Add or edit resource capacity If you've set up your resource to have a capacity in [Booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md), you can set up what the capacity of your resource is under the *General* tab. You can also set a minimum number of people needed to book a resource. To add or edit a capacity or a minimum capacity for a resource: 1. [Access the General tab](#). 2. Select the *Capacity* dropdown. A dropdown for the number of people that your resource can hold will appear. ![Capacity dropdown.](https://docs.matrixbooking.com/__attachments/a_5755672b9580fb1c22d1a7ebabd24f217bee9b134d7b9fdb454a3dea8bec039d/image-20240509-142853.png?cb=f1db410bb9fbb73b8611fb6b5b3be1de) 3. To add a minimum number of people that are needed to book your resource, select the Minimum dropdown. A dropdown for the number of people that your resource can hold will appear. 4. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. 5. Your resource's capacity will be displayed on your *Locations and Resources* hierarchy. ![Example locations and resource hierarchy with capacity displayed against a resource.](https://docs.matrixbooking.com/__attachments/a_6cd6644592cfea5a2909e8f9907cba12af8330903c7a956ed61f59938db7e85f/image-20250924-140935.png?cb=98c12e82f0852c7bca3de69ee1253ce7) 6. When you make a booking for that resource and you haven't reached the minimum capacity, you'll get a warning message: ![Minimum capacity not met warning message.](https://docs.matrixbooking.com/__attachments/a_187b9ba9beb732854ebfe0c9084098a590c1a6333646a2372d62ac7027565bd5/image-20260127-142237.png?cb=81209c53001efe34316ea122e6c9588b) 7. When you make a booking for that resource and you've exceeded the maximum capacity, you'll get a warning message: ![Exceeded maximum capacity warning message.](https://docs.matrixbooking.com/__attachments/a_d9f1ec781a6a8ff52ff77e53d35253eee8b1b7d0c72b73a8b6cd3e99fff1b8f6/image-20260127-142403.png?cb=6ec68ddf4060470e69fc4fc22d6b34ce) **Notes**: * Capacities and minimums are limited to 200 people. * Only resources (or Booking categories) can have capacities; locations can't. * If you don't have the minimum number of attendees needed to book a resource and you're a location manager, location administrator, or administrator of the location where the resource is, you can ignore this warning and book the resource. If you're a standard user, you won't be able to book the resource unless you've reached the minimum number of attendees. ## Add facilities to locations and resources To add a facility to your location or resource: 1. [Access the General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#access-general-tab). 2. Select the **+ Add facilities** button next to *Facilities*. 3. A list of the different facilities you can add will appear under the *Facilities* section. 4. Select the tick boxes next to the facilities that your location or resource has. ![Full list of available facilities in the edit location or resource dialog.](https://docs.matrixbooking.com/__attachments/a_8907fc846b75a0bd0d64299e6b4df2d31491b35bd35278680be40fb11347a29b/image-20240509-144706.png?cb=4559211e4a622f6956ffbd677001ba88) 5. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. **Note** : if you can't see a facility that you want, go back to the *Facilities* screen and add it there. ## Add layouts to resources If your resource can be changed around, you can set what layouts the resource can have. When you book that resource, the layout you want can be selected. For example, the tables in a meeting room can be changed from a layout for a conference meeting to a layout for a lecture. To add a layout to a resource: 1. [Access the General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md#access-general-tab). 2. Select the **+ Add layouts** button next to *Layouts*. 3. A list of the different layouts you can add will appear under the *Layouts* section. 4. If you have a provider that changes your resource's layout for you, select the *Provider* dropdown. 5. Select the provider from the dropdown. 6. Select the layouts that your resource can be arranged to. ![Full list of layouts available in the edit resource dialog.](https://docs.matrixbooking.com/__attachments/a_a297fbe943769724a112e058b8d1fd62026e7874b68f6d6509e1fd87ce3b7ac6/image-20240509-150606.png?cb=1492f3ae0b99aea4bd312fb7464a4c01) 7. Select either of the following and the dialog will close: * **Save** to keep your changes. * **Close** to discard your changes. **Notes**: * Although you can add layouts to locations, we recommend that you add layouts for each resource under your location as they aren't inherited from locations. * The provider will be notified of the layout you need once you've made your booking. * [A provider must be set up first](https://docs.matrixbooking.com/kb/ag-booking-options.md) before they will appear here in *Provider* dropdown. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-location-settings.md) [Location and resource settings](https://docs.matrixbooking.com/kb/ag-location-settings.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md) [Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Locations and resources As a location manager, location administrator, or administrator you can edit your own *Locations and resources* hierarchy, so you can add and remove your own floors, rooms, desks, and more. This page explains how to edit the *Locations and resources* hierarchy of your organisation in Matrix Booking: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources) 2. [View the different hierarchy levels](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#view-different-hierarchy-levels) 3. [Add a location or resource](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#add-resource-location) 4. [Change the resource type](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#change-resource-type) 5. [Move a location or resource](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#move-resource-location) 6. [Delete a location or resource](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#delete-resource-location) ## Access the Locations and resources screen 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. ![Locations and resource screen.](https://docs.matrixbooking.com/__attachments/a_bd9dadb5259514937ebbe1e018c7f7f3a949ffebe2491348cb451eba6c3755ce/image-20250924-112622.png?cb=e323456848bb4b6d96ff1a036021b079) ## View the different hierarchy levels There are 2 options next to each line of the *Locations and resources* hierarchy: |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![image-20251010-100118.png](https://docs.matrixbooking.com/__attachments/a_d5a2a0a42271832be7e19af5315f0070e2856a21906a7269313a98a0d12c50f8/image-20251010-100118.png?cb=9130d2d1f3785a16ca3cb95d1db6272b) **Focus** | ![image-20251010-100240.png](https://docs.matrixbooking.com/__attachments/a_815bb3833ea8539c93e29366400c8d9595d3ba3738450a4aa3e370f7700becda/image-20251010-100240.png?cb=b87561cb960a249bccf4fce3bb6efea3) **Edit** | If you select the**Focus** button of a selected level in your hierarchy (for example, a desk bank), it will expand to reveal all the layers of your hierarchy below it (for example, the second floor was selected, so only the zones and resources of that floor will be shown in detail). Use this option to edit any of the settings for any of the lower-level items (for example, making 1 room only available Monday to Friday). ![Focussed view of example floor in example building.](https://docs.matrixbooking.com/__attachments/a_0b36c029fca97aab3e367e42c24b06102df6e44086317a5ebac0dc53f80d01be/image-20250924-140516.png?cb=62ea7dd49bda4f8704d3df5f902fcbd4) Above your hierarchy list, the flow of the levels you've bypassed to get to the floor you want to focus in on will be displayed: 1. Organisation. 2. Region. 3. Site. 4. Building. 5. Floor. The expanded hierarchy lets you see all the resources within that building. It can also show you whether things have been added to any locations or resources, like floor plans with floor plan icon. You can change the settings for every individual resource within the list by selecting **Edit** . If you select**Edit** , the *Edit Location* dialogue box will appear. You can edit the settings for that entire level, from its address to the time zone it operates in. Everything below the level you select in that location hierarchy (for example, floor was selected, so zones and resources of that floor) will inherit the changes you make. ## Add a location or resource To add a location or resource within your organisation: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources). 2. Go to where you want to add the location or resource (for example, a floor in a building). 3. Select **+** **Add**. 4. Select the booking category you want from the *Booking category* dropdown. 5. Enter the name of location or resource in the text box. 6. If it's a resource with a capacity (for example, a room), select the capacity of the resource from the *Capacity* dropdown. 7. To remove a resource, select **-- Delete**. 8. Select **Save changes**. ![Example locations and resource hierarchy.](https://docs.matrixbooking.com/__attachments/a_0a4f2f3aca68445a21f899521fae533ec2aeec9fdd75d2c56521f4cddcc5210d/image-20250924-140935.png?cb=98c12e82f0852c7bca3de69ee1253ce7) This will bring up a new resource on the line below. By default, it will be the same resource type (for example, if selected the **+** **Add** on a room, a new room will be created. By default, "New meeting room" in a faint grey font will be written in the middle text box. Enter in this text box with your new room name and select the capacity from the dropdown. When you start to enter the room name, you'll see that another resource is automatically created on the line below. This is to speed up the process of entering multiple resources. If the additional row isn't needed, select **-- Delete** next to it. ## Change the resource type When adding a new resource using the above process, you can change the resource type from the dropdown. You can add any of the resources in the list so long as they are supported by your setup. You can also use this process to add new floors and new zones. Move your locations and resources using the process below. When doing this, resources are set at different levels, so if you try to change a desk to a floor, it will move out to the left to indicate it's now at a higher level in the hierarchy. **Note**: whilst it's fine to change resources, it's often better to add new resources and archive or delete the old ones if in any doubt about your hierarchy levels. ## Move a location or resource In addition to adding and removing resources, it's possible to move a resource or location to another position in the *Locations and resources* hierarchy. If the move button (outlined below) isn't visible to you, please [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9), to request this feature to be enabled for your organisation. There are two methods: * Drag and Drop * Using the Move Tool To move a location or resource by the Drag and Drop method: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources). 2. Locate the location or resource within your hierarchy you want to move. 3. Select and hold anywhere on the **pale green** **area** of that location or resource. 4. Drag-and-drop it on the part of your hierarchy where you want it. 5. Select **Save changes**. ![Drag-and-drop resource feature in action.](https://docs.matrixbooking.com/__attachments/a_ec221179106a96f895ceabfb048b482befd48578067b7a02fc601d5f178a6931/image-20250924-141158.png?cb=b9806e97855a683a1741215a2cfbd68a) **Note** : any changes you make won't go live until you select **Save changes** . If you release it too soon or release it in the wrong area, don't select **Save changes**, but refresh your screen and your unwanted change will be discarded. To move a location or resource using the Move Tool: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources). 2. Select the**Move** button next to the location or resource you want to move. The *Move Location* or*Move Resource* dialog will appear. The location will be automatically added to the 'Location to Move' field. ![Move button.](https://docs.matrixbooking.com/__attachments/a_7e540fd244cfceb7822c8dc640ea05a2b1660795ba64dc7cc43e8a9451f769dc/image-20251010-100432.png?cb=6c9afe17e854b18c18cae97f0bb41ba7) 3. Begin to enter the name of the location that your location or resource will sit under in your hierarchy into the *Find* *parent* text box. The *Parent Location* dropdown will appear. 4. Select the Parent Location you want from the *Parent Location* dropdown. 5. In the *Move to Position* section, you can choose where you want your location or resource to sit specifically in your hierarchy. Select either: * **As the first location** * **As the last location** * **Before location** * **After location** ![Move location dialog with fields filled in with examples.](/__attachments/a_f9f5294594f76b0f9fa508f4a12418dd62a393ec9f47bd763e723a81204d18da/image-20250924-141724.png?cb=d93edb9422dd0abf59d075776b8dcfbe) 6. Select **Move**. This will take you back to the focussed view of the Parent Location. **Notes**: * Once you have selected 'Move', the change is confirmed and can not be undone. ## Delete a location or resource There are 2 different ways to delete a location or resource depending on whether the location or resource has any previous or future bookings. To delete a location or a resource that doesn't have a booking history or future bookings: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **-- Delete** next to the location or resource you want to delete. 5. Select **Save** **changes**. ![Example locations and resource hierarchy.](https://docs.matrixbooking.com/__attachments/a_0a4f2f3aca68445a21f899521fae533ec2aeec9fdd75d2c56521f4cddcc5210d/image-20250924-140935.png?cb=98c12e82f0852c7bca3de69ee1253ce7) However, if you delete a resource that has a booking history, it will also be deleted. Therefore, rather than deleting the resource, we recommend that you move the resource to a hidden building or location that acts as an archive area. This is useful if you wish to hide the resource, but keep the historical booking data for your reports. If there are bookings (either historic or future), Matrix Booking will allow you to delete up to 10 resources at a time. This is so that you can delete resources at pace without accidentally deleting a resource you shouldn't. To delete a resource that has a booking history: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources). 2. Select **-- Delete** next to the location or resource you want to delete. 3. Depending on which level in your hierarchy you selected **--** **Delete** , the *Delete location* or *Delete resource* dialog will appear. In this example, we selected the location above the resource with the booking history. 4. If you want to delete the location, it's resources, and their associated booking histories, select **OK**. 5. If you don't, select **Cancel**. ![Location and its children deletion confirmation dialog.](https://docs.matrixbooking.com/__attachments/a_b013a6632fa3e8536f3ef23b634e21571e8f8236d73fcdc3710f5d9c54542075/image-20250924-142516.png?cb=4ed3e95f764631b98b2fc384acdaf5e3) 6. If you selected to delete a location, but then selected **Cancel** on the dialog, the *Delete resource* dialog will appear. The resource stated in the dialog will be the resource with the booking history. 7. If you want to delete the resource and its associated booking histories, select **OK**. 8. If you don't, select **Cancel**. ![Resource-only deletion confirmation dialog.](https://docs.matrixbooking.com/__attachments/a_c0625311502216a848875f5569e79c34a931a2a236657ec74ee3654ae3bc4aa7/image-20250924-142811.png?cb=3a96be15074c476c7f45bb4b0746b11c) 9. Select **Save** **changes**. **Warning**: if you exit without saving, any changes made in that session will be lost. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-declaration-templates.md) [Declaration templates](https://docs.matrixbooking.com/kb/ag-declaration-templates.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-location-settings.md) [Location and resource settings](https://docs.matrixbooking.com/kb/ag-location-settings.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Locations settings: Availability tab The *Availability* tab is where you can set the availability of a resource or all the resources of a location. It determines on what date, what time, and who can book a resource: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab) 2. [Inherited availability](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#inherited-availability) 3. [General availability](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#general-availability) 4. [Office hours](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#office-hours) 5. [Unavailable periods](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#unavailable-periods) 6. [Security approach](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#security-approach) 7. [Notes on the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#notes) ## Access the Availability tab To access the *Availability* tab of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Availability** tab. ![Availability tab of the Edit building dialog.](https://docs.matrixbooking.com/__attachments/a_1960454885a232e8acc3631ca243adf577ff023103204bf7a44c42dbdb82c914/image-20250929-073827.png?cb=72ccd2e25a5583a94f0a9e869990d741) ## Inherited availability Settings of a location or resource are inherited from a higher level. A resource can't be available outside of the location's, overall building's, or site's opening hours. To see more information on the availability, select **Show inherited general availability**. ![Example inherited availability messages displayed on the edit floor dialog, for the ground floor from the building level.](https://docs.matrixbooking.com/__attachments/a_67ba0bb78b97220ae084ccb852f7043903c3bb3ef8e7808c2470dd4b2d8751d1/image-20250929-073651.png?cb=e3236440d843d132b332f3081e694b44) You might select a location instead of a resource to limit the availability of all the resources under that location, which is faster than limiting the availability of each resource in turn. The availability of the resources under a location will be inherited by that location. **Note**: if you enter a 24-hour format, this will be changed automatically to a 12-hour format (for example, 23:00 will be changed to 11:00 PM). ## General availability This section allows you to limit the availability of a resources or all the resources of a location to certain dates, times, and groups. There are different ways to set up the availability of a resource or all the resources of a location: 1. [Unavailable by default](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#unavailable-by-default) 2. [Prevent bookings before](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#prevent-bookings-before) 3. [Prevent bookings after](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#prevent-bookings-after) 4. [Restrict access to](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#restrict-access-to) ### Unavailable by default This setting allows you to make a location or resource unavailable during certain dates and time. This is sometimes easier than creating a booking if it's for some special event or reason. The dates and times you set are for when the location or resource will be available and not unavailable. **Notes**: * This setting replaces the *Office Hours* and *Unavailable Periods* sections with the *Available Periods* section. * Any location or resource that has this setting switched on will have it's booking data reflected accurately in the availability and utilisation dashboard in [Matrix Booking Insight](https://insight.matrixbooking.com/), even if there are other available periods for other locations and resources. To make a location or resource unavailable by default: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *General Availability* section. 3. Select the **Make this \[location or resource\] unavailable by default** checkbox. The *Office Hours* and *Unavailable Periods* section will be replaced by the *Available Periods* section. ![Make this meeting room unavailable by default selected in the availability tab.](https://docs.matrixbooking.com/__attachments/a_c730d6f02b1635d081f9b5b1a031c5e6c431d7ab79d6c60b47575787f9e4beb7/image-20250929-084332.png?cb=c232601ced1598332f1beba6ee562c40) 4. Go to the *Available Periods* section. 5. Select the **Allow bookings between** checkbox. The **Date** dropdowns and **Add Time** buttons will appear. 6. Select the first **Date** dropdown. A calendar will appear. 7. Select the start date you want the location or resource to be available from. 8. Select the first **Add** **Time** . The *Time* text box will appear. 9. Enter the start time you want the location or resource to be available from. 10. Select the second **Date** dropdown. A calendar will appear. 11. Select the start date you want the location or resource to be available until. 12. Select the second **Add** **Time** . The *Time* text box will appear. 13. Enter the end time you want the location or resource to be available until. 14. If you want to add another date and time range for the location or resource to be made available, select **Add** **another** and [repeat steps 9 to 16](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#unavailable-by-default-step-9). 15. To remove a date and time range, select the **--** **Remove** button. 16. If you want to make the resource available again, select the **Make this \[location or resource\] unavailable by default** checkbox again to untick it. 17. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Available periods defined in the availability tab of the edit meeting room dialog.](https://docs.matrixbooking.com/__attachments/a_a7726ae5eef676a35b672f3a4885e83a5a6ba0b8fb2e55e77b5216e43b9d8fbf/image-20250929-085245.png?cb=17138735d9b034b743665f5d9792591d) 18. Select **Save** **changes**. ### Prevent bookings before This setting allows you to stop bookings being made against a resource or all resources of a location before a certain date and time. To prevent bookings being made for a location or resource before a certain date and time: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *General Availability* section. 3. Select the **Prevent bookings before this** checkbox. The *Date* dropdown and *Time* text box will appear. 4. Select the **Date** dropdown. A calendar will appear. 5. Select the end date you want the resource or resources of a location to be available from. 6. Enter the end time you want the location or resource to be available until in the *Time* text box. 7. If you want to make the resource available to everyone again, select the **Prevent bookings before this** checkbox again to untick it. 8. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![An example prevent bookings before date and time have been entered in the general availability section.](/__attachments/a_49df42b9abfb92878d7ad27522d10009096a98a8d641f87644271d27c3652a19/image-20250929-090143.png?cb=94ae57e2a3e195d155a40fadd22ca718) 9. Select **Save** **changes**. ### Prevent bookings after This setting allows you to stop bookings being made against a resource or all resources of a location after a certain date and time. To prevent bookings being made for a location or resource after a certain date and time, [follow the Prevent bookings before steps](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#prevent-bookings-before), but instead select the **Prevent bookings after** checkbox and choose the date and time you want bookings to be prevented from being made. ### Restrict access to This setting allows you to make a location or resource visible to only a certain group of people and to hide it from all other users. You need to [create the user group](https://docs.matrixbooking.com/kb/ag-security-groups.md) you want to have access to the location or resource. To restrict access of a location or resource to a group: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *General Availability* section. 3. Select the **Restrict access to** checkbox. The *Groups* dropdown will appear. 4. Select the **Groups** downdown. A list of all your groups will be appear. 5. Select the group you want the location or resource restricted to. The list of users in that group will appear. 6. If you want to make the resource available to everyone again, select the **Restrict access to** checkbox again to untick it. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![The restrict access to setting has been set to the facilities managers user group for the meeting room.](/__attachments/a_669ef917bc866245fbd81f7ce62f7e5608d8e0459709f84986d8176aa5a56b21/image-20250929-090715.png?cb=56e36790dca9ad7f45d6089e6390c7d5) 8. Select **Save** **changes**. If you've restricted the access of a location or resource to a group, a **lock** button will appear next to that location or resource. Select the **lock** icon to see more details about who has access to the location or resource. Select it again to hide the details. ![An example user group dialog for the restricted access resource in the locations and resource hierarchy.](https://docs.matrixbooking.com/__attachments/a_bf2c91fcdf5e27f8a42ca6772bb7db5fb0831e5d89a55a439b947a5af552d17d/image-20250929-091154.png?cb=162fb041023a01850a888bb50c9a5591) ## Office hours This section allows you to limit the availability of a resources or all the resources of a location by setting your organisation's working hours (office hours). To set up your office hours: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *Office Hours* section. 3. **None** will be selected by default. 4. If your organisation is open Monday to Friday, select **Monday to Friday** . The *From* and *Until* text boxes will appear. 5. Enter the times of when the location or resource will be available from and until in the text boxes. 6. If your organisation has different office hours on different days, select **Variable** . The *From* and *Until* text boxes for all days of the week will appear. 7. Enter the times of when the location or resource will be available from and until for each day in the text boxes. 8. If there are multiple office hour periods for a particular day, select the **+** **Add** button and repeat step 10. 9. If you want to remove an office hour period for a particular day, select the **--** **Remove** button. 10. If you no longer need office hours set for your resource, select **None**. 11. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![The variable office hours have bee entered for different days of the week on the edit meeting room dialog.](/__attachments/a_8548c384f8f281d138d09e5a2ce12a661beea5c7bc11f65aeedc2923b7de36ad/image-20250929-091936.png?cb=09e9c82a244e3b61b12860e3ab9365a3) 12. Select **Save** **changes**. If you allow your users to book resources for *X* amount of days in advance and have set office hours (for example, Monday to Friday 9:00 AM to 5:00 PM), any times outside of the set office hours (Friday 5:00 PM to Monday 9:00 AM) will be discounted from this rule. For example, if a standard user: * can only book 2 days in advance; * books a resource on a Friday; they can book for the following Monday and Tuesday. Saturdays and Sundays are automatically ignored. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![9 to 5 office hours have been set.](https://docs.matrixbooking.com/__attachments/a_c0bbc9d6b7eefcae022b6a24adde6f4d94bf8452b62b2feabde364aaac378b9a/image-20250929-092901.png?cb=1a74a517c11a88a4a928057df6d5a504) | ![Book in advance set to 2 days in advance in the Settings tab of the edit meeting room dialog.](https://docs.matrixbooking.com/__attachments/a_6099b09c2f2a9887c7b20273b3df8518e26b6d4160d0c057a902028507bfe123/image-20250929-092944.png?cb=bac679e509300492125f59f2eed455bd) | ## Unavailable periods Locations and resources can be made unavailable when needed. For example: * bank holidays * out-of-office hours * planned team bookings for a set period To set up unavailable periods for your locations and resources: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *Unavailable Periods* section. 3. Select the **Prevent bookings between** checkbox. The **Date** dropdowns and **Add Time** buttons will appear. 4. Select the first **Date** dropdown. A calendar will appear. 5. Select the start date you want the location or resource to be available from. 6. Select the first **Add** **Time** . The *Time* text box will appear. 7. Enter the start time you want the location or resource to be available from. 8. Select the second **Date** dropdown. A calendar will appear. 9. Select the start date you want the location or resource to be available until. 10. Select the second **Add** **Time** . The *Time* text box will appear. 11. Enter the end time you want the location or resource to be available until. 12. If you want to add another date and time range for the location or resource to be made available, select **Add** **another** and [repeat steps 4 to 11](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#unavailable-periods-step-4). 13. To remove a date and time range, select the **-- Remove** button. 14. If you want to make the resource available again, select the **Prevent bookings between** checkbox again to untick it. 15. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Example unavailable periods have been entered in the availability tab of the edit meeting room dialog.](/__attachments/a_926752275542a706ca257fb09753b5e4fa7268c8fca17872bb4f0b778435f310/image-20250929-094148.png?cb=e1f7f606c8b32dad4bfb0c9cebdda0d6) 16. Select **Save** **changes**. ## Security approach Access is based on your *Locations and resources* hierarchy restrictions. You can restrict access at any level, with 1 group per location or resource. Users must pass every level of restriction to gain access. For example: * A floor is restricted to Group A. * A resource on that floor is restricted to Group B. Only users in both Group A and Group B can book that resource. Users in just one of these groups can't. ### Resource sharing security If the sharer organisation enables **Restrict access to** in the *Availability* tab of a shared resource and sets it to one of their own groups, the sharee organisation won't be able to book it. To allow access to shared resources, remove any restrictions from the resource and any locations above it in the hierarchy. You can apply 1 group restriction per shared location or resource. The same "must pass all levels" rule applies to shared locations and resources. ## Notes on the Availability tab There are some things to note for the availability of locations and resources: * Only availability (and not unavailability) is inherited from higher levels. * You need set unavailability at each level of the hierarchy. * If the resources under a location have any future bookings against them and then you switch the *Make this meeting room unavailable by default* setting on, your future bookings may be deleted or cancelled automatically. ![Future bookings may be deleted with this setting warning message.](https://docs.matrixbooking.com/__attachments/a_3599791033368c9e853ecc5270ad689a009abcda2e84a95eca9a4c997285c4ba/image-20250929-094314.png?cb=51864385f5ba8340f5037c880c59a488) You need to [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/9) to ask for the "flexible auto-cancel check" feature to be switched on. Once our Support Team have confirmed that it's been switched on, they will ask you to wait for a certain amount of time to pass. This is so that Matrix Booking updates and removes any future bookings for that resource. You can continue to use Matrix Booking during the waiting period. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) [Roles tab](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-settings-settings-tab.md) [Settings tab](https://docs.matrixbooking.com/kb/ag-locations-settings-settings-tab.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Locations and resource settings: frictionless check-in This page explains how to set up our frictionless check-in feature using our web and mobile apps: 1. [Frictionless check-ins](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#introduction) 2. [Requirements](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#requirements) 3. [Switch the feature on](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#switch-feature-on) 4. [Booking category selector](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#booking-category-selector) 5. [Set up Check-ins](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#set-up-check-ins) 6. [Get your stickers](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#get-your-stickers) 7. [Caveats and limitations](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#limitations-caveats) ## Frictionless check-ins Checking in means that you've confirmed that you're using or going to use that resource. Your booking will be started at the start time of your booking and won't be auto-cancelled. Frictionless check-in allows you to book a resource and check in to a booking that has a scannable sticker (both QR code and NFC tag) next to the resource. You can do this by: * [Pre-booking a resource and checking in to a booking](https://docs.matrixbooking.com/kb/frictionless-check-in-user-guide.md). * [On-demand booking and checking in](https://docs.matrixbooking.com/kb/frictionless-check-in-user-guide.md). ![A person has scanned a sticker using their phone to book a desk.](https://docs.matrixbooking.com/__attachments/a_8294ea86b6806b1b22042151c5bf38f673e3e49e65e22f1581be4c38b28d393e/image-20240425-124344.png?cb=41eeffb44a9f1668cfe17bb0842d1a1e) For more information on tracking your resource usage, [log in to Matrix Booking Insight](https://insight.matrixbooking.com/) for the resource utilisation dashboard. ## Requirements There are setups in Matrix Booking that are and aren't support. For our frictionless check-in feature to work: * Booking organisers must have a Matrix Booking login and user account. * The check-in feature must be switched on ([see Switch the feature on](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#switch-feature-on)). * You must have**Require bookings to be started to confirm use** switched on in the *Check-in* section of the **Settings** tab of the resource you want booking organisers to check in to ([see Set up check-ins](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#set-up-check-ins)). * You need your scannable stickers next to each resource ([see Get your stickers](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#get-your-stickers)). * Booking organisers need phones that can scan the stickers you have: * minimum iOS: 8 or later * minimum Android OS: 6 or later ## Switch the feature on You need to have the feature switched on before you can use our frictionless check-in feature on your mobile app. To switch on the frictionless check-in feature, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss implementation and costs of the scannable stickers. ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Set up Check-ins You need to have check-ins switched on in the **Settings** tab of your resources. You can find this in the *Admin* section of Matrix Booking. We recommend that you select the location above your resources in your hierarchy so that this setting is inherited by all your resources. To set up the *Check-ins* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Check-ins* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. Select the **Require booking to be started to confirm use** checkbox. 10. Select if you want the bookings to be started by 1 of the following: * **attendees** **only** -- only people who have been invited to the booking, including the booking organiser (administrators, location administrators, and location managers can always check-in a booking). * **any** **user** -- any Matrix Booking user in your organisation or an organisation your sharing resources with. * **anyone** -- anyone who can access your resources (for example, external visitors using your signage devices). 11. Enter the time you want for a booking to be started beforehand (for example, 10 minutes before the start time). 12. If you want bookings to be checked in to by people who are physically present and prevent remote check-ins, select the **Only allow on-site check-in methods** checkbox. This setting should be used for frictionless check-ins. 13. If you want bookings to be auto-cancelled if they haven't been started, select the **Cancel booking that are not started after** ***X*** **minutes** checkbox. 14. Enter the time you want a booking to be auto-cancelled if it's not been started (for example, 10 minutes). 15. If you want a repeat booking series to be auto-cancelled if they are continually missed, select the **Cancel the remainder of a repeat booking series after** ***X*** **missed starts** checkbox. 16. Enter the number of bookings in a booking series that'll be auto-cancelled if that number of bookings is missed consecutively. 17. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Check-in settings switched on in the settings tab of the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_de27a85d93dc8b1c41689f8b0fb73a9792bc25cee5ec4563f465786135bc53b1/image-20250930-093606.png?cb=a7a4c448c1292dd14e6d8278b07b72c9) 18. Select **Save changes**. **Notes**: * For more information, [see Notes for Check-in settings](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md). * Changing the settings described below may affect other features you have for your organisation (for example, [signage](https://docs.matrixbooking.com/kb/ag-settings-tab-signage.md)). For more information, [see Caveats and limitations](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md#limitations-caveats). ## Get your stickers To get your scannable stickers, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss implementation and costs. We offer a standard design that can incorporate your resources' names. Stickers feature both an NFC tag and a QR code. Stickers are standardised at a 69mm diameter. ![Example sticker.](https://docs.matrixbooking.com/__attachments/a_7993c5a890bfc91b36f189aa5cb1f56828e262baf2e86bddc75dc136ccb7b1c8/image-20240425-124415.png?cb=621b5cd87c59934ac73805ed7d04cbca) If you have any questions about the pricing of our frictionless check-in feature and scannable stickers, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com). Currently, we offer sticker creation with your resources' names on them and delivery to your chosen location. However, we don't offer: * Custom sticker designs. * Custom sticker sizes. * Installation services for stickers in your buildings. ## Caveats and limitations for our frictionless check-in feature ### What we support * When you scan a sticker and you're redirect to our login page, both manual Matrix Booking and SSO login methods are supported. * You can reset your password when you're redirected to our login page. * *Alert* text (General tab). * *Require a title for each booking*(Settings tab: Texts). ![Frictionless check-in page with an alert displayed and a title required.](https://docs.matrixbooking.com/__attachments/a_0fbd49bffc0a5cd4d3b9c27abb2806b3ed8f114c81721a76459cec5b28999301/image-20250128-085453.png?cb=47969285a70f98a7589d3f3e9b592c02) ### What we support with caveats * Only booking organisers can book, check in to a booking, and end a booking early using the scannable stickers. * On-demand bookings can only be made with a start time of "now" until the end of the current availability period. For example, when you check in until the start of the next booking, the end of office hours, or the end of the day -- whichever is soonest. ### What we don't support * Resources with the following settings enabled: * *Require bookings to be made at least X hours or days in advance*(Settings tab: Advanced booking rules). * *Require bookings to be approved by a location manager*(Settings tab: Approvals). * *Require attendee count to be specified*(Settings tab: Attendee count). * *Automatically add X minutes setup time to the start bookings*(Settings tab: Buffer times). * *Require notes for each booking*(Settings tab: Texts). Depending on the scenario, there are other settings that may cause a booking failure: * *Maximum number of bookings per person* if the number is reached by that booking organiser. * *Require new booking start times to align with office hours.* * *Require new booking end times to align with office hours.* * *Do not allow a person to have overlapping bookings for this category.* * *Require a cost code to be provided when a booking is made* (Settings tab: Cost codes). If a booking organiser doesn't have a default cost code set under *Preferences* in their user account, the check-in will fail. There are certain scenarios that could cause a failure: * Resources can't be booked by scanning the sticker next to it if the resource has a booking against it on that day if the *Availability* setting in the is set to **Whole** **Day**. Select either: * **Hourly** * **Half Day** **Note** : for more information, [see Error messages, caveats, and limitations](https://docs.matrixbooking.com/kb/frictionless-check-in-error-messages-caveats-and-l.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md) [Options tab](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-global-settings.md) [Global settings](https://docs.matrixbooking.com/kb/ag-global-settings.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Locations settings: Media tab In the *Media* tab, you can upload and manage images and documents of resources and locations: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab) 2. [Add floor plans](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#add-floor-plan) 3. [Add images](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#add-images) 4. [Add documents](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#add-documents) 5. [Add links](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#add-links) ## Access the Media tab To access the *Media* tab of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Media** tab. ![Media tab of the edit location or resource dialog.](https://docs.matrixbooking.com/__attachments/a_e23bc8864b33ed5d8b96fb5576cbf058e6ecc32422f6408598826df68c038f2e/image-20250925-143721.png?cb=9c432b39d4db914c847567cd84b5c95a) ## Add floor plans To add floor plans to a floor: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the **+ Add** button next to the *Floor plan* section. 3. Your computer's file explorer will appear. 4. Go to the floor plan file's location. 5. Select the floor plan file. 6. Select **Open** or **Upload** . This will close the file explorer and your floor plan will appear in the *Floor plan* section of the *Media* tab. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Uploaded floor plan in the edit floor dialog.](/__attachments/a_380fc35c90c69b773e8ef0307dec76f73642ab1dbddae9e7572645392893a4d5/image-20250926-144124.png?cb=87f09018e189d323af326e6703c54ecc) 8. Select **Save** **changes**. If you want to book resources using your floor plans, you need to [map your resources first](https://docs.matrixbooking.com/kb/ag-floor-plan-setup.md). Once mapped, when you make a booking and select **View as floor plan**, you'll be to book any mapped resources. ![image-20250926-145428.png](https://docs.matrixbooking.com/__attachments/a_982466ba40bea547373689ee9e99b5a8d5a7ec416a4475f79729e2322827c80a/image-20250926-145428.png?cb=22e425ec10a21466b26cd25208944033) The floor plan will also appear in the *Location info* tab in the *New booking* dialog. ![Floor plan available in location info tab of the new booking dialog.](https://docs.matrixbooking.com/__attachments/a_88f3ca8f2d4a7b82d303f0a4cb9a06dbbc17c8170c6a90b749b7a0fbb266eba4/image-20250926-150017.png?cb=abd5544b2570466ed81a9862fc9ac84e) **Notes**: * This option is only available for locations and should be used for floors. * You must map your resources on the floor plan before you can book them on the *View as map*screen. ## Add images To add images to a location or resource: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the **+ Add** button next to the *Images* section. 3. Your computer's file explorer will appear. 4. Go to the image file's location. 5. Select the image file. 6. Select **Open** or **Upload** . This will close the file explorer and your image will appear in the *Images* section of the *Media* tab. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit meeting room dialog with image of meeting room added.](https://docs.matrixbooking.com/__attachments/a_460c49f4f996574877b85a67875251d954c093427062292976418b437bdd9339/image-20250926-070402.png?cb=16269a8c6fa725acdc0c53b7a11d7d7d) 8. Select **Save** **changes**. When you make a booking and you've added an image of the building, you'll be able to see the image in building's *Site details* tab of the *New booking* screen. ![New booking screen with a photo of the building.](https://docs.matrixbooking.com/__attachments/a_59e9fd106dad7779650e924cacd93bbeebf4412cd1ed862213a8445cac266fe5/image-20250926-072707.png?cb=97730de6acb48eedc86882261017724a) The image will also appear in the *Booking* and *Location info* tabs in the *New booking* dialog. ![New booking dialog with resource image added.](https://docs.matrixbooking.com/__attachments/a_a55e25d13eac19a9956393a13acbe143c92679a5a1ceca2a72fb49dd99c50731/image-20250926-080508.png?cb=7db24a4a6e1d6efb631a49706cb4fad6) Images and floor plans should be uploaded in the any of the following formats: * `.jpg` * `.png ` * `.svg` You can upload multiple images to any level, and drag-and-drop them to change their order. ## Add documents You can add documents as `.pdf` files to display things, such as fire evacuation plans or wi-fi instructions. To add documents to a location or resource: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the **+ Add** button next to the *Documents* section. 3. Your computer's file explorer will appear. 4. Go to the file's location. 5. Select the file. 6. Select **Open** or **Upload** . This will close the file explorer and your document will appear in the *Images* section of the *Media* tab. 7. Select **Preview** next to the document you want to preview. The a new tab will open with your document. 8. Select **Update** next to the document you want to update. Your computer's file explorer will appear. 9. Repeat steps 6 to 9 to upload the updated file. 10. Select **Remove**next to the document you want to remove. 11. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit building dialog with a tips and trick document added.](/__attachments/a_d232cd882975004874ad0c3a5309aacad149752f18a1a93844c58270b8913b9f/image-20250926-085109.png?cb=0fd599d5fe5cc34ac8481fab9a34bee5) 12. Select **Save** **changes**. When you make a booking and you've added a document at the building level, you'll be able to see the document in building's *Site details* tab of the *New booking* screen. ![New booking screen with an example document in the documents section.](https://docs.matrixbooking.com/__attachments/a_201e84732bee008754ad28df8be1534a4f5d6bac987f63e900cf4c5de0e2e6d2/image-20250926-150547.png?cb=35f432cf19096c7c662cc7821601e0a5) The document will also appear in the *Location info* tabs in the *New booking* dialog. ![New booking dialog with an example document in the documents section of the location info tab.](https://docs.matrixbooking.com/__attachments/a_b83d161389ede5e413b901220af0572edb11409fa5642ba3a21ff34eedeab09f/image-20250926-102152.png?cb=ee6669d7bb54a74403594f2b6e7d81b1) **Note** : you can only upload `.pdf` files. ## Add links To add a link to a location or resource: 1. [Access the Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md#access-media-tab). 2. Select the **+ Add** button next to the *Links* section. 3. A new entry line will appear. 4. Enter the link title in the *link title* text box. 5. Enter the URL (link) into the *URL* text box. 6. Select **Preview** if you would like to see the webpage in a new tab. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit building dialog with an example link added.](/__attachments/a_3d04679f7df5a9083bdac74140d0a040fd05ae49daac2184db92a3917e57549f/image-20250926-102852.png?cb=b422159e0fbdc4cd4ee11399ec4ea175) 8. Select **Save** **changes**. When you make a booking and you've added a link at the building level, you'll be able to see the link in building's *Links* section. ![New booking screen with an example link in the links section.](https://docs.matrixbooking.com/__attachments/a_cf5addbe88261859694576c89c931014250afdc866d20a570d81cd18fbc6d38c/image-20250926-150726.png?cb=5f4c91221c00b958c4558a84869d53f0) The link will also appear in the *Location info* tabs in the *New booking* dialog. ![New booking dialog with an example link in the links section of the location info tab.](https://docs.matrixbooking.com/__attachments/a_b83d161389ede5e413b901220af0572edb11409fa5642ba3a21ff34eedeab09f/image-20250926-102152.png?cb=ee6669d7bb54a74403594f2b6e7d81b1) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md) [General tab](https://docs.matrixbooking.com/kb/ag-location-settings-general-tab.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) [Roles tab](https://docs.matrixbooking.com/kb/ag-locations-settings-roles-tab.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Location and resource settings: Options tab Booking options can be set at any level in the resource hierarchy. For example, you can edit the building or site, and make tea and coffee available. It will be available for all rooms in that building or site, and it can be set at a local level. The **Options** tab will show you what options are inherited from higher locations, such as the organisation or the building. ![Options section of the New booking dialog.](https://docs.matrixbooking.com/__attachments/a_e5a8dba0a2b70e2c5fec4c6974826a07a2366d119c258ac66e840b9ecd16264c/image-20250922-091147.png?cb=b5e88f8a89cdbc62942b18e1b8ec108c) This page shows the Booking options (sometimes referred to as extras) that are available to that resource (for example, catering or flip chart): 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md#booking-category-selector) 2. [Assign booking options to locations or resources](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md#assign-booking-options) 3. [Remove booking options from locations and resources](https://docs.matrixbooking.com/kb/ag-locations-settings-options-tab.md#remove-booking-options) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Assign booking options to locations or resources To select a booking option when you're making a booking, you need to first assign the booking option to your resource or the location above it. To add a booking option to a resource or location: 1. [Add the booking options you want](https://docs.matrixbooking.com/kb/ag-booking-options.md). 2. Select **Admin** in the navigation bar. 3. Select **Locations and resources** under the *Location Settings* section in the side menu. 4. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 5. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 6. Select the **Options** tab. 7. Select the correct resource type using the . 8. Begin to enter the option name into the *Enter option name*text box. A dropdown will appear. 9. Select the option you want from the dropdown. This will auto-populate the text box with your booking option. 10. Select **Add**. 11. To add more booking options, 12. To remove a booking option, select the **-- Remove** button next to that booking option. 13. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Example booking options have been added at the building level in the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_59ebf01746cc86ac6865a20039205974baaa29029a846d9091f3e9335ba14dec/image-20251001-100133.png?cb=ca64f332275b1859b880d19723ecbdc8) 14. Select **Save** **changes**. **Notes**: * You need to have created booking options in the *Booking options* screen before adding an option this way. To create new options (for example, a new type of catering), [see Booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md). * We recommend that you assign a booking option to a higher level in the hierarchy (for example, at the building level) so that the lower levels in the hierarchy (for example, meeting rooms) inherit the booking option. ## Remove booking options from locations and resources Once a booking option has been used in a previous booking, it becomes a part of the booking's history. When that happens, you won't be able to delete it from the *Booking options* screen. We don't recommend editing a booking option as this will affect historical booking data. Instead, we recommend that you remove the booking option from the location or resource that it's been assigned to. That way, the booking histories are accurately maintained, it reduces the number of booking options to a manageable list, and stops users from selecting a booking option that's no longer available in your organisation. To remove a booking option from a location or resource, . *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-visitors.md) [Visitors](https://docs.matrixbooking.com/kb/ag-settings-tab-visitors.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md) [Frictionless check-in](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Locations settings: Roles tab There are 3 ways in which location administrators, location managers, and receptionists can be added or removed via: * The [New user](https://docs.matrixbooking.com/kb/ag-user-account-management.md) or [Edit user](https://docs.matrixbooking.com/kb/ag-user-account-management.md) dialogs in the **Users** screen under the *Security \& Integrations* section in the side menu; * The [location administrators](https://docs.matrixbooking.com/kb/ag-location-administrators.md), [location managers](https://docs.matrixbooking.com/kb/ag-location-managers.md), or [receptionists](https://docs.matrixbooking.com/kb/ag-receptionists.md) screens under the *Location* *Settings* section in the side menu; * The **Roles** tab of the individual location or resource level in the*Locations and Resources hierarchy* screen. In the Roles tab, it will show you who the location administrators, location managers, and receptionists are for each resource. There are 2 types of location administrators or location managers: * inherited * not inherited It displays inherited location administrators and location managers (for example, a location administrator that looks after the whole building or site). It also displays any location administrators, location managers, or receptionists who just manage this location because these aren't inherited. To add a location administrator or location manager to a resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and Resources** under the *Location settings* section in the side menu. 3. Select **Edit** **hierarchy** . Your *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to add a location administrator, location manager, receptionist, or visitor evacuation list role to. The *Edit \[Location or Resource\]*dialog will appear. 5. Select the **Roles** tab. ![Roles tab of the Edit location dialog.](https://docs.matrixbooking.com/__attachments/a_6d267ab1a6d6fd9eccfb2eb3454f4fb61641f44a646403ea813e40919668b36a/image-20260701-132714.png?cb=c07fe39f273cd79c41fecb35b4b7df58) 6. In the relevant role section, enter the name of the user in the **Type to search for someone** search bar. A dropdown will appear. 7. Select their name from the dropdown. 8. Select **Add**. 9. To remove a location administrator, location manager, or receptionist, select the **-- Remove**button next to that user. ![An example location administrator added to the Location Admins section in the Edit location dialog.](https://docs.matrixbooking.com/__attachments/a_841979b1de8cb37e336ac82c748f691e2d7a2685ed7a28b7f97fa93f88dfa2d7/image-20260123-112010.png?cb=e7470ee8934d80603b6f3452cd31b7ef) 10. Select either of the following and the dialog will close: * **Save** to keep you changes. * **Close** to discard your changes. **Note** : as these users have been added at this level only, the **-- Remove** button next to their name will be shown and will allow you to remove them. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md) [Media tab](https://docs.matrixbooking.com/kb/ag-locations-settings-media-tab.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) --- language: "en" --- # Administrator guide – Location and resource settings: Settings tab This tab allows you to change the fundamental settings of a location, such as time zones. Within this tab, you can change a huge range of settings. The *Settings*tab is split into 11 sections: 1. [Time zones](https://docs.matrixbooking.com/kb/ag-settings-tab-time-zones.md) 2. [Availability type](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md) 3. [Advance booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md) 4. [Approvals](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md) 5. [Attendee count](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md) 6. [Buffer times](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md) 7. [Check-ins](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md) 8. [Cost codes](https://docs.matrixbooking.com/kb/ag-settings-tab-cost-codes.md) 9. [Email notifications](https://docs.matrixbooking.com/kb/ag-settings-tab-email-notifications.md) 10. [Signage](https://docs.matrixbooking.com/kb/ag-settings-tab-signage.md) 11. [Texts](https://docs.matrixbooking.com/kb/ag-settings-tab-texts.md) 12. [Visitors](https://docs.matrixbooking.com/kb/ag-settings-tab-visitors.md) **Note**: * To change any setting under any of the sections in the **Settings** tab, select the **Override global settings** checkbox in that section. * If this is replaced with **Override \[location or resource\]** , it means that there are settings inherited from that location or resource. The settings you change at a lower level will override those made at the higher level in your *Locations and resources* hierarchy. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-time-zones.md) [Time zones](https://docs.matrixbooking.com/kb/ag-settings-tab-time-zones.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Log in This page explains: 1. [Login formats](https://docs.matrixbooking.com/kb/ag-logging-in.md#formats) 2. [Bypass the login screen with SSO](https://docs.matrixbooking.com/kb/ag-logging-in.md#bypass-login-SSO) 3. [Reset password screen](https://docs.matrixbooking.com/kb/ag-logging-in.md#reset-password) ## Login formats Matrix Booking supports 3 formats of logging in: |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![image-20260527-090528.png](https://docs.matrixbooking.com/__attachments/a_7eb019d53e65755c81870fb9d0e5893f1aa17e43a5920d817830f1f6eda6faae/image-20260527-090528.png?cb=1a9d9a1f5745ee72634e6dcb52062c91) Manual login only | ![image-20260527-090906.png](https://docs.matrixbooking.com/__attachments/a_72fd29e89cb07f46bed647c8f8a2d1b35360766529c7dd3c0078388b2b35e353/image-20260527-090906.png?cb=c332f630668eeb225ac3e0b8d2b2b20d) Single sign-on (SSO) login only | ![image-20260527-091215.png](https://docs.matrixbooking.com/__attachments/a_159b49eb2038dde4b9bfc8ffbf8fecf8df5dc2a5e304042f5765eac70e3065d2/image-20260527-091215.png?cb=9d9df3bdae2c129d09fccd4d410ee244) Manual and SSO login | If you're connecting by SSO, this will be set up during your implementation. When you're live, all staff will log in using your own SSO. Using the SSO option means you reduce the amount of user management needed as access is controlled by your organisation's SSO. Should a member of staff leave your organisation, your IT team will disable or deactivate their SSO account. If you go in to look at a user that's managed using SSO, you'll see that there's no *change password* option as the password is in your SSO. Matrix Booking is never given access to this. If you have third parties accessing your system that aren't in your SSO, they will still need a manual login. In those instances, you can [edit a third-party user account to manage their password](https://docs.matrixbooking.com/kb/ag-user-account-management.md). **Note**: you may come across an SSO user that has the password option available. This is normally because the user was part of the project before SSO was connected so they were given a password. Once the SSO was made live, the password became redundant. Attempt to change the password in this way will have no impact as they now use the SSO password. Depending on your setup, some organisations choose to leave both options of logging in available. When you enter your email address, the SSO option will appear with the **Log in with \[company name\]** button. ## Bypass the login screen with SSO When using SSO, it's possible to bypass the *login* screen if you're already logged in using your SSO. To do this, you need to use a dedicated URL that's unique to your organisation. Anyone opening that URL (if they are already logged in to the SSO on their computer) will bypass the *Matrix Booking login* screen and go straight to their chosen Matrix Booking homepage. If you'd like this dedicated URL, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portals) and our Technical Team will create it for you. ## Reset password screen Users with manual logins can either visit the *login* screen and select **Forgot your password?** to reset their password or access this screen directly via the URL: . Users can add their email to the end of the URL so that their email defaults to the *forgot password* screen. For example, a user with the email address of "username=user@matrixbooking.com" can use: [https://app.matrixbooking.com/ui/#/reset-password?username=user@matrixbooking.com](https://app.matrixbooking.com/ui/#/reset-password?username=user@example.com) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-homepage.md) [Administrator's Guide homepage](https://docs.matrixbooking.com/kb/ag-homepage.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-access-profiles.md) [Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Logos and branding This page explains how you can upload your logos and email headers: 1. [Access the Logos and branding screen](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#access-logo-screen) 2. [Upload your logo](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#upload-logo) 3. [Change your logo](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#change-logo) 4. [Upload your email header](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#upload-email-header) 5. [Change your email header](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#change-email-header) ## Access the Logos and branding screen To access the Logos and branding screen: 1. Select **Admin** in the navigation bar. 2. Select **Logos and Branding** under the *Account Settings* sectionin the side menu. ![Logos and branding screen.](https://docs.matrixbooking.com/__attachments/a_345fc389e3f6bec98b8e91ac1b94964783f58cf9406b2c905da8a4fe636de4ce/image-20250922-094348.png?cb=9fa734206aced7824de93b1f532a727e) ## Upload your logo There are 2 types of logos: * Your default logo. * Your reverse logo, where the colours are reversed because it clashes with the background (optional). Uploading either type of logo is exactly the same process: 1. [Access the Logos and branding screen](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#access-logo-screen). 2. Select **Upload** under the logo section you wish to upload (for example, *Reverse logo* ). This will bring up the file explorer on your computer (for example, Finder on Apple Macs). 3. Go to where the file or image is stored on your computer. ![An example file explorer where the user has navigated to the logo file they want to use.](https://docs.matrixbooking.com/__attachments/a_8c9ae65592d29b28316d0ac77411ad7669e1f17410a753d3fd4b911545569141/image-20220802-153032.png?cb=95f0ad833000115799d47a7738b453f1) 4. Select **Open** (or equivalent depending on the type of computer you're using). **Warning**: your logo must be: * An image with a transparent background. * A file size under 1 MB. * Any of the following file types: * `.svg ` * `.png` * `.jpg` * `.gif` ## Change your logo To change your logo, [follow the Upload your logo steps](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#upload-logo) and pick a different image or file to replace your current logo. **Warning**: this will overwrite your existing logo. ## Upload your email header To upload your email header: 1. [Access the Logos and branding screen](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#access-logo-screen). 2. Select **Upload** under the *Email header* section. This will bring up the file explorer on your computer (for example, *Finder* on Apple Macs). 3. Go to where the file or image is stored on your computer. ![An example file explorer where the user has navigated to the email header file they want to use.](https://docs.matrixbooking.com/__attachments/a_385ce0d6926499dbd4c231a7fa69af3bd841fd807cbdde6929a7dce5020fe877/image-20220802-154305.png?cb=58126e8b7b5251d8b9f37dfde01d8b91) 4. Select **Open** (or equivalent depending on the type of computer you're using). 5. Your email header will be display the logo you uploaded: ![Example email with header logo.](https://docs.matrixbooking.com/__attachments/a_af466688802141fe19ef8ed690cecd54ef32aa72d0815db3e726f078c99cd0e3/image-20260423-105716.png?cb=392c6eef82cdefa2432215825d16076b) **Warning**: the image must be: * 640 x 152 pixels * Either of the following file types: * `.png` * `.jpg` ### Background colour You can change the background of your email header. To the side of where your email header image is, there's a section called *Background Colour*. ![Email header section of the logos and branding screen.](https://docs.matrixbooking.com/__attachments/a_478386d16500c873609992d62a976ddd4e9cfa98f60daf5538384d47bb6750e7/image-20250922-095947.png?cb=2562fe7d098f2d2d7c0560f5bac94666) **Note**: each colour has its own unique hex code. There are multiple ways to change the background colour: 1. [Access the Logos and branding screen](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#access-logo-screen). 2. Select either box under the *Background Colour* section. The colour mixer will open. 3. You can either: * Enter the hex code of the colour that you want in the text box available (where FFFFFF is). * Enter the RGB values you want in the related text boxes. * Manually select a colour from the colour slider and colour pane. * Select a preset colour 4. For a manually-selected colour, select the colour on the colour slider you want. 5. Select the colour and shade you want in colour pane. 6. Select 1 of the preset colours at the bottom of the dialog. ![Colour mixer dialog.](https://docs.matrixbooking.com/__attachments/a_9b8824c6ff99827f0e2b471c28084fe3dae02cdb699609b59fcff9d56b35b757/image-20250922-101823.png?cb=fee42b3a98ab43294c7918915ca58aaa) 7. You can exit the mixer by selecting anywhere else on the screen. 8. In this example, the colour has changed from white (#ffffff) to blue (#09d88d) on both sides of your email header. ![Email header section in the logos and branding screen, where the email header has a green background instead of white.](https://docs.matrixbooking.com/__attachments/a_63c5634bec4cf37f7b827c40e55589961232de39bcd4cc20a9f3c567eda0b004/image-20250922-101918.png?cb=a592c83c71641d76ab696ea453c8b14a) ## Change your email header To change your logo, [follow the Upload your email header steps](https://docs.matrixbooking.com/kb/ag-logos-and-branding.md#upload-email-header) and pick a different image or file to replace your current logo. **Warning**: this will overwrite your existing email header. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-booking-options.md) [Booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-help-text.md) [Help text](https://docs.matrixbooking.com/kb/ag-help-text.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Matrix Booking Insight This page describes our Matrix Booking Insight and the different dashboards you can use: 1. [Who can access Insight?](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md#access-insight) 2. [Business intelligence for informed decision-making](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md#business-intel-decision-making) 3. [Get to Insight from Matrix Booking](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md#matrix-booking-to-insight) 4. [Get back to Matrix Booking](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md#insight-to-matrix-booking) 5. [Bookings screen](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md#bookings-screen) ## Who can access Insight? We have a range of dashboards on our analytics platform Matrix Booking Insight. They are divided in to 2 types: core and visitor management. Each of our core dashboards give you information and data on the following: 1. Bookings -- understand each individual booking, with details on the booking start time, the booking owner, the number of attendees, and more. 2. Resource usage -- understand which resources are being used. 3. Building attendance -- understand how many of your employees are attending your offices. 4. Cancellations -- understand who is cancelling what resources, when, and what time was not wasted. 5. Bookings summary -- understand the number of bookings and the hours resources are booked by different metrics. 6. Resource utilisation -- understand the proportions of time that resources are booked for. Each of our visitor management dashboards give you information and data on the following: 1. Visitors -- understand who and when people are visiting your sites and buildings. 2. Visitors summary -- understand visit and visitor patterns. The following user account types and access profiles will have the following access to the dashboards: | | **Core dashboards** |||||| **Visitor management dashboards** || |----------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------| | **User role** | **Booking summary** | **Bookings** | **Building attendance** | **Cancellations** | **Resource usage** | **Resource utilisation** | **Visitors** | **Visitors summary** | | **Service provider** | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | | **View-only user** | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | | **Receptionist** | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | **Standard user** | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | Raise request | Raise request | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | Raise request | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | | **Location manager** | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | Raise request | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | Raise request | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | **Location administrator** | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | Raise request | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | Raise request | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | | **User administrator** | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | ![cross mark](https://docs.matrixbooking.com/__attachments/a_c6604e7531ebaa0e3db462f8e8df29bf99edf7f42d5b6ff0831590f7b4a1b03d/atlassian-cross_mark?cb=a9c671cfc7809253be52d640dbbf1019) | | **Administrator** | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | ![check mark](https://docs.matrixbooking.com/__attachments/a_3d67dceb639ee22365e4b58df178da3ce43ae9b5751a6e07ed6db633c65a55f6/atlassian-check_mark?cb=a10212e1c1021c5194f7535b6843f955) | For users that don't have access but it can be requested for them, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10) and our Support Team will sort out their access for you. ### Access to non-core dashboards If you want your administrators or any other additional users to have access to non-core dashboards (for example, Sense and access control dashboards), [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss this. We'll work out any additional costs for any products you want with Insight, administrator access to any non-core dashboards, and any additional user access for you. ### Access to bespoke dashboards If you want bespoke dashboards created for your administrators or any other additional users, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss this. We'll work out any additional costs for any products you want with Insight for your bespoke dashboards, administrator access to your bespoke dashboards, and any additional user access for you. ### Move Insight user access You can move user access between staff members should you need to or should someone move on to a new role at no extra cost. If you would like to reassign an existing user's access to another colleague, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/15) and provide the: * Email address of the current user. * Email address of the user the access should be reallocated to. ### Endpoints to approve We use Amazon Web Services (AWS) and specifically AWS QuickSight (part of AWS Quick Suite) to support our Insight platform. To fully utilise Insight, you need to ask your IT team to approve the following endpoints: |--------------------------------------------------|--------------|----------|---------------------------------| | **Server name** | **Protocol** | **Port** | **Notes** | | `insight.matrixbooking.com` | HTTPS (TCP) | 443 | Matrix Book data | | `a7gle0625i.execute-api.eu-west-1.amazonaws.com` | HTTPS (TCP) | 443 | Handles application requests | | `eu-west-1.quicksight.aws.amazon.com` | HTTPS (TCP) | 443 | Provides dashboards and reports | | `d3oh9w26wrjsck.cloudfront.net` | HTTPS (TCP) | 443 | Delivers web content | Approving these endpoints will make sure that your colleagues can access Insight and that the visualisations will render properly. **Note** : make sure that the [Matrix Booking endpoints](https://docs.matrixbooking.com/kb/domains-endpoints-to-approve-overview.md#matrix-booking) have been approved as well. ## Business intelligence for informed decision-making The idea behind providing your administrators with this information is so that you can make informed decisions on how your organisation is set up within Matrix Booking as well as the correct utilisation of resources. ## Get to Insight from Matrix Booking To get to Insight from Matrix Booking: 1. Select **Insight** in the navigation bar. ![Insight button in the navigation bar of Matrix Booking.](https://docs.matrixbooking.com/__attachments/a_df50b79849be30cc5ed635315915b55e9a5c3f963b8259138f1229da9d5845f9/image-20251013-094513.png?cb=326835bcb79905a56b5b3eda211373fe) 2. Matrix Booking Insight will appear in a new tab. As you were already logged in to Matrix Booking, you won't need to log in to Insight. ![Matrix Booking Insight homepage with the dashboards displayed.](https://docs.matrixbooking.com/__attachments/a_ba4f079ce9646569b6f1cb71e1afa24b1d1601c61746e10d2a3aca1ca0026046/image-20251211-150448.png?cb=4e51575ed0fca0222dc7e45f473b9824) ## Get back to Matrix Booking To get to Matrix Booking from Insight: 1. Select **Menu** in the navigation bar. A dropdown will appear. 2. Select **Switch** **to Matrix Booking**. ![Switch to Matrix Booking button in the menu dropdown on the Insight homepage.](https://docs.matrixbooking.com/__attachments/a_9ade9315db2289752bed6f5d0b5a9f4701cefb942425b110b7118bf5c86672c7/image-20251211-150642.png?cb=d13977476aea0dcc562a03d65345a991) 3. This will redirect you to Insight. As you were already logged in on Insight, you won't need to log in to Matrix Booking. ![Returned to Matrix Booking.](https://docs.matrixbooking.com/__attachments/a_69f5da0fcf156eeb52a82963e5b2941cc6b946522a667e15e1d638452b2e2735/image-20251013-094420.png?cb=361376017c66413d1414cf11eacfb658) ## Bookings screen In Matrix Booking, you have access to the Bookings screen that contain actionable tabs. [Find out more about the Bookings screen](https://docs.matrixbooking.com/kb/ag-reporting.md) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md) [Printable schedules screen](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-visitor-management.md) [Visitor management](https://docs.matrixbooking.com/kb/ag-visitor-management.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Bookings screen: My bookings tab This page describes how to use the *My* *bookings* tab in the *Bookings* screen: 1. [Access the My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#access-my-bookings-tab) 2. [Approve a booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#approve-booking) 3. [Reject a booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#reject-booking) 4. [Check in to a resource](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#check-in-resource) 5. [Edit a booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#edit-booking) 6. [End a booking early](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#end-booking-early) 7. [Cancel a booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#cancel-booking) 8. [Reassign a booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#reassign-booking) 9. [Export search results](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#export-search-results) 10. [Limitations](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#limitations) ## Access the My bookings tab To access the *My* *bookings* tab: 1. Select **Bookings** in the navigation bar. The*Bookings* screen will appear. 2. Select the **My bookings** tab. The *My bookings* tab will appear. 3. Select the view you want: * **Table view** * **List view** * **Calendar view** 4. Enter a filter you want in the *Filter* search bar. 5. Select the filters you want. 6. Select the columns you want (where applicable). 7. The search will happen automatically. ![Table view of the My bookings tab in the bookings screen with 2 example bookings.](https://docs.matrixbooking.com/__attachments/a_40a268591b977c376827ac2389305b909800dea2f0221c78ade4666f70b2ee05/image-20260526-122456.png?cb=1e5ceca44a07de7cccbb614595d1b74c) ### Filters You can filter on the: * Booking status: * Confirmed * Tentative * Cancelled * Booking owner: * Bookings I own * Bookings I made for others * Bookings I'm attending * Location (if left blank, it will search the whole organisation) ![Filters side menu.](https://docs.matrixbooking.com/__attachments/a_028b7df9aa421809185026945777e847167978d56c90fd9b306185f7857215ae/image-20260526-153250.png?cb=2430220619b9200fc1222b6caa0164db) ### Time frame selector You can additionally filter on time: * Upcoming * Today * Last 7 days * Last 30 days * Last 90 days ![Time frame selector.](https://docs.matrixbooking.com/__attachments/a_1fb50553d343187e5b012e60c25046cc9331625cdd077a0bb5189bee6395226f/image-20260526-125123.png?cb=20e44ff65077804a5d265b572e0cd3d3) ### Choose columns dropdown In the *Table view* , the full list of columns in the **Choose columns** dropdown is as follows: * Resource (selected by default) * Date (selected by default) * Time (selected by default) * Created date * Title (selected by default) * Owner (selected by default) * # Attendees (number of attendees, selected by default) * Attendees * Cost code * [Status](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#booking-status-definitions) -- the category of your booking (for example, confirmed or tentative) * Group * Location * Site * Building * Floor * Zone * Owner email * Booked by name * Booked by email * Notes -- further information provided by the booking owner * Requests -- [booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) asked for by the booking owner (for example, catering) * Requests with times -- booking options asked for by the booking owner at a specific (for example, catering at lunchtime) ![Show columns dropdown.](https://docs.matrixbooking.com/__attachments/a_2b4a3f4bed81c46f60593f1923d4b9db151ab478d7513451e6573f20ed55424a/image-20260526-125027.png?cb=d31ef86b23225bb3a585dd0e352e1c4f) ### Booking status definitions There are different statuses that bookings can have: | **Status** | **Definition** | |-------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | BOOKED | A booking that has been approved by a location manager or above, or accepted by the Matrix Booking system. | | AWAITING APPROVAL | A booking that has been made and is waiting for approval by a location manager or above. If not approved in time or rejected, this status will remain for the booking. | | CHECK IN NOW | A booking that can be checked in to. | | CHECK-IN REQUIRED | A booking that can't be checked in to as the check-in window hasn't elapsed. | | CHECKED IN | A booking that's been checked in to, but hasn't started. | | IN PROGRESS | A booking that has started. | | CANCELLED | A booking that was rejected, or manually or automatically cancelled (due to the booking not being checked in). | If a booking is approved, the status will move from AWAITING APPROVAL to either BOOKED, CHECK IN NOW, or CHECK-IN REQUIRED depending on your setup. If a booking is rejected, cancelled, or auto-cancelled due to a "no show", the booking will be removed from the tab. The booking then will then appear in the *Cancelled* tab. If a booking becomes unassigned, the booking will have whatever status it had at the time of the user's deactivation, but there will an \[X\] next to the user's name in the booking information panel. When a booking has been anonymised, it will display the booking owner name as Anonymisation Service \[X\] and their email address will also be anonymised. ## Approve a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To approve a booking in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Approve** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Approve** . The *Approve booking* dialog will appear. ![Approve button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_ce4031ba8be0df2a1ee4e0fa3cc85793302bab62c1aa0179731d282819865d98/image-20260526-122623.png?cb=6a3b53b702f05364cf74e07b6286e3de) 3. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Approve booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Approve booking dialog.](/__attachments/a_1105b06bab8d02fb35f5bccb734aa196693667efc96b8908237f9ed707bfeda1/image-20251008-162401.png?cb=251ba61f5685279561703172ea060aa2) ## Reject a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To reject a booking in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Reject** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Reject** . The *Reject booking* warning dialog will appear. ![Reject button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_ce4031ba8be0df2a1ee4e0fa3cc85793302bab62c1aa0179731d282819865d98/image-20260526-122623.png?cb=6a3b53b702f05364cf74e07b6286e3de) 3. *Optional* : enter the reason why the booking is being rejected in the *Reason for rejection* text box. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Reject booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Reject booking warning dialog.](/__attachments/a_d9fc95ed4ea1c044047ecc37dc3dadedfd8b3ba7e246235899ed38bf4265211c/image-20251009-080541.png?cb=57e0680cf50a016e282d82bbe6b7efb0) ## Check in to a resource If [check-ins](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md) have been switched on, you'll need to check in to your resource before your booking start time. To check in to a booked resource in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Check in** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Check in**. ![Check in button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_b6d89807d7cbf57b6c5c65afedd72870072a69e33e4253a9ec4a3f5a34e01c32/image-20260526-122754.png?cb=5ae65f7d94ecd4b4f2fb9d3067113e46) 3. Your resource has been checked in to. ## Edit a booking To edit a booked resource in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Edit booking** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . 2. Select**Edit booking** . The *Edit booking* dialog will appear. ![Edit booking button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_b6d89807d7cbf57b6c5c65afedd72870072a69e33e4253a9ec4a3f5a34e01c32/image-20260526-122754.png?cb=5ae65f7d94ecd4b4f2fb9d3067113e46) 3. Make the changes you need to. 4. If the booking is upcoming, select 1 of the following and the dialog will close to return you to the *Bookings*screen: * Select **Save and notify attendees** to keep your changes and let your invited attendees know of the changes. * Select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save without notification** to keep your changes without letting your invited attendees know of the changes. * If you added or removed at least 1 attendee, select **Save and notify all attendees** to keep your changes and let all attendees know of the changes. * If you added or removed at least 1 attendee, select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save and notify changed attendees** to keep your changes and let attendees know if they need to attend or not. * Select **Cancel** to discard your changes. ![Edit booking dialog with an example upcoming booking.](/__attachments/a_6d38f0232366461723c93c614e7fbea6385ee743dfba073e516cac899f9c3359/image-20260305-155440.png?cb=71597187203f688e2f439a6d45dfcbbc) 5. If the booking is in the past, select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Save changes** to keep your changes. * Select **Cancel** to discard your changes. ![Edit booking dialog with an example past booking.](/__attachments/a_ac48ff62443c8045f943fb27a53d8196232f54f55514ed87364bebb937f14853/image-20260305-155555.png?cb=1da55910d9f79611a646b69c651792f4) ## End a booking early To end a booking early in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **End now** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**End now** . The *End booking now* warning dialog will appear. ![End now button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_8c22207a4c4237b732d1998e55a233d9474ef7c3392f4a36308ff3bfab9a5e55/image-20260526-122924.png?cb=114aba6b350f51153f35182c0edb31dd) 3. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **End booking now** to end the booking early. * Select **Close** to keep the booking going. ![End booking now warning dialog.](/__attachments/a_a81c25acfd05bf59055d786b6f4dca4333653611c29207450f4c10539e6b1734/image-20251009-082650.png?cb=a400582d53ce368f6866459b94d78dbe) 4. The booking won't be displayed as the *My* *bookings* displays upcoming booking only. **Note**: if you have our Microsoft 365 integration and you end a booking early, the booking is removed from the resource's Outlook calendar rather than being updated to reflect the end time. This keeps the booking or calendar event in both the booking organiser's and the attendees's calendars. It also prevents an updated invitation being sent to the attendees with different meeting times. ## Cancel a booking There are 3 ways to cancel a booking in the *My bookings* tab: 1. [Cancel an individual upcoming booking](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#cancel-individual-booking) 2. [Cancel upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-cancel-bookings) 3. [Cancel all upcoming bookings](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-cancel-all-bookings) **Notes**: * Booking owners cancel their own bookings. Location managers and location administrators can cancel bookings for locations they have access to. Administrators can cancel bookings of all locations. * When cancelling someone else's booking as a location manager, location administrator, or administrator, you can provide a reason why the booking is being cancelled. ### Cancel an individual upcoming booking To cancel an individual upcoming booking in the *My bookings* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Cancel** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Cancel booking** . The *Cancel booking* warning dialog will appear. ![Cancel booking button on booking in list view on my bookings tab.](https://docs.matrixbooking.com/__attachments/a_b6d89807d7cbf57b6c5c65afedd72870072a69e33e4253a9ec4a3f5a34e01c32/image-20260526-122754.png?cb=5ae65f7d94ecd4b4f2fb9d3067113e46) 3. *Optional*: if cancelling someone else's booking, enter a reason why the booking is being cancelled. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel booking** to cancel the booking. * Select **Close** to keep the booking. ![Cancel booking warning dialog.](/__attachments/a_2e5edf64ae474a551dd02ece99e9070f0e799cddc80065525d710a59f40bc887/image-20260714-085347.png?cb=bdedd17acdee9a303983a18f31acb24f) ### Cancel upcoming bookings in bulk To cancel upcoming bookings in bulk in the *My bookings* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to cancel. The bookings selected will be highlighted and the *Cancel booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of My bookings tab with an example booking selected for cancellation.](https://docs.matrixbooking.com/__attachments/a_4723a1623257e5ca0cdad76a588716a65f1c63a4ae71c357d403d1ae5252f120/image-20260526-123156.png?cb=2be7042ff135ce78b42b0d4cff7a5b3c) 3. Select **Cancel booking (number)** . The *Cancel (number) bookings* warning dialog will appear. 4. *Optional*: if cancelling bookings for others, enter a reason why the booking is being cancelled. 5. Select 1 of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel and notify attendees** to cancel the booking and let your invited attendees know of the changes. * Select the dropdown next to *Cancel and notify attendees* to open the dropdown and select **Cancel without notification** to cancel the booking without letting your invited attendees know of the changes. * Select **Close** to disregard the cancellations. ![Cancel number bookings warning dialog.](/__attachments/a_db4d248ecd3b9fc3fdf151ce33392d9898b3cdea0e69d6e331ea08bb427efbfb/image-20260714-085543.png?cb=6c6592e9cf07a546b1772a1d5d0ef10a) ### Cancel all upcoming bookings To cancel all upcoming bookings in the *My bookings* tab, [follow the Cancel upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-cancel-bookings), but select the checkbox at the top-right of the table. This will select all upcoming bookings. ## Reassign a booking **Note**: Reassigning bookings is a Matrix Booking feature and isn't supported by Microsoft. Bookings can only be reassigned in Matrix Booking without our Microsoft 365 integration. There are 2 ways to reassign a booking in the *My bookings* tab: 1. [Reassign upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-reassign-bookings) 2. [Reassign all upcoming bookings](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-reassign-all-bookings) ### Reassign upcoming bookings in bulk To reassign upcoming bookings in bulk in the *My bookings* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to reassign to another user. The bookings selected will be highlighted and the *Reassign booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of My bookings tab with an example booking selected for reassignment.](https://docs.matrixbooking.com/__attachments/a_4723a1623257e5ca0cdad76a588716a65f1c63a4ae71c357d403d1ae5252f120/image-20260526-123156.png?cb=2be7042ff135ce78b42b0d4cff7a5b3c) 3. Select **Reassign booking (number)** . The *Reassign (number) bookings* dialog will appear. 4. Begin to enter the new booking owner's name or email into the *New booking owner* text box. The *New booking owner* dropdown will appear. 5. Select their name from the dropdown. 6. Select either of the following and the dialog will close to return you to the *Bookings*screen: * **Reassign** to reassign the bookings to the new booking owner. * **Close** to to disregard the reassignments. ![Reassign number bookings dialog.](/__attachments/a_addd8bf99a3d4e563c87f1e61cd7d0b7e4961c59fcae46cc551e0976cf4a7ef1/image-20251010-141120.png?cb=383bcb10453732d9901bb9c041ef0d69) ### Reassign all upcoming bookings To reassign all upcoming bookings in the *My bookings* tab, [follow the Reassign upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#bulk-reassign-bookings), but select the checkbox at the top-right of the table. This will select all upcoming bookings. ## Export search results As a location manager, location administrator, or administrator, you can export your search results as a `.csv` file. To do this: 1. [Access the My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md#access-my-bookings-tab). 2. Enter your search parameters and filters. 3. Select the **Table view**. 4. Select **Export** . This will bring up the file explorer on your computer (for example, *Finder* on Apple Macs). ![Table view of the My bookings tab in the bookings screen with 2 example bookings, ready to be exported.](https://docs.matrixbooking.com/__attachments/a_40a268591b977c376827ac2389305b909800dea2f0221c78ade4666f70b2ee05/image-20260526-122456.png?cb=1e5ceca44a07de7cccbb614595d1b74c) 5. Select **Save** (or equivalent) in the location you want the file saved. ## Limitations * The*My bookings* tab is limited to the page size in your set up (the default is normally 10 entries per page). * The *My bookings* tab is limited to the first 5,000 entries for all your bookings and populates the pages based on the search parameters you selected. * All the bookings displayed in the *Table view* and *List view* are upcoming bookings only. * You can only edit, end early, or cancel 1 booking at a time unless the booking is part of a series of bookings where you have the option to make changes to 1 booking or all of them. * You can edit a booking when it has started or ended. Once a meeting has started, the start time can only be changed to the current time or later. For example, you booked a desk for 1:00 PM to 5:00 PM today and you want to change the start time to 2:00 PM. It's currently 2:05 PM. You can only change the start time to 2:05 PM or later and not for 2:00 PM as that's already been. If the booking end time has elapsed, the booking times can't be changed. * Bookings that were ended early will not appear in any view of *My bookings* because the screen is for upcoming bookings only. The new end time will be reflected in the *All* *bookings* screen. * The system can't allow a booking to be cancelled once it's started -- only end it early if the booking end time hasn't elapsed. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-reporting.md) [Bookings screen](https://docs.matrixbooking.com/kb/ag-reporting.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md) [All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Bookings screen: Unassigned tab This page describes how to use the *Unassigned* tab: 1. [Access the Unassigned tab](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#access-orphaned-tab) 2. [Edit a booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#edit-booking) 3. [Approve a booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#approve-booking) 4. [Reject a booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#reject-booking) 5. [Cancel a booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#cancel-booking) 6. [Reassign a booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#reassign-booking) 7. [Export search results](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#export-search-results) 8. [Limitations](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#limitations) ## Access the Unassigned tab Unassigned bookings happen when a [user has been deactivated](https://docs.matrixbooking.com/kb/ag-user-account-management.md) and they have upcoming bookings. To access the *Unassigned* tab: 1. Select **Bookings** in the navigation bar. The*Bookings* screen will appear. 2. Select the **Unassigned** tab. The *Unassigned* tab will appear. 3. Select the view you want: * **Table view** * **List view** 4. Select the resource type using the *Resource type* dropdown to filter your search on that resource type. 5. Select the location using the *Location* dropdown to filter your search on that location. 6. Enter a user name or email in the *User*search bar to search for their bookings. 7. Select the date range using the *Date from* and *Date to* dropdowns. 8. Enter a filter you want in the *Filter* search bar. 9. Select the filters you want. 10. Select the columns you want (where applicable). 11. Select **Search** to view the results based on your search parameters and filters. ![Unassigned tab in the table view with example unassigned bookings displayed.](/__attachments/a_54630e9485836828d8220b7fc6b8728a09c3fbfbad5e95c503b5b6ac2e68ebe7/image-20260106-163804.png?cb=169e2cc3f2112dd51f8448db00bd037d) ### Filters You can filter on the: * Location * Resource ### Choose columns filter In the *Table view* , the full list of **Choose Columns** **▼** filters is as follows: * \[Resource type\] (selected by default) * Date (selected by default) * Time (selected by default) * Title (selected by default) * Owner (selected by default) * # Attendees (number of attendees, selected by default) * Attendees * Building * Cost Code * Email * Floor * Group * Location * Notes -- further information provided by the booking owner * Requests -- [booking options](https://docs.matrixbooking.com/kb/ag-booking-options.md) asked for by the booking owner (for example, catering) * Requests with times -- booking options asked for by the booking owner at a specific (for example, catering at lunchtime) * Site * [Status](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#booking-status-definitions) -- the category of your booking (for example, confirmed or tentative) * Zone ![Show columns dropdown.](https://docs.matrixbooking.com/__attachments/a_4baa679e81f1a70b994813ff8a880dd9d4fdcb008adc434e69fc517e9cb2a27d/image-20251008-144725.png?cb=83563b80b61ee37daf5f0fd014c43b03) ### Booking status definitions There are different statuses that bookings can have: | **Status** | **Definition** | |-------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | BOOKED | A booking that has been approved by a location manager or above, or accepted by the Matrix Booking system. | | AWAITING APPROVAL | A booking that has been made and is waiting for approval by a location manager or above. If not approved in time or rejected, this status will remain for the booking. | | CHECK IN NOW | A booking that can be checked in to. | | CHECK-IN REQUIRED | A booking that can't be checked in to as the check-in window hasn't elapsed. | | CHECKED IN | A booking that's been checked in to, but hasn't started. | | IN PROGRESS | A booking that has started. | | CANCELLED | A booking that was rejected, or manually or automatically cancelled (due to the booking not being checked in). | If a booking is approved, the status will move from AWAITING APPROVAL to either BOOKED, CHECK IN NOW, or CHECK-IN REQUIRED depending on your setup. If a booking is rejected, cancelled, or auto-cancelled due to a "no show", the booking will be removed from the tab. The booking then will then appear in the *Cancelled* tab. If a booking becomes unassigned, the booking will have whatever status it had at the time of the user's deactivation, but there will an \[X\] next to the user's name in the booking information panel. When a booking has been anonymised, it will display the booking owner name as Anonymisation Service \[X\] and their email address will also be anonymised. ## Edit a booking To edit a booked resource in *Unassigned* tab depends on the view you've selected: 1. For the *List view* , select **Edit booking** next to your chosen booking (see image below). The *Edit booking* dialog will appear. ![Unassigned tab in the List view with example unassigned bookings displayed.](https://docs.matrixbooking.com/__attachments/a_2ce5e1aa26ef21c90a29c3f6c5ea4d20b0e280a580fafe4bf4f322965c919692/image-20251117-081421.png?cb=2f53eaba6d9b8317a29a81439f6b96f1) 2. For the *Table view* , select the **vertical** **three-dots icon** to open the **more options menu** . 3. Select**Edit booking** . The *Edit booking* dialog will appear. 4. Make the changes you need to. 5. If the booking is upcoming, select one of the following and the dialog will close to return you to the *Bookings*screen: * Select **Save and notify attendees** to keep your changes and let your invited attendees know of the changes. * Select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save without notification** to keep your changes without letting your invited attendees know of the changes. * If you added or removed at least 1 attendee, select **Save and notify all attendees** to keep your changes and let all attendees know of the changes. * If you added or removed at least 1 attendee, select the dropdown next to *Save and notify attendees* to open the dropdown and select **Save and notify changed attendees** to keep your changes and let attendees know if they need to attend or not. * Select **Cancel** to discard your changes. ![Edit booking dialog of an example unassigned booking.](/__attachments/a_b312ac7332a9bca88c04cd213c472d17b97fd5edaf7a516c7d6a3bf76634bffc/image-20251107-142106.png?cb=969206737923b550d0548e4255d05abc) ## Approve a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To approve a booking in the *Unassigned* tab depends on the view you've selected: 1. For the *List view* , select **Approve** next to your chosen booking (see image below). The *Approve booking* dialog will appear. ![Approve button on booking in list view on the unassigned tab.](https://docs.matrixbooking.com/__attachments/a_2ce5e1aa26ef21c90a29c3f6c5ea4d20b0e280a580fafe4bf4f322965c919692/image-20251117-081421.png?cb=2f53eaba6d9b8317a29a81439f6b96f1) 2. For the *Table view* , select the **vertical** **three-dots icon** to open the **more options menu** . 3. Select**Approve** . The *Approve booking* dialog will appear. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Approve booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Approve booking dialog.](/__attachments/a_f879a196d55501461c838e77c09c0fb38d0a04bb850d8244cdfaa181e3e07e09/image-20251008-162401.png?cb=251ba61f5685279561703172ea060aa2) ## Reject a booking If you're a location manager, location administrator, or administrator, you can approve or reject bookings. To reject a booking in *Unassigned* tab depends on the view you've selected: 1. For the *List view* , select **Reject** next to your chosen booking (see image below). The *Reject booking* warning dialog will appear. ![Reject button on booking in list view on the unassigned tab.](https://docs.matrixbooking.com/__attachments/a_2ce5e1aa26ef21c90a29c3f6c5ea4d20b0e280a580fafe4bf4f322965c919692/image-20251117-081421.png?cb=2f53eaba6d9b8317a29a81439f6b96f1) 2. For the *Table view* , select the **vertical** **three-dots icon** to open the **more options menu** . 3. Select**Reject** . The *Reject booking* warning dialog will appear. 4. *Optional* : enter the reason why the booking is being rejected in the *Reason for rejection* text box. 5. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Reject booking** to approve the booking. * Select **Close** to not continue to approve the booking. ![Reject booking warning dialog.](/__attachments/a_e79e5382ca96abd05a176de0b7cab9d7515b023c99ce231a74b9c6783c3d01e8/image-20251009-080541.png?cb=57e0680cf50a016e282d82bbe6b7efb0) ## Cancel a booking There are 3 ways to cancel a booking in the *Unassigned* tab: 1. [Cancel an individual upcoming booking](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#cancel-individual-booking) 2. [Cancel upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#bulk-cancel-bookings) 3. [Cancel all upcoming bookings](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#bulk-cancel-all-bookings) **Notes**: * Booking owners cancel their own bookings. Location managers and location administrators can cancel bookings for locations they have access to. Administrators can cancel bookings of all locations. * When cancelling someone else's booking as a location manager, location administrator, or administrator, you can provide a reason why the booking is being cancelled. ### Cancel an individual upcoming booking To cancel an individual upcoming booking in the *Unassigned* tab: 1. Depending on the view you've selected, a different step may need to be taken: * For the *List view* , select **Cancel** next to your chosen booking (see image below). * For the *Calendar view* , select the **vertical** **three-dots icon** to open the **more options menu** . * In the *Edit booking* dialog, select the **vertical** **three-dots icon** to open the **more options menu**. 2. Select**Cancel booking** . The *Cancel booking* warning dialog will appear. ![Cancel booking button on booking in list view on the unassigned tab.](https://docs.matrixbooking.com/__attachments/a_0f111a1b597dd18608eba5f27a1e1805567ba1fc4d5edfc8fb465219adb1b7e7/image-20260529-102804.png?cb=b8b46c858105b54aa2c8624731851b8a) 3. *Optional*: if cancelling someone else's booking, enter a reason why the booking is being cancelled. 4. Select either of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel booking** to cancel the booking. * Select **Close** to keep the booking. ![Cancel booking warning dialog.](/__attachments/a_d91c287faf668511f8527a33fea1f3730b79d7fea0fd7513174d1a8caf2d6cc3/image-20260714-085347.png?cb=bdedd17acdee9a303983a18f31acb24f) ### Cancel upcoming bookings in bulk To cancel upcoming bookings in bulk in the *Unassigned* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to cancel. The bookings selected will be highlighted and the *Cancel booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of the unassigned tab with an example booking selected for cancellation.](https://docs.matrixbooking.com/__attachments/a_78f22867852f732d5d3ae08ce704be8e4e3ad40bb28ad7e813380a4141858b2e/image-20260529-102951.png?cb=4d24e109438a3fcb0f379747acfa0dc0) 3. Select **Cancel booking (number)** . The *Cancel (number) bookings* warning dialog will appear. 4. *Optional*: if cancelling bookings for others, enter a reason why the booking is being cancelled. 5. Select 1 of the following and the dialog will close to return you to the *Bookings*screen: * Select **Cancel and notify attendees** to cancel the booking and let your invited attendees know of the changes. * Select the dropdown next to *Cancel and notify attendees* to open the dropdown and select **Cancel without notification** to cancel the booking without letting your invited attendees know of the changes. * Select **Close** to disregard the cancellations. ![Cancel number bookings warning dialog.](/__attachments/a_dd297bdc15405853f646bf253508d9ee0e936eca65fcbd3399fe1cfea7a3af61/image-20260714-085543.png?cb=6c6592e9cf07a546b1772a1d5d0ef10a) ### Cancel all upcoming bookings To cancel all upcoming bookings in the *Unassigned* tab, [follow the Cancel upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#bulk-cancel-bookings), but select the checkbox in the top-right of the table. This will select all upcoming bookings. ## Reassign a booking **Note**: Reassigning bookings is a Matrix Booking feature and isn't supported by Microsoft. Bookings can only be reassigned in Matrix Booking without our Microsoft 365 integration. There are 2 ways to reassign a booking in the *Unassigned* tab: 1. [Reassign upcoming bookings in bulk](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#bulk-reassign-bookings) 2. [Reassign upcoming bookings in bulk](#) ### Reassign upcoming bookings in bulk To reassign upcoming bookings in bulk in the *Unassigned* tab: 1. Select the **Table view**. 2. Select the checkboxes next to the bookings you want to reassign to another user. The bookings selected will be highlighted and the *Reassign booking (number)* button will appear (where *number* represents the number of bookings selected). ![Table view of the unassigned tab with an example booking selected for reassignment.](https://docs.matrixbooking.com/__attachments/a_78f22867852f732d5d3ae08ce704be8e4e3ad40bb28ad7e813380a4141858b2e/image-20260529-102951.png?cb=4d24e109438a3fcb0f379747acfa0dc0) 3. Select **Reassign booking (number)** . The *Reassign (number) bookings* dialog will appear. 4. Begin to enter the new booking owner's name or email into the *New booking owner* text box. The *New booking owner* dropdown will appear. 5. Select their name from the dropdown. 6. Select either of the following and the dialog will close to return you to the *Bookings*screen: * **Reassign** to reassign the bookings to the new booking owner. * **Close** to to disregard the reassignments. ![Reassign number bookings dialog.](/__attachments/a_f56e0cecf429d766004628751b9c007d9e8b8e580b6299ffd5abfb0c968edcb5/image-20251010-141120.png?cb=383bcb10453732d9901bb9c041ef0d69) ### Reassign all upcoming bookings To reassign all upcoming bookings in the *Unassigned* tab, [follow the Reassign upcoming bookings in bulk steps](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md#bulk-reassign-bookings), but select the checkbox in the top-right of the table. This will select all upcoming bookings. ## Export search results As a location manager, location administrator, or administrator, you can export your search results as a `.csv` file. To do this: 1. [Access the Unassigned tab](#). 2. Enter your search parameters and filters. 3. Select the **Table view**. 4. Select **Export** . This will bring up the file explorer on your computer (for example, *Finder* on Apple Macs). ![Unassigned tab in the table view with the export button.](https://docs.matrixbooking.com/__attachments/a_54630e9485836828d8220b7fc6b8728a09c3fbfbad5e95c503b5b6ac2e68ebe7/image-20260106-163804.png?cb=169e2cc3f2112dd51f8448db00bd037d) 5. Select **Save** (or equivalent) in the location you want the file saved. ## Limitations The *Unassigned* tab limitations are: * The *Unassigned* tab are limited to the first 5,000 entries for all Unassigned bookings and populates the tab based on the search parameters you selected. * You can only edit and end early 1 booking at a time. * You can edit a booking when it has started. The start can only be changed to the current time or after -- it can't be changed to before the current time. For example, you booked a desk for 1:00 pm to 5:00 pm today and you want to change the start time to 2:00 pm. It's currently 2:05 pm. You can only change the start time to 2:05 pm or later and not for 2:00 pm as that's already been. * You can't cancel a booking once the booking has started -- you can only end the booking early. * A booking always needs a booking owner regardless of whether the user has been deactivated or not. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-cancellations-report.md) [Cancelled tab](https://docs.matrixbooking.com/kb/ag-cancellations-report.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-work-requests-report.md) [Work requests](https://docs.matrixbooking.com/kb/ag-work-requests-report.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Reception sharing Reception sharing is where an organisation can share their reception with another organisation. Two terms used throughout the page are: * **Sharer organisation** -- the organisation sharing the reception. * **Sharee organisation**-- the organisation that can access the shared reception of another organisation. This feature is especially useful where 2 or more organisations are sharing the same location or building and wish to use the same space to accept staff and visitors: 1. [Create a reception](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#create-reception) 2. [Share a reception](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#share-reception) 3. [++Access the Reception sharing screen++](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#access-sharing-network) 4. [Map a shared reception](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#map-reception) 5. [Edit a shared reception](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#edit-reception) 6. [Remove a shared reception mapping](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#remove-shared-reception-mapping) 7. [Remove a shared reception](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#remove-shared-reception) 8. [Shared receptions in the Visitors lists](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#shared-reception-visitors-list) ## Create a reception We recommend that you set your reception up at the building level and have 1 reception per building. You should see the building name appear below that as a dedicated reception. This will allow you to specify this building as a location for your visitors to arrive at. To create a reception: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-visitors.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Visitors* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. The **\[Building\] is the reception for visitors to this location** checkbox will be automatically selected for you. 10. *Optional* -- select any of the following that you want to set up: * The **Include internal staff in the visitors list** checkbox. * The **Send a passcode to internal staff** checkbox. * The **Send a passcode to visitors** checkbox. * The **Include a QR code in the passcode email** checkbox. 11. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Visitors section of the Settings tab.](https://docs.matrixbooking.com/__attachments/a_6a436754c9e9bb0ce8481ec4a6a97bee8bdac815053fb60bbbcbdcaee014084c/image-20260126-170151.png?cb=f044eeae74eb069e9d1e829734ca1553) 12. Select **Save changes**. ## Share a reception Shared receptions are for organisations that share the same building or an organisation owns the building and allows other organisations to use their building. To share a reception, both organisations need to [contact their customer success managers](mailto:accountmanagement@matrixbooking.com). They will get this feature switched on for you. ## Access the Reception sharing screen To access the Reception sharing screen: 1. Select **Admin** in the navigation bar. 2. Select the **Sharing** dropdown under the *Location Settings* section in the side menu. 3. Select **Reception sharing**. The Reception sharing screen will appear. ![Reception sharing screen.](https://docs.matrixbooking.com/__attachments/a_5d7cdc714f09336c08d99e46ece6b448c1a7bb97232fa22fd123769f58bad953/image-20260218-135710.png?cb=8edcb5100780068db2cbccd80a5a3091) ## Map a shared reception When a sharer organisation shares a reception that's been set up in their *Locations and resources* hierarchy, the sharee organisation needs to add their own visitors to a dummy or duplicate reception that's shared with the sharer organisation. This means that on the *Visitors list* screen for the sharer organisation, the visits will be separated by the *Host organisation* filter. For more information, [see Shared receptions in the Visitors lists](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#shared-reception-visitors-list). Now that your shared reception has been set up, the receptions need to be mapped to represent the same reception within Matrix Booking. As a sharer organisation, to map a shared reception: 1. [++Access the Reception sharing screen++](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#access-sharing-network). 2. Select**Show unmapped shared receptions** to see the receptions that aren't mapped under the *Reception Mapping* section. ![Reception mapping section showing an unmapped shared reception.](https://docs.matrixbooking.com/__attachments/a_0870de470109c81b9150854f24d7c1b7a79f549870e3fbdbba6c721f385808bc/image-20251008-095004.png?cb=025f5d49485691342af4b73d7ccc6000) 3. Select **Map receptions** . The *Map receptions* dialog will appear. 4. Select the reception in your organisation from the dropdown. 5. Enter the receptions that are being shared by the tenant organisations. 6. Select either of the following and the dialog will close to return you to the *Reception sharing* screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Map receptions dialog with the sharer organisation's reception mapped to the sharee organisation's reception.](/__attachments/a_b312c92e885ebffc1795715db41e5bd49ce19253f5d0d4238e40270fabad7930/image-20251008-095230.png?cb=765797246a4e1c0d65b9dda93ebd8faa) ## Edit a shared reception To edit a shared reception: 1. [++Access the Reception sharing screen++](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#access-sharing-network). 2. Select **Edit** next to the shared reception you want to change in the *Reception Mapping* section. The *Edit mapping* dialog will appear. 3. Make the changes you need to in the *Edit mapping* dialog. 4. Select either of the following and the dialog will close to return you to the *Reception sharing*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Edit mapping dialog with an example mapped, shared reception.](/__attachments/a_010d4a2ecb0991c2eed5f70bf00badd5b1af4be62ac3887a6b9d430809288223/image-20251008-100922.png?cb=691f447cdbbd2c0b86654dfc5b1e327d) **Note**: if you make any changes to a shared reception, make sure to let the other organisation know. ## Remove a shared reception mapping To remove a mapped shared reception: 1. [++Access the Reception sharing screen++](https://docs.matrixbooking.com/kb/ag-reception-sharing.md#access-sharing-network). 2. Select **Remove** next to the shared reception you want to remove in the *Reception Mapping* section. The *Remove reception mapping* warning dialog will appear. 3. Select **Remove**. ![Remove reception mapping dialog.](https://docs.matrixbooking.com/__attachments/a_b9184f56144b45a6765a8619a6559cf0a561fce99bb787bab7f11552c0becfd7/image-20251008-101417.png?cb=a9aa2642c2394385065515732129903e) **Notes**: if you make any changes to a shared reception, make sure to let the other organisation know. ## Remove a shared reception If either the sharer or sharee organisation removes the mapping for a shared reception, the shared reception will still appear on the *Recption sharing* screen -- it just won't be sharing the reception anymore. Both organisations need to contact each other first to agree to removing the shared reception. Afterwards, they need to [++contact their customer success managers++](mailto:accountmanagement@matrixbooking.com) to let them know that the reception is no longer being shared. ## Shared receptions in the Visitors List Once your shared reception has been setup, you'll see a consolidated *Visitors list*. To see the Visitors list: 1. Select **Visitors** in the navigation bar. The *Visitors list* screen will appear. 2. Select **Host Organisation** using the **Choose Columns** dropdown. ![Visitors list screen with an example visitor added and host organisation displayed.](https://docs.matrixbooking.com/__attachments/a_9b19a80b81875bb01c7780c71a5b472bfb08a1574c012ad05ee9560b32b625df/image-20251008-104106.png?cb=619c98be3c355a5d4918e221c84e8512) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-resource-sharing.md) [Resource sharing](https://docs.matrixbooking.com/kb/ag-resource-sharing.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-security-groups.md) [Groups](https://docs.matrixbooking.com/kb/ag-security-groups.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Receptionists Receptionists can be set at any level, but it's best that they are assigned to a reception. To add a receptionist: 1. If you haven't already: * [++Add your booking categories++](https://docs.matrixbooking.com/kb/ag-booking-categories.md). * [++Set up a location++](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). 2. Select **Admin** in the navigation bar. 3. Select **Receptionists** under the *Location Settings* section in the side menu. 4. Select **+ Add receptionist** . The *Add receptionist* dialog will appear. 5. Begin to enter the specific location they are going to be a Receptionist of into the *Location* text box. A dropdown will appear. 6. Select the location. 7. Begin to enter the name of the person in the *Who* text box. A dropdown will appear. 8. Select the Receptionist's name. 9. Select **Add**. ![Add receptionist dialog with an example reception and receptionist filled in.](https://docs.matrixbooking.com/__attachments/a_43a5fd4aeaa1e1135425ef01bf9e57a2b1840b3dffc9b38a9d264096cab9ddbe/image-20250919-095555.png?cb=c7630a845996d3965ccdee70e3c46f6c) 10. Select **Remove** to remove a receptionist. They will be able to: * View bookings. * Check in visitors. * Check out visitors. Receptionists can't edit any of the *Account Settings* section (for example, *Logos and branding* or *Banners* ). They will have limited access to [Matrix Booking Insight](https://insight.matrixbooking.com/) by only being able to view the *Visitors* dashboard. For more information on the access of receptionists, [see Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-location-managers.md) [Location managers](https://docs.matrixbooking.com/kb/ag-location-managers.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-booking-categories.md) [Booking categories](https://docs.matrixbooking.com/kb/ag-booking-categories.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Bookings screen This page the *Bookings* screen in the redesigned version of Matrix Booking as well as Matrix Booking Insight: 1. [New version -- Bookings screen](https://docs.matrixbooking.com/kb/ag-reporting.md#bookings-screen) 2. [Matrix Booking Insight](https://docs.matrixbooking.com/kb/ag-reporting.md#insight) 3. [Business intelligence for informed decision-making](https://docs.matrixbooking.com/kb/ag-reporting.md#business-intel-decision-making) ## New version -- Bookings screen In the redesigned version of Matrix Booking, there are multiple tabs within the *Bookings* screen you can access the: 1. [My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) 2. [All bookings tab](https://docs.matrixbooking.com/kb/ag-all-bookings-report.md) 3. [Cancelled tab](https://docs.matrixbooking.com/kb/ag-cancellations-report.md) 4. [Awaiting approvals tab](https://docs.matrixbooking.com/kb/ag-tentative-bookings-report.md) (formally tentative bookings) 5. [Unassigned tab](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md) All of the above can only be accessed by location managers, location administrators, and administrators. The [Visitors](https://docs.matrixbooking.com/kb/ag-visitor-management.md), [Work requests](https://docs.matrixbooking.com/kb/ag-work-requests-report.md), and [Printable schedules](https://docs.matrixbooking.com/kb/ag-daily-printed-agenda-report.md) have their own dedicated screens. All tabs and screens have their ## Matrix Booking Insight In addition to our *Bookings* ,*Visitors* , and*Work requests* screens, we also have [Matrix Booking Insight](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md), which gives you interactive data-driven dashboards to show usage analytics of desks, meeting rooms, and more. These analytics show you what happened in the past, what's happening now, and what's likely to happen next. Plan smartly for the future, while keeping everyone safe and comfortable today. [Find out more about the dashboards on Insight](https://docs.matrixbooking.com/kb/ag-matrix-booking-insight.md) ## Business intelligence for informed decision-making The idea behind providing your administrators, location administrators, and location managers, with this information is so that you and they can make informed decisions on how your organisation is set up within Matrix Booking as well as the correct utilisation of resources. For example, if a user leaves your organisation, they can be [deactivated](https://docs.matrixbooking.com/kb/ag-user-account-management.md) and the bookings they had will be unassigned. You can use the *Unassigned* tab to [reassign the bookings](https://docs.matrixbooking.com/kb/ag-orphaned-bookings-report.md) to another user. **Note** : Matrix Booking has a feature switch that prevents standard users from seeing each other's external visitors. This feature will therefore keep external visitor information confidential between standard users. Only administrators will have access to external visitor information in the **External directory** screen. This feature is switched off by default. To switch this feature on, [raise a change setup support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-event-management.md) [Event management and basket bookings](https://docs.matrixbooking.com/kb/ag-event-management.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) [My bookings tab](https://docs.matrixbooking.com/kb/ag-my-bookings-report.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Resource scheduling A resource schedule is a list of a type of resource your organisation has with different availability parameters set against each one. It helps users select the correct resource they need when they visit their place of work. For example, 1 person has travelled far to their office and needs to use a full day charger for their EV, whereas someone in the next town needs an afternoon charger for their small commute. This page describes how to set up resource scheduling: 1. [Add booking categories](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#add-booking-categories) 2. [Set up user groups](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#set-up-user-groups) 3. [Set up resource scheduling](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#set-up-resource-scheduling) 4. [What it looks like when making a booking](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#make-a-booking) ## Add booking categories If you've already set up the booking categories you need, [skip to Set up user groups](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#set-up-user-groups). To use a template category: 1. Select **Admin** in the navigation bar. 2. Select **Booking categories** under the *Account Settings* section in the side menu. 3. Go to the *Template Categories* section under the *Booking Categories* section. 4. Find the template category you want. 5. Select **Use**. ![Booking categories screen with standard booking categories listed.](https://docs.matrixbooking.com/__attachments/a_95eafb478bec88e6fdd6d33e420a0d2c507b670029052513e7c2983d7c4dd17d/image-20250919-101525.png?cb=5b71bbd0f2b03c3a71ed73aa8d0765f3) ## Set up user groups It wouldn't be fair if someone who had a longer commute had a shorter charge time. You can restrict users's access to the resources that better suits their needs (for example, someone living closer to the office can have a shorter charge time). You can do this by . If you don't want to restrict users to particular resources, . To add a user group: 1. [Access the User groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. Select **Add user group** . The *Add user group* dialog will appear. 3. Enter the name of the user group you're creating in the *Group name* text box. 4. Select whether this is an organisational group for reporting purposes. The default is **No**. 5. Begin to enter the user's name in the search bar. The *User* dropdown will appear. 6. Select the correct user from the dropdown. 7. To add more users to the user group, repeat steps 6 and 7. 8. Select either of the following and the dialog will close to return you to the *User groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Add user group dialog with an example name and users added.](/__attachments/a_bff114db6c65b9fed8b6a6336d88d70edad172512a0ee8d6c50a795cb90f9c96/image-20251007-101433.png?cb=65f2cd8c97803f69e9e85d6f321fe011) To add more user groups that would like to book the resources for different times of the day, [repeat the set up user group steps](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#set-up-user-groups). The example below describes resource scheduling for EV chargers, but any resource type could have the same or similar scheduling set up for them: * All day chargers (people who live more than 75 miles away) * Morning (AM) chargers * Afternoon (PM) chargers ![Example user groups.](https://docs.matrixbooking.com/__attachments/a_aa47d9d8f444e3a4811017451d3e3a9f19978940304df394f7a9c9361d28f578/image-20251002-104224.png?cb=1604fbaa91dbba62ac148be6f9ea0df9) ## Set up resource scheduling To set resource scheduling, you need to: * [Add your resources to your resource hierarchy](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#add-resources-to-hierarchy). * [Change the availability for your resources (recommended)](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#edit-resource-availability). * [Restrict your resources to particular user groups (optional)](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#edit-resource-availability). ### Add your resources to your resource hierarchy To [add resources](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md) to your organisation: To add a location or resource within your organisation: 1. [Access the Locations and resources screen](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md#access-locations-resources). 2. Go to where you want to add the location or resource (for example, a floor in a building). 3. Select **+** **Add**. 4. Select the booking category you want from the *Booking category* dropdown. 5. Enter the name of location or resource in the text box. 6. If it's a resource with a capacity (for example, a room), select the capacity of the resource from the *Capacity* dropdown. 7. To remove a resource, select **-- Delete**. 8. Select **Save changes**. ![Example locations and resource hierarchy.](https://docs.matrixbooking.com/__attachments/a_0a4f2f3aca68445a21f899521fae533ec2aeec9fdd75d2c56521f4cddcc5210d/image-20250924-140935.png?cb=98c12e82f0852c7bca3de69ee1253ce7) Your resources are available to book by anyone for any time. ### Resource time and user group availability To change a resource's availability in your resource hierarchy: 1. . 2. Select **Edit** next to the resource you want to change. The *Edit \[Resource\]*dialog will appear. 3. Select the **Availability** tab. 4. *Optional* : select the **Restrict access to** checkbox in the *General* *Availability* section. 5. *Optional* : select the right user group from the dropdown (for example, a morning EV charger should be restricted to the morning EV charger user group). The users in that user group will be listed at the bottom of the *General* *Availability* section. 6. *Recommended* : select **Monday to Friday** in the *Office* *Hours* section. 7. *Recommended*: Enter the time you want the resource to be available for (for example, mornings could be 8:00 AM to 12:00 PM). ![Restrict access to and office hours amended for morning EV charger users in the edit resource dialog.](https://docs.matrixbooking.com/__attachments/a_7804f88337b2ab035ccaef2186284e5b4a16bac50ff87ef8f84a5c483ba20e7b/image-20251002-122318.png?cb=d12894fc6fd0c14bf065d3631b28156d) 8. *Optional* : Select the **Settings** tab. 9. Select the correct resource using the . 10. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Advanced booking rules* section. 11. Select the **Set maximum booking duration to** checkbox. 12. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 13. Enter the number of minutes or hours you want bookings to have a maximum duration for. 14. Select the dropdown and select either: * **minutes** * **hours** 15. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Maximum duration set up for morning EV charger in the edit resource dialog.](https://docs.matrixbooking.com/__attachments/a_96ca9f9743f87f56cf443470523c4d8ab6121aa8c0f1d7114a669af32cfb5cc3/image-20251002-122627.png?cb=d689de2ccf4d58996d24286a57c46161) 16. Select **Save changes**. [Repeat these steps](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md#edit-resource-availability) for your other resources. A padlock symbol will appear next to each resource that had an availability constraint put on it. ![EV charger parking spaces in the locations and resources hierarchy with the padlock and prioritisation rules icons next to them.](https://docs.matrixbooking.com/__attachments/a_b7b15b17df06832f7174e6448a68179f8743ae7520d9f0dacf41253be0fce864/image-20251002-124013.png?cb=10e37a74f803dfe301feb35311fe21e3) **Note** : if you're enabling settings in the *Availability* and *Settings* tab options, make sure that the settings in the different tabs don't conflict. ## What it looks like when making a booking If you restrict your resources to particular user groups, other users won't be able to book them. If you set the availability of your resources to particular times of the day, users won't be able to book them outside of those times. For example, a user (Lewis Campbell) in the Afternoon (PM) EV charger user group only has access to EV chargers 3 and 4 as they are set for the morning. EV chargers 3 and 4 have been offset by an hour for those who go to the office earlier or later. ![EV chargers 3 and 4 displayed on the view as schedule view in the new booking screen.](https://docs.matrixbooking.com/__attachments/a_01166fc44d903dc01eee77a39e66c23a3714c16aa7dc88e284a0bf78732843a2/image-20251002-124510.png?cb=402d2faefd8c421d422b6e252aa23be7) **Note** : if you have any questions around resource scheduling, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-global-settings.md) [Global settings](https://docs.matrixbooking.com/kb/ag-global-settings.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-resource-sharing.md) [Resource sharing](https://docs.matrixbooking.com/kb/ag-resource-sharing.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Resource sharing Resource sharing is where an organisation can share a resource (for example, desks or rooms) with another organisation. Two terms used throughout the page are: * **Sharer organisation** -- the organisation sharing the resources. * **Sharee organisation**-- the organisation that can access the shared resources of another organisation. This feature is especially useful where 2 or more organisations are sharing the same location or building and wish for all staff of the building to book all available resources: 1. [Share a resource](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#share-resource) 2. [Access the Resource sharing screen](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#access-sharing-network) 3. [Edit a shared resource](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#edit-shared-resource) 4. [Remove a shared resource](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#remove-shared-resource) 5. [Restrict shared resources to groups](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#restrict-shared-resources) 6. [Security approach](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#security-approach) 7. [Advanced booking rules and lead time restrictions](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#advanced-booking-rules-lead-time-restrictions) 8. [Advanced booking rules for booking shared resources](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#advanced-booking-rules-for-booking-shared-resources) ## Share a resource To share a resource with another organisation, [you must first add your resource](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). To share a reception, both organisations need to [++contact their customer success managers++](mailto:accountmanagement@matrixbooking.com). Let them know which resources you want to share and the organisations you want to share them with. Our team will set up your shared resource. ![Resource sharing screen.](https://docs.matrixbooking.com/__attachments/a_9dad3fe5d11b37f0ec57d47d735c7d96ec2670d49c6a6f6f7b8398eaea11d093/image-20260127-114423.png?cb=4493f5c66f2ddbaf6e60e3e39a491136) Once your organisation has shared resources with another organisation, they will be visible to the sharee organisation's staff. Matrix Booking doesn't allow the sharer organisation to view the sharee organisation's [security restriction settings](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#restrict-shared-resources). It's the sharee's responsibility to add any additional security they need (for example, limiting it to a particular group that's in the sharee's organisation). **Note**: administrators can only edit shared resources. ## Access the Resource sharing screen To access the Resource sharing screen: 1. Select **Admin** in the navigation bar. 2. Select the **Sharing** dropdown under the *Location Settings* section in the side menu. 3. Select **Resource sharing** . The *Resource sharing* screen will appear. ![Resource sharing screen.](https://docs.matrixbooking.com/__attachments/a_9dad3fe5d11b37f0ec57d47d735c7d96ec2670d49c6a6f6f7b8398eaea11d093/image-20260127-114423.png?cb=4493f5c66f2ddbaf6e60e3e39a491136) ## Edit a shared resource To edit a shared resource: 1. [Set up a shared resource first](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#share-resource). 2. [Access the Resource sharing screen](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#access-sharing-network). 3. Select the **Edit** button next to a shared resource. The *Edit Sharing Network* dialog will appear. 4. To change the name of the shared resource, select the shared resource name. The name will appear in an editable text box. 5. Enter the new shared resource name in the *Sharing Network Name* text box. 6. Begin to enter the name of the location or resource. A dropdown will appear. 7. Select the location or resource you want to share from the dropdown. 8. To remove the locations or resources you don't want the other organisation to have access to, select the **X** next to the location or resource. 9. Select either of the following and the dialog will close to return you to the *Resource sharing* screen: * **Save** to keep you changes. * **Close** to discard your changes. ![Edit resource sharing network dialog.](/__attachments/a_886c208e330f82d8cb137ef5d2cb14f380962da1d4f44629b3a2e37b0eb70320/image-20251006-104257.png?cb=0ed09cd6956842b210b3550e3dd9a9ab) ## Remove a shared resource If the sharer organisation edits their shared resource, they can remove the resource from the shared resource. However, the shared resource will still appear on the *Resource sharing* screen -- it just won't be sharing your resource anymore. Both organisations need to contact each other first to agree to removing the shared resources. Afterwards, they need to [contact their customer success manager](mailto:accountmanagement@matrixbooking.com) to let them know that those resources are no longer being shared. ## Restrict shared resources to groups By default, any users or domains in the sharee organisation will have access to the shared resources in a shared resource. The *Security* *Restrictions* section can only be set by sharee organisations. **Warning** : if the sharer organisation switches on the **Restrict access to** setting in the [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) of the shared resource they own, this will prevent the sharee organisation from booking the shared resource. Make sure that the resources you want to share don't require any group or organisation restrictions. As a sharee organisation, to set restrictions on who can access your shared resources: 1. [Add a user, domain, or advanced group](https://docs.matrixbooking.com/kb/ag-security-groups.md). 2. [Access the Resource sharing screen](https://docs.matrixbooking.com/kb/ag-resource-sharing.md#access-sharing-network). 3. Begin to enter the shared resource's name in the *Location* text box under the *Security Restrictions* section. The *Location* dropdown will appear with a list of matching results. 4. Select the resource you want to have restrictions for from the *Location* dropdown under the *Security Restrictions* section. 5. Select the groups you wish to have restrictions against from the *Restrict Access To* dropdown. 6. Select **Add** and the restrictions will be applied. 7. To remove an unwanted restriction, select **Remove** next to that restriction. ![Security Restrictions section with an example restriction added.](https://docs.matrixbooking.com/__attachments/a_1217ec6cae7873aea5f55dc045115e8e2a7e5b2ddf447f671826a0e30b8b2063/image-20251006-132205.png?cb=2c2961694626a96c5255e504b27a53e1) **Notes**: * You can only add 1 restriction or group per shared resource. Make sure the users or domains you use in your group are correct. * Security restrictions can be set up for at any level of a shared location (for example, a building, a floor, or a resource). However, you can only have 1 user, domain, or advanced group per restriction and you can't have more than one restriction per shared location. * Restrictions for your own locations and resources can managed in the normal way through the [Locations and resources hierarchy](https://docs.matrixbooking.com/kb/ag-locations-and-resources.md). ## Security approach Access is based on your *Locations and resources* hierarchy restrictions. You can restrict access at any level, with 1 group per location or resource. Users must pass every level of restriction to gain access. For example: * A floor is restricted to Group A. * A resource on that floor is restricted to Group B. Only users in both Group A and Group B can book that resource. Users in just one of these groups can't. ### Resource sharing security If the sharer organisation enables **Restrict access to** in the *Availability* tab of a shared resource and sets it to one of their own groups, the sharee organisation won't be able to book it. To allow access to shared resources, remove any restrictions from the resource and any locations above it in the hierarchy. You can apply 1 group restriction per shared location or resource. The same "must pass all levels" rule applies to shared locations and resources. ## Advanced booking rules and lead time restrictions If a user in the sharee organisation wants to book a shared resource that belongs to the sharer organisation, but advanced booking rules and lead times have been set up for that resource, the user will be limited by how far in advance they can that resource. For example, the resource needs to be booked 6 months in advance when the lead time for that room is only 3 months. The user needs to contact the sharer organisation's location administrators or location managers -- they can override these settings and book the resource on behalf of the external user. To book a shared resource for an external user: 1. The user of the sharee organisation must supply their email address to the sharer organisation's location administrator or location manager. 2. The location administrator or location manager creates the booking in the normal way. 3. Add the user's email address to *Name* text box. 4. Complete the booking process. 5. The user in the sharee organisation will see the new booking in the**My Bookings** screen. ## Advanced booking rules for booking shared resources In the following example, we show how 3 features of Matrix Booking can be used together so that you can share your resources with other organisations while still giving priority to your staff. ### Resource sharing Organisation 1 shares a resource (Room A) with Organisation 2. Both organisations are in the same building, but occupy different floors. Organisation 1 wants to give its own staff higher prioritisation for booking Room A than Organisation 2. ![image-20250729-140551.png](https://docs.matrixbooking.com/__attachments/a_e89d8557849a3496e751d15c8760e8f9b0e62209ced1192bf9a088fb455b4da2/image-20250729-140551.png?cb=5b3a3e1c13d4a1a75c9f8dd57146126f) Although the example below shows 1 shared resource in 1 shared building, this setup could be applied to multiple shared resources and across multiple buildings. ![Example resource sharing network set up.](https://docs.matrixbooking.com/__attachments/a_05e1922383324b7c733771e2a8bb8f186efa647102ad6c94548d2a1d165f102d/image-20250929-135614.png?cb=acb81a5f6651e6d0b253cab21f834dfe) ### Domain groups Before setting up the different prioritisations for the organisations that can book Room A, Organisation 1 needs to set up domain groups. Domain groups rely on each organisations' email domain. Organisation 1 has set up the following domain groups: * Organisation 1 has the domain @org1.com * Organisation 2 has the domain @org2.com ![Organisations 1 and 2 domain groups have been set up.](https://docs.matrixbooking.com/__attachments/a_8ff9a1cda1c7484a7beed3bb80978fba5711237fc8d44b800363c4a0efa48285/image-20250929-135847.png?cb=e44cb4cb829833f48e120d8ab4d8b9bb) ### Advance booking rules (prioritisation) Now that the domain groups have been set up, Organisation 1 can set up the Advance booking rules for each organisation based on the domain groups. Organisation 1 has set up the following Advance booking rules: * Domain group Organisation (@org1.com)1 can book Room A up to 4 weeks in advance. * Domain group Organisation (@org1.com)2 can book Room A up to 2 weeks in advance. ![Prioritisation rules for organisations 1 and 2 have been set up.](https://docs.matrixbooking.com/__attachments/a_ea2a0d88a8798e6bf3e9f5290adc05e63620ac8202447aaa0ef7ef3f10a08e81/image-20250929-140005.png?cb=9b170f63eb6dbbcf2ea32f669f6d6907) ![image-20250829-102611.png](https://docs.matrixbooking.com/__attachments/a_7c3ffe6483f89a5c938fe0ad8563838d0bf35dc40aa4cf1b53ad8111561a1e40/image-20250829-102611.png?cb=2088ad4c52767d3de3f38955a0c3acae) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md) [Resource scheduling](https://docs.matrixbooking.com/kb/ag-resource-scheduling.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-reception-sharing.md) [Reception sharing](https://docs.matrixbooking.com/kb/ag-reception-sharing.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Groups This page explains how to set up and manage user groups, domain groups, and advanced groups as well as how to restrict access to locations and resources for particular users. How the different groups are synchronised and our approach to security is also explained: 1. [Access the Groups screens](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens) 2. [Add a user group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-user-group) 3. [Add a domain group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-domain-group) 4. [Add an advanced group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-advanced-group) 5. [Edit or delete a group](https://docs.matrixbooking.com/kb/ag-security-groups.md#edit-delete-group) 6. [Restrict access to a location or resource for a group](https://docs.matrixbooking.com/kb/ag-security-groups.md#restrict-access) 7. [++Advanced booking rules for booking shared resources++](https://docs.matrixbooking.com/kb/ag-security-groups.md#advanced-booking-rules-for-booking-shared-resources) 8. [Synchronise Matrix Booking groups with Microsoft Entra ID or SCIM](https://docs.matrixbooking.com/kb/ag-security-groups.md#sync-groups) 9. [Security approach](https://docs.matrixbooking.com/kb/ag-security-groups.md#security-approach) ## Access the Groups screens 1. Select **Admin** in the navigation bar. 2. Select**Groups** under the *Security \& Integrations* section in the side menu. The Groups *dropdown* will appear. 3. Select one of the following: * **All groups** -- displays all the type of groups you have on the *All* *groups* screen. * **User groups** -- displays only user groups on the *User* *groups* screen. * **Domain Groups** -- displays only domain groups on the *Domain* *groups* screen. * **Advanced groups** -- displays only advanced groups on the *Advanced* *groups* screen. ![All groups screen with example user, domain, and advanced groups added.](/__attachments/a_9206aff36ad6bde9eb1a097c8489c4400d1c1b1a3fb4624188ff66b81db41892/image-20251007-102826.png?cb=e9561dca5b5e666246e4075b42c6606b) ## Add a user group To add a user group: 1. [Access the User groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. Select **Add user group** . The *Add user group* dialog will appear. 3. Enter the name of the user group you're creating in the *Group name* text box. 4. Select whether this is an organisational group for reporting purposes. The default is **No**. 5. Begin to enter the user's name in the search bar. The *User* dropdown will appear. 6. Select the correct user from the dropdown. 7. To add more users to the user group, repeat steps 6 and 7. 8. Select either of the following and the dialog will close to return you to the *User groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Add user group dialog with an example name and users added.](/__attachments/a_bff114db6c65b9fed8b6a6336d88d70edad172512a0ee8d6c50a795cb90f9c96/image-20251007-101433.png?cb=65f2cd8c97803f69e9e85d6f321fe011) **Warning**: if a user doesn't appear in the dropdown, they aren't registered with Matrix Booking. They can't be added to any type of group until they have been registered. If you made the user group an organisation group user for reporting, you can filter on that group in the *Booking summary* and *Resource utilisation* dashboards on [Matrix Booking Insight](https://insight.matrixbooking.com/). You're given all the information of what departments or directorates are using which resources, which might be useful for your workspace and resource management optimisation. If a user that was in a user group is deactivated, they may still appear in the user group. Deactivated users can be removed from groups that they were put into. If they are reactivated, they will need to be added to those groups again. [Raise a change setup support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10) to get this feature switched on. ## Add a domain group In addition to user groups, you can specify domains instead. You may wish to do this if you: * have staff with different email domains * want to allow some rooms to be visible to all and some visible only to certain domains To add a domain group: 1. [Access the Domain groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. Select **Add domain group** . The *Add Domain Group* dialog will appear. 3. Enter the name of the domain group you're creating in the *Name* text box. 4. Enter the domain name ++without the @ symbol++ in the *Add Domain* text box. 5. Select the **Enter** or **Return** button to lock in the domain. 6. To add more domains to the domain group, repeat steps 4 and 5. 7. Select either of the following and the dialog will close to return you to the *Domain groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Add domain group with an example name and domain added.](/__attachments/a_557943b8650d6aaea84171c020d4c2e7ebec58743d534afda06431711ea69d52/image-20251007-104148.png?cb=53b1e28529f8400b543891c01a3ae47f) **Warning**: you don't enter the @ symbol when adding a domain group -- it's not needed. ## Add an advanced group ### Rules There are rules for including and excluding user and domain groups. For example, if we have 2 user groups added to an advanced group and you can: * select **Do not use user groups** * select **Include users in** ++**any**++ **of the following user groups** meaning that a user must be in at least 1 of the user groups to have access to the resource * select **Include users in** ++**all**++ **of the following user groups** meaning that a user must be in all of the user groups to have access to the resource * select **Exclude users in** ++**any**++ **of the following user groups** meaning that a user must be in at least 1 of the user groups to not have access to the resource * select **Exclude users in** ++**all**++ **of the following user groups** meaning that a user must be in all of the user groups to not have access to the resource The same rules apply for domain groups based on domain names, but there are no **any** or **all** options. ### Add a user and domain group to an advanced group To add a advanced group: 1. Add at least 1 [user group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-user-group) or 1 [domain group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-domain-group). 2. [Access the Advanced groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 3. Select **Add advanced group** . The *Add advanced group* dialog will appear. 4. Enter the name of the advanced group in the *Name* text box. 5. If you want to add user groups, continue to step 6. If you want to add domain groups, [skip to step 12](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-group-to-advanced-group-step-12). 6. Under the *User group rules* section, select one of the following: * **Do not use user groups** -- this is the default. * **Include users in** ++**any**++ or++**all**++ **of the following user groups**. * **Exclude users in** ++**any**++ or++**all**++ **of the following user groups**. 7. Select the toggle switch for ++**any**++ or ++**all**++ of the following user groups. 8. Begin to enter the user group name you want to include or exclude from the advanced group in the *User groups* text box. The *User group* dropdown will appear. 9. Select the user group from the dropdown. 10. To add more user groups, repeat steps steps 8 and 9. 11. If you want include or exclude domain groups, continue to step 12. If you don't want to, [skip to step 16](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-group-to-advanced-group-step-16). 12. Under the *Domain group rules* section, select either: * **Do not use domain groups** -- this is the default. * **Include user whose email matches the following domain groups**. * **Exclude user whose email matches the following domain groups**. 13. Begin to enter the domain group name. The *Domain group* dropdown will appear. 14. Select the domain group from the dropdown. 15. To add more domain groups, [repeat steps 13 and 14](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-group-to-advanced-group-step-13). 16. Select either of the following and the dialog will close to return you to the *Advanced groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![Add advanced group pop-up with example user and domain groups added.](/__attachments/a_c3b029c8d7699ce473cf7817019b10df9260b91361fed4956a7342082a677137/image-20251007-110416.png?cb=06af11e65225be852178a30217f69bd5) **Warning**: * You can only select user or domain groups that have previously been set up. * You can only choose either include or exclude -- not both. * [User group rules](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-advanced-group) take a higher priority and override domain rules. If a user that was in a user group that is used for an advanced group is deactivated, they may still appear in the user group and advanced group. Deactivated users can be removed from groups that they were put into. If they are reactivated, they will need to be added to those groups again. [Raise a change setup support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10) to get this feature switched on. ## Edit or delete a group To edit a group: 1. [Access one of the Groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. Select **Edit** next to the group you want to change. ![User groups screen with example user groups.](https://docs.matrixbooking.com/__attachments/a_8db39a2b87148ccf5dc0a562675aaa0180662e3dba8e7ce41862bad773f1eb5c/image-20251007-110739.png?cb=910b486d178712dd7964c29287cfe0eb) 3. Make your changes. 4. Select either of the following and the dialog will close to return you to your chosen *Groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. To delete a group: 1. [Access one of the Groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. Select **Delete** next to the group you want to change. The group will be deleted immediately. ## Restrict access to a location or resource for a group Once your groups have been set up, you can restrict access to particular groups for your resources To do this: 1. [Access the Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md#access-availability-tab). 2. Go to the *General Availability* section. 3. Select the **Restrict access to** checkbox. The *Groups* dropdown will appear. 4. Select the **Groups** downdown. A list of all your groups will be appear. 5. Select the group you want the location or resource restricted to. The list of users in that group will appear. 6. If you want to make the resource available to everyone again, select the **Restrict access to** checkbox again to untick it. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![The restrict access to setting has been set to the facilities managers user group for the meeting room.](/__attachments/a_669ef917bc866245fbd81f7ce62f7e5608d8e0459709f84986d8176aa5a56b21/image-20250929-090715.png?cb=56e36790dca9ad7f45d6089e6390c7d5) 8. Select **Save** **changes**. **Notes**: * If your group doesn't appear in the list: * Close the *Edit* \[*location or resource*\] dialog without saving. * Refresh or reload the page. * Start the process again. Your new groups will sync with the list of available groups when the page refreshes or reloads. * If you book a resource on behalf of someone else and they don't have access to that resource, the booking will be successful as it's the booking organiser's access to the resource that's considered by Matrix Booking. ## Advanced booking rules for booking shared resources In the following example, we show how 3 features of Matrix Booking can be used together so that you can share your resources with other organisations while still giving priority to your staff. ### Resource sharing Organisation 1 shares a resource (Room A) with Organisation 2. Both organisations are in the same building, but occupy different floors. Organisation 1 wants to give its own staff higher prioritisation for booking Room A than Organisation 2. ![image-20250729-140551.png](https://docs.matrixbooking.com/__attachments/a_e89d8557849a3496e751d15c8760e8f9b0e62209ced1192bf9a088fb455b4da2/image-20250729-140551.png?cb=5b3a3e1c13d4a1a75c9f8dd57146126f) Although the example below shows 1 shared resource in 1 shared building, this setup could be applied to multiple shared resources and across multiple buildings. ![Example resource sharing network set up.](https://docs.matrixbooking.com/__attachments/a_05e1922383324b7c733771e2a8bb8f186efa647102ad6c94548d2a1d165f102d/image-20250929-135614.png?cb=acb81a5f6651e6d0b253cab21f834dfe) ### Domain groups Before setting up the different prioritisations for the organisations that can book Room A, Organisation 1 needs to set up domain groups. Domain groups rely on each organisations' email domain. Organisation 1 has set up the following domain groups: * Organisation 1 has the domain @org1.com * Organisation 2 has the domain @org2.com ![Organisations 1 and 2 domain groups have been set up.](https://docs.matrixbooking.com/__attachments/a_8ff9a1cda1c7484a7beed3bb80978fba5711237fc8d44b800363c4a0efa48285/image-20250929-135847.png?cb=e44cb4cb829833f48e120d8ab4d8b9bb) ### Advance booking rules (prioritisation) Now that the domain groups have been set up, Organisation 1 can set up the Advance booking rules for each organisation based on the domain groups. Organisation 1 has set up the following Advance booking rules: * Domain group Organisation (@org1.com)1 can book Room A up to 4 weeks in advance. * Domain group Organisation (@org1.com)2 can book Room A up to 2 weeks in advance. ![Prioritisation rules for organisations 1 and 2 have been set up.](https://docs.matrixbooking.com/__attachments/a_ea2a0d88a8798e6bf3e9f5290adc05e63620ac8202447aaa0ef7ef3f10a08e81/image-20250929-140005.png?cb=9b170f63eb6dbbcf2ea32f669f6d6907) ![image-20250829-102611.png](https://docs.matrixbooking.com/__attachments/a_7c3ffe6483f89a5c938fe0ad8563838d0bf35dc40aa4cf1b53ad8111561a1e40/image-20250829-102611.png?cb=2088ad4c52767d3de3f38955a0c3acae) ## Synchronise Matrix Booking groups with Microsoft Entra ID and SCIM If you've connected your directory to Matrix Booking using either the Microsoft Entra ID integration or SCIM (System for Cross-domain Identity Management) integration, you should add or remove users in the directory of the integration you're using. You must have a master list of Matrix Booking users in Entra ID or SCIM. Matrix Booking can pull members in from the master list and set them up as Matrix Booking users. You can have other Entra ID or SCIM groups that can be used to create Matrix Booking user groups. However, those members in those groups must exist in the master list. You need to have our single sign-on (SSO) integration to have our Microsoft Entra ID integration. Use one of the following guides to set up a group in your chosen integration: * [Add a group in Microsoft Entra ID integration](https://docs.matrixbooking.com/kb/matrix-booking-security-and-directory-integration.md) * [Add a group in the SCIM integration](https://docs.matrixbooking.com/kb/setting-up-scim-integration-with-matrix-booking.md) Once your directory sync has been set up and you add or edit a Matrix Booking Group, you'll see an option to sync your Matrix Booking group with your Entra ID in the *Edit group* dialog. To sync your Matrix Booking and Entra ID groups: 1. [Access one of the Groups screen](https://docs.matrixbooking.com/kb/ag-security-groups.md#access-groups-screens). 2. [Add or edit a group](https://docs.matrixbooking.com/kb/ag-security-groups.md#add-user-group). 3. Select **Synchronised with Azure AD.** 4. Begin to enter the Entra ID group name in the text box. The Group name dropdown will appear. 5. Select your Entra ID group from the dropdown. 6. Select either of the following and the dialog will close to return you to your chosen *Groups*screen: * **Save** to keep your changes. * **Close** to discard your changes. ![The How are users added to this group section in the Add group dialog.](/__attachments/a_917f3000feaba4f1d6b64234c1fd7ab3d50d6df975669f361c065667ddac31c2/image-20230615-093134.png?cb=4c5d5e2f8f43b1f1bb03ad1ce1624028) To sync your Matrix Booking and SCIM groups, this must be done on the SCIM side. ![Info message about making user and user group changes via SCIM and not Matrix Booking.](https://docs.matrixbooking.com/__attachments/a_6fad05d16bb1ab0d9c3e2b8dac067e99ff4ffe07d2c84663e176a749446596f4/image-20230615-094921.png?cb=39d8ec151b81d50a570fd99e59fa29f6) **Note** : for either directory sync, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) so they can discuss these options with you. ## Security approach Access is based on your *Locations and resources* hierarchy restrictions. You can restrict access at any level, with 1 group per location or resource. Users must pass every level of restriction to gain access. For example: * A floor is restricted to Group A. * A resource on that floor is restricted to Group B. Only users in both Group A and Group B can book that resource. Users in just one of these groups can't. ### Resource sharing security If the sharer organisation enables **Restrict access to** in the *Availability* tab of a shared resource and sets it to one of their own groups, the sharee organisation won't be able to book it. To allow access to shared resources, remove any restrictions from the resource and any locations above it in the hierarchy. You can apply 1 group restriction per shared location or resource. The same "must pass all levels" rule applies to shared locations and resources. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-reception-sharing.md) [Reception sharing](https://docs.matrixbooking.com/kb/ag-reception-sharing.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-contact-management.md) [Contact and directory management](https://docs.matrixbooking.com/kb/ag-contact-management.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Advance booking rules You can apply in the *Advance booking rules* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#booking-category-selector) 2. [Advance booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#advance-booking-rules) 3. [Group rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#group-rules) 4. [Set up Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-advanced-bookings) 5. [Restrict access to and Advance booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#restrict-access-to-advanced-booking-rules) 6. [Groups and Advance booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#groups-advanced-booking-rules) 7. [Advance booking rules for booking shared resources](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#advanced-booking-rules-for-booking-shared-resources) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Advance booking rules The *Advance booking rules* section gives you multiple options to set: * How far in advance groups or teams and standard users can book certain resources. * Who can book resources and who can't -- this is useful if a location manager is in charge of bookings for a resource. * When you want to release resources. * How far in advance resources should be booked. * Whether resources can be booked only once a day. * How long you want your resources booked for. These rules are useful if you want to give 1 of your teams a higher priority to book a certain set of resources over other teams or how much time in advanced your staff can book resources. ## Group rules Group rules allow you to set how far in advance each group can book a set of resources. These rules can be applied to any resources you have in your hierarchy (for example, meeting rooms or desks on a floor) using the [booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#booking-category-selector). This is useful if you want to give a group or team a higher priority to book a set of resources in advance. If the group or team doesn't need them, the group who has the next highest priority will be able to book them in the Advance booking time period that's been set for them. The higher the group rule is, the higher the priority they have to book resources in advance. The group rules always decrease in priority until you reach all other users who aren't in a group with a prioritisation rule. For example: 1. The *Directors* group can book resources 10 days in advance meaning the resources are available to this group 10 days in advance. 2. If there are any resources available after the *Directors* group has made their bookings, the *Facilities Manager* group can book them 3 days in advance. 3. If there are any resources available after both the *Directors* and *Facilities Manager*group have made their bookings, everyone else (all standard users) can book them 1 day in advance. ![Advanced booking rules for example user groups.](https://docs.matrixbooking.com/__attachments/a_421898d7d8de7b578e0bdbdebbf5dcdb1418fa55a857befcda35f11feb24551c/image-20250929-121541.png?cb=9ae44afce3301dca3177a10ffc0fdab2) For group rules to work, you need to set up at least 1 [group](https://docs.matrixbooking.com/kb/ag-security-groups.md) for your organisation. It can be a user, domain, or advanced group. Once you've made your groups, you can set up your group rules using the [Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-group-rules). We recommend that you set up these settings in the location above the resources that you want them applied to (for example, a desk bank). The settings will be inherited by all the resources below that location (for example, the desks below the desk bank). Once you have a group rule set up, you'll see a *Direct prioritisation rules configured* icon next to that location or resource. If you select the icon, it will bring up a summary of the Prioritisation rules that have been applied. ![Prioritisation rules pop-up.](https://docs.matrixbooking.com/__attachments/a_eb107653c70279f0f71a7ebe9f246f107b8bff51993d98eb60118cfff85dd8b0/image-20250929-122727.png?cb=c39ccbe488f8f6e7f6eeb6b7a5b340c0) These rules can also be used with the *Restrict access to* checkbox in the [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) (for example, *Restrict access to Human Resources*). For more information, [see the Advance booking group rules troubleshooting article](https://docs.matrixbooking.com/kb/advanced-booking-group-rules-error-messages.md). ## Set up Advance booking rules settings ### Access Advance booking rules settings To access the *Advance booking rules* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Location and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . Your *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource. The *Edit \[Location or* *Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Advance booking rules* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your hierarchy. You may have them switched on at that level for a reason. ![Advanced booking rules in the Settings tab of the Edit location dialog.](https://docs.matrixbooking.com/__attachments/a_31e3cc7993dbb91da58527fbfef079d9b90519c812b537961f9ad58c841baf6a/image-20250929-125047.png?cb=626ff70e1bf0d2d6ade047e9530af74e) **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your hierarchy. You may have them switched on at that level for a reason. * Changing the settings described below may affect other features you have for your organisation. ### Types of Advance booking rules There are multiple settings you can set up in the *Advance booking rules* section: 1. [Prioritisation rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-prioritisation-rules) 2. [Advance booking window rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-booking-window-rules) 3. [Lead time rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-lead-times) 4. [Bookings per day and multi-day bookings rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#bookings-per-day-and-multi-day-bookings) 5. [Booking duration and anonymise booking data rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#booking-duration-and-anonymise-data-rules) #### Set up Prioritisation rules To set up the *Prioritisation rules* of a location or resource: 1. [Access the Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#access-advanced-booking-rules). 2. The *Allow* ***everyone*** *to book in advance without limit* checkbox will be automatically selected. 3. If you want to apply group rules, follow steps 4 to 9. If you don't want to, [skip to step 11](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#group-rules-not-wanted). 4. Select the **+ Add group rule** button. The *Allow \[group\] to book in advance without limit* and the *Then allow* ***everyone lse*** *to book up to X days, weeks, or months* checkboxes will be automatically selected. 5. Select the *Group* dropdown and select the group you want from the list to have the highest priority. 6. If you want the group to book a specific period in advance, select the *to book up to a specified period in advance* checkbox. A text box and dropdown will appear. 7. Enter the number of days, weeks, or months into the text box you want. 8. Select the dropdown and select either: * **days** * **weeks** * **months** 9. If you want to add more group rules, [repeat steps 4 to 8](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-advanced-bookings-step-4). 10. If you want to remove a group rule, select the **-- Remove group rule** button next to that group rule. 11. Select either *Allow* ***everyone*** : * *to book in advance without limit* checkbox(option not available if a group rule has been added). * *to book up to a specific period in advance* checkbox. * *to only view bookings and availability* checkbox. 12. If you select the *Allow* ***everyone*** *to book up to a specific period in advance* checkbox, a text box and a dropdown will appear. 13. Enter the number of days, weeks, or months you want into the text box. 14. Select the dropdown and select either: * **days** * **weeks** * **months** 15. If you select *Allow* ***everyone*** *to only view bookings and availability* checkbox, standard users won't be able to book these resources, but will be able to see if and when they are available. 16. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Example advance booking rules for different user groups.](/__attachments/a_4bdfb1d29ec02add241513bb3c6e64c864ab667021f39c16eddea6d83576faab/image-20250929-130944.png?cb=ddee5b6ddafe9b6c848e3f5a5b0cc5e5) 17. Select **Save changes**. #### Set up advance booking window rules Advance booking windows define when your resources become bookable again, in line with your *Advance booking rules*. By default, this is midnight. To set up advance booking window rules: 1. [Access the Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#access-advanced-booking-rules). 2. [Set up prioritisation rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#set-up-group-rules). 3. Select the *Set a time each day when the advance booking window opens* checkbox. *The furthest out booking can only be made after \[Time\]* text box will appear. 4. Enter the time you want your resource to become bookable again in the *Time* text box. 5. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Advanced booking window setting switched on.](https://docs.matrixbooking.com/__attachments/a_9ea08524b35010e30540e07344eb5276bfaf6549e510bbc40e7efa62f4dafd87/image-20250929-131920.png?cb=d792c97b427f60e8c095fd34a4a33b9d) 6. Select **Save changes**. #### Set up Lead time rules 1. [Access the Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#access-advanced-booking-rules). 2. If you want resources to booked a specific period in advance and no later, select the *Set a minimum lead time for bookings* checkbox. The *Bookings must be made by at least X hours or days before* text box will appear. 3. Enter the number of days or hours you want bookings to be made in advance. 4. Select the dropdown and select either: * **hours** * **days** 5. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Lead time setting switched on.](/__attachments/a_6ad8d0723cf878f8e8889f95e9c1f08d43094a18b37451d1b7b48aa7129c0167/image-20250929-132206.png?cb=6b29f07c424d77047ae66281c2e5e9d7) 6. Select **Save changes**. #### Bookings per day and multi-day bookings rules 1. [Access the Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#access-advanced-booking-rules). 2. If you want your resources to be booked only once per day, select the *Allow each \[resource\] to be booked only once per day* checkbox. 3. If you want to allow a single booking (and not a repeated booking) to be spread over multiple days, select the *Allow multi-day bookings* checkbox. 4. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Once per day and multi-day bookings settings switched on.](https://docs.matrixbooking.com/__attachments/a_0b9d163b7f9c75469a414ccb539ee6d771ffd6f0aba4fac9a9e9e66eefaf7b9a/image-20250929-133503.png?cb=28de6c144cb425a74a5974d1a166243b) 5. Select **Save changes**. #### Set up Booking duration and anonymise booking data rules If you want the anonymise booking data feature switched on, [raise a change setup support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10). To set up *Booking* *duration* and *Anonymise* *booking* *data* rules: 1. [Access the Advance booking rules settings](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md#access-advanced-booking-rules). 2. If you want to set a maximum booking length of time for your resources, select the *Set maximum booking duration to* checkbox. 3. Enter the number of minutes or hours you want bookings to have a maximum duration for. 4. Select the dropdown and select either: * **minutes** * **hours** 5. If you want to anonymise the resources' booking data, select the *Anonymise booking after* checkbox. 6. Enter the number of days you want bookings to become anonymised by. 7. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Maximum duration and anonymise bookings settings switched on.](/__attachments/a_cc0a31b291548631d091f75a915da68597d7be84564cfe4204d99eed0b300bb5/image-20250929-133734.png?cb=2cbc33aa261b9ed73222b55d9f491d95) 8. Select **Save changes**. **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. ## Restrict access to and Advance booking rules If [Restrict access to](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) in the *Availability* tab has been set up for a location or resource, only groups and users that exist within the *Restrict access to* groups will be considered when using the Advance booking rules. For example: An advanced group, named *Access to Ground Floor resources* , has been set up to include the *Directors* and *Facilities Manager* user groups. The *Restrict access to* setting for the *Ground Floor* has been set to the *Access to Ground Floor resources* advanced group. This setting is inherited down the *Locations and resources* hierarchy so any resources on the *Ground Floor* will also have this setting applied. Only users from this advanced group as well as all location managers, location administrators, and administrators have access to any *Ground Floor* resources. The following advanced booking rules in the *Settings* tab have been added: * *Directors* user group can book up to 10 days in advance. * *Facilities Manager* user group can book up to 3 days in advance. * Then allow everyone else in group *Access to Ground Floor resources*to book up to 1 day in advance. ![Restrict access to has been set an example user group.](https://docs.matrixbooking.com/__attachments/a_aa9078a47fae9765dceda9c5e7ae85a49cd9f81b0882d89a728bea50950afc8d/image-20250929-134338.png?cb=8fc6890617818db95ecd86f1a055278e) ![Advanced booking rules for example user groups.](https://docs.matrixbooking.com/__attachments/a_66ccd0ea1f7b5e67d3e61438169faa627e846773f600b9aaae0031f327d92678/image-20250929-134605.png?cb=6de1942326775d85a61bd2544ae18957) The Advance booking rules for the *Directors* user group apply because this group is in the *Access to Ground Floor resources* advanced group. It's the only advanced group that has access to and can book any *Ground Floor* resources because of the *Restrict access to* setting. The Advance booking rule for the *Facilities Manager* user group is ignored because that group isn't in the *Access to Ground Floor resources* advanced group. Users in the *Facilities Manager* user group can't book any *Ground Floor* resources because the *Restrict access to* the *Access to Ground Floor resources* advanced group setting. **Note** : this also applies if the *Restrict access to* setting is set to any of your user or domain groups. ## Groups and Advance booking rules If you set up 2 Advance booking rules and a user's in both groups for those rules, the user will get the higher priority ruling. For example: A user is in both the *Directors* and *Facilities Manager* groups. Advance booking rules have been set up: * The*Directors* group can book up to 10 days in advance. * The *Facilities Manager* group can book up to 3 days in advance. The user can book up to 10 days in advance, and not 3, because they are in the *Directors* group. ## Advance booking rules for booking shared resources In the following example, we show how 3 features of Matrix Booking can be used together so that you can share your resources with other organisations while still giving priority to your staff. ### Resource sharing Organisation 1 shares a resource (Room A) with Organisation 2. Both organisations are in the same building, but occupy different floors. Organisation 1 wants to give its own staff higher prioritisation for booking Room A than Organisation 2. ![image-20250729-140551.png](https://docs.matrixbooking.com/__attachments/a_e89d8557849a3496e751d15c8760e8f9b0e62209ced1192bf9a088fb455b4da2/image-20250729-140551.png?cb=5b3a3e1c13d4a1a75c9f8dd57146126f) Although the example below shows 1 shared resource in 1 shared building, this setup could be applied to multiple shared resources and across multiple buildings. ![Example resource sharing network set up.](https://docs.matrixbooking.com/__attachments/a_05e1922383324b7c733771e2a8bb8f186efa647102ad6c94548d2a1d165f102d/image-20250929-135614.png?cb=acb81a5f6651e6d0b253cab21f834dfe) ### Domain groups Before setting up the different prioritisations for the organisations that can book Room A, Organisation 1 needs to set up domain groups. Domain groups rely on each organisations' email domain. Organisation 1 has set up the following domain groups: * Organisation 1 has the domain @org1.com * Organisation 2 has the domain @org2.com ![Organisations 1 and 2 domain groups have been set up.](https://docs.matrixbooking.com/__attachments/a_8ff9a1cda1c7484a7beed3bb80978fba5711237fc8d44b800363c4a0efa48285/image-20250929-135847.png?cb=e44cb4cb829833f48e120d8ab4d8b9bb) ### Advance booking rules (prioritisation) Now that the domain groups have been set up, Organisation 1 can set up the Advance booking rules for each organisation based on the domain groups. Organisation 1 has set up the following Advance booking rules: * Domain group Organisation (@org1.com)1 can book Room A up to 4 weeks in advance. * Domain group Organisation (@org1.com)2 can book Room A up to 2 weeks in advance. ![Prioritisation rules for organisations 1 and 2 have been set up.](https://docs.matrixbooking.com/__attachments/a_ea2a0d88a8798e6bf3e9f5290adc05e63620ac8202447aaa0ef7ef3f10a08e81/image-20250929-140005.png?cb=9b170f63eb6dbbcf2ea32f669f6d6907) ![image-20250829-102611.png](https://docs.matrixbooking.com/__attachments/a_7c3ffe6483f89a5c938fe0ad8563838d0bf35dc40aa4cf1b53ad8111561a1e40/image-20250829-102611.png?cb=2088ad4c52767d3de3f38955a0c3acae) *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md) [Availability type](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md) [Approvals](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Approvals This page describes the different settings you can apply in the *Approvals* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md#booking-category-selector) 2. [Approvals](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md#approvals) 3. [Set up Approvals settings](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md#set-up-approvals) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Approvals The *Approvals* section gives you the option for bookings made by all users to be approved by a location manager or above. The 2 settings for the resources under the location you're editing are: * **Require bookings to be approved by a location manager**. * **Allow overlapping approval requests (first approval rejects any others)**. If a location manager hasn't been set for this resource, the location manager for the next level in the hierarchy will be able to approve any bookings for these resources. With the first setting, any bookings for the resources will become tentative bookings. Once a resource has a tentative booking, it no longer shows as available. No further requests for that resource will be sent to the location manager. The location manager or above can approve or reject the tentative booking. ![Booking will need to be approved info message in the new booking dialog.](https://docs.matrixbooking.com/__attachments/a_fa2af82b85e05c38aae748033b26e4cfac7152ddea77e642a53fa4402db6c6b1/image-20251001-084224.png?cb=0f6c6f539e13dfe1efcc53abd063211b) With the second setting, the resource will still be shown as a available to book, even with a tentative booking against it. If 1 of the overlapping tentative bookings is approved by the location manager or above, all the other tentative bookings will be rejected automatically. As a minimum, you must have a location manager set up for the resources that need to be approved. For more information, see our guidance: * [Access profiles and user accounts](https://docs.matrixbooking.com/kb/ag-access-profiles.md) * [Location administrators](https://docs.matrixbooking.com/kb/ag-location-administrators.md) * [Location managers](https://docs.matrixbooking.com/kb/ag-location-managers.md) **Warning** : setting a room to require approval doesn't generate email notifications. Email notifications are set up by the location manager responsible for approving the room and this is done by editing their own profile and setting up an email alert in their own [preferences](https://www.matrixbooking.com/training-hub/). ## Set up Approvals settings To set up the *Approvals* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Approvals* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. The **Require bookings to be approved by a location manager**checkbox will be automatically selected for you. 10. If you want more than 1 approval request for each resource, select the **Allow overlapping approval requests (first approval rejects any others)** checkbox. 11. If you want to remove either setting, select the checkboxes again to uncheck them. 12. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Approvals switched on in the settings tab of the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_6ea5bf977c113baad11a58e368879d58c30d681dbe1d1b39167722e4576a7a07/image-20250930-074233.png?cb=f6759e9fca17cf402289539b37bb3742) 13. Select **Save changes**. **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md) [Advanced booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md) [Attendee count](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Attendee count This page describes the different settings you can apply in the *Attendee count* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md#booking-category-selector) 2. [Attendee count](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md#attendee-count) 3. [Set up attendee count settings](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md#set-up-attendee-count) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Attendee count The *Attendee count* section gives you the option to ask users making a booking to add how many people will be attending the booking. ![Minimum capacity warning message in the new booking dialog.](https://docs.matrixbooking.com/__attachments/a_edf4e16263f855ebfb39f08790bccafedf9eaf963dc20d3abee67b9e3eaa95ef/image-20250930-080750.png?cb=c3d56841b8aa373ec29364dc38b3a596) This helps for resource utilisation dashboards in [Matrix Booking Insight](https://insight.matrixbooking.com/) to show because you'll have a more accurate picture of who physically attended the booking and who joined the booking online. ![Example booking with attendee count shown.](https://docs.matrixbooking.com/__attachments/a_0d747bde7f6095d43d3457fba519b63fac53cd68d1ede26bd75d0e35cc753f14/image-20250930-081140.png?cb=0a71a80757b4754d36596b7affeda201) This doesn't stop the booking being made if the number of people exceeds the resource's capacity, but you'll be warned about it. ## Set up Attendee count settings To set up the *Attendee count* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Location and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . Your *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource. The *Edit \[Location or* *Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Attendee count* section. 8. Check if the **Require attendee count to be specified** checkbox are greyed out. If it is, this means that this settings is inherited from a higher level in your resource hierarchy. You may have it switched on at that level for a reason. 9. Select the **Require attendee count to be specified** checkbox. 10. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Attendee count setting switch on in the settings tab of the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_0bf04aae670041358f63a0a0d7ee5c546d173f041d375bbbe449156963e30908/image-20250930-080035.png?cb=b27518f5e487c1c761f2a2b6b88319a5) 11. Select **Save changes**. **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md) [Approvals](https://docs.matrixbooking.com/kb/ag-settings-tab-approvals.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md) [Buffer times](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Availability type You can apply in the *Availability type* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md#booking-category-selector) 2. [Availability type](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md#availability-type) 3. [Set up Availability type settings](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md#set-up-availability-type) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Availability type The *Availability type* section is different to the [Availability tab](https://docs.matrixbooking.com/kb/ag-locations-settings-availability-tab.md) and gives you 2 settings that you edit: * **Available for booking**(selected by default). * **Available on-demand only, without booking**. "Available on-demand" means that users can't book the resources and they won't appear when you make a new booking. This setting allows your staff to go to the resources and use them if they are free (for example, hot-desking). You can see if the resources are available if sensors have been installed and [Matrix Booking Sense](https://docs.matrixbooking.com/kb/matrix-booking-sense-2.0-overview.md) has been set up. ## Set up Availability type settings To set up the *Availability type* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-availability.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Availability type* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. The **Available on-demand only, without booking** checkbox will be automatically selected for you. The only section that will be available is the [Visitors section](https://docs.matrixbooking.com/kb/ag-settings-tab-visitors.md). 10. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep your changes. * **Close** to discard your changes. ![Available on-demand only setting switch on in the availability type section of the settings tab.](/__attachments/a_905dd5011df41b75bb2763f4ab974314301182b945ad29f57a2413527c9b4751/image-20250929-104725.png?cb=a68c15e357dbcd676ef9b857be0909fc) 11. Select **Save changes**. **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-time-zones.md) [Time zones](https://docs.matrixbooking.com/kb/ag-settings-tab-time-zones.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md) [Advanced booking rules](https://docs.matrixbooking.com/kb/ag-settings-tab-advanced-booking-rules.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Buffer times This page describes the different settings you can apply in the *Buffer times* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md#booking-category-selector) 2. [Buffer times](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md#buffer-times) 3. [Set up Buffer times settings](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md#set-up-buffer-times) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Buffer times The *Buffer times* section gives you the option to add some time before the booking to set it up or add some time after the booking to tear it down. The 3 settings for the resources under the location or resource you're editing are: * **Automatically add** ***X*** **minutes setup time to the start of bookings**. * **Automatically add** ***X*** **minutes setup time to the end of bookings** (where *X* is the number of minutes). ![Buffer times warning message in the new booking dialog.](https://docs.matrixbooking.com/__attachments/a_80ea1bd4b31cdc255eb1ef7d092da90ca1b8a51cd3305aa8dfe02c232ae69063/image-20251001-084456.png?cb=9f9acd895ac59494d70dcd97dbaf097b) ![Buffer time error message in the new booking dialog as the booking overlaps with the previous booking's buffer time.](https://docs.matrixbooking.com/__attachments/a_b54a8b284554f5978d658e2716e92496d79a233454b2b92afeaa2a3e17e8d095/image-20251001-084549.png?cb=ac9b961afdcf27076d3d07274f57d960) If there are 2 consecutive meetings, the teardown buffer time of the first booking and the setup buffer time of the second booking will overlap meaning that there won't be 2 buffer times back to back between 2 meetings as generally this isn't needed. ![Overlapping setup and takedown buffer times for 2 separate bookings shown on the bookings screen.](https://docs.matrixbooking.com/__attachments/a_2693e289ca13f725016399b457d298953a52f6b3a02fabe0fbe8cc9560a94d75/image-20250930-092022.png?cb=4954dd6079f2fba4650bd019bb41d721) ## Set up Buffer times settings To set up the *Buffer times* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Buffer times* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. Select the **Automatically add** ***X*** **minutes setup time to the start of bookings** checkbox (where *X* is the number of minutes). 10. Enter the number of minutes into the *setup time* text box. 11. Select the **Automatically add** ***X*** **minutes teardown time to the end of bookings** checkbox (where *X* is the number of minutes). 12. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Butter times have been switched on in the settings tab of the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_4c089b6f70f1548b9d70878114c378613ccae4d089008c5db54b7ba1ddffaf87/image-20250930-090131.png?cb=2adffa40429498d92eaa7f1fac8b8a05) 13. Select **Save changes**. **Notes**: * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md) [Attendee count](https://docs.matrixbooking.com/kb/ag-settings-tab-attendee-count.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md) [Check-ins](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) --- language: "en" --- # Administrator guide – Settings tab: Check-ins This page describes the different settings you can apply in the *Check-ins* section of the Settings tab when you edit a location or resource: 1. [Booking category selector](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#booking-category-selector) 2. [Check-ins](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#check-ins) 3. [Set up Check-ins settings](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#set-up-check-ins) 4. [Notes for Check-in settings](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#notes) ## Booking category selector * Underneath the *Time zone* section, your booking categories can be selected. For example, **Meeting** **Rooms**. ![image-20250929-104118.png](https://docs.matrixbooking.com/__attachments/a_1479ea7ca93b0f7d55867794b63d201952229f3a72d8db5c2271255719878736/image-20250929-104118.png?cb=d1206e1dc898efc1e73cdb15db81252b) * As the *Time zone* section is above the booking category selector, it's not affected by the booking category selector. * All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms). * Make sure that you've selected the right booking category before making any changes to your settings. ## Check-ins The *Check-ins* section gives you the option for bookings to be checked in to and auto-cancelled if they aren't. This releases the resource and allows others to book them. ![Bookings that have been or need to be checked in on the All bookings screen.](https://docs.matrixbooking.com/__attachments/a_089f555c24d76b5338f030ad5685ee5b66ddb0c12c7851184d613d935faae953/image-20250930-094458.png?cb=6a44b4c75dd9f0b2514cf7e7435899c1) You need to have the feature switched on before you can use our frictionless check-in feature on your mobile app. To switch on the frictionless check-in feature, [contact your customer success manager](mailto:accountmanagement@matrixbooking.com) to discuss implementation and costs of the scannable stickers. ## Set up Check-ins settings To set up the *Check-ins* settings of a location or resource: 1. Select **Admin** in the navigation bar. 2. Select **Locations and resources** under the *Location Settings* section in the side menu. 3. Select **Edit hierarchy** . The *Locations and resources* hierarchy will appear. 4. Select **Edit** next to the location or resource you want to change. The *Edit \[Location or Resource\]* dialog will appear with the **General** tab selected by default. 5. Select the **Settings** tab. 6. Select the correct resource using the [++booking category selector++](https://docs.matrixbooking.com/kb/ag-settings-tab-check-ins.md#booking-category-selector). 7. Select the **Override global settings** or **Override \[location or resource\]** checkbox under the *Check-ins* section. 8. Check if any of the checkboxes are greyed out. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. 9. Select the **Require booking to be started to confirm use** checkbox. 10. Select if you want the bookings to be started by 1 of the following: * **attendees** **only** -- only people who have been invited to the booking, including the booking organiser (administrators, location administrators, and location managers can always check-in a booking). * **any** **user** -- any Matrix Booking user in your organisation or an organisation your sharing resources with. * **anyone** -- anyone who can access your resources (for example, external visitors using your signage devices). 11. Enter the time you want for a booking to be started beforehand (for example, 10 minutes before the start time). 12. If you want bookings to be checked in to by people who are physically present and prevent remote check-ins, select the **Only allow on-site check-in methods** checkbox. This setting should be used for frictionless check-ins. 13. If you want bookings to be auto-cancelled if they haven't been started, select the **Cancel booking that are not started after** ***X*** **minutes** checkbox. 14. Enter the time you want a booking to be auto-cancelled if it's not been started (for example, 10 minutes). 15. If you want a repeat booking series to be auto-cancelled if they are continually missed, select the **Cancel the remainder of a repeat booking series after** ***X*** **missed starts** checkbox. 16. Enter the number of bookings in a booking series that'll be auto-cancelled if that number of bookings is missed consecutively. 17. Select either of the following and the dialog will close to return you to the *Locations and resources* hierarchy: * **Save** to keep you changes. * **Close** to discard your changes. ![Check-in settings switched on in the settings tab of the edit location dialog.](https://docs.matrixbooking.com/__attachments/a_de27a85d93dc8b1c41689f8b0fb73a9792bc25cee5ec4563f465786135bc53b1/image-20250930-093606.png?cb=a7a4c448c1292dd14e6d8278b07b72c9) 18. Select **Save changes**. ## Notes for Check-in settings * Settings from a location or resource that's higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. If they are, this means that these settings are inherited from a higher level in your resource hierarchy. You may have them switched on at that level for a reason. * Changing the settings described above may affect other features you have for your organisation. * We recommend allowing a more generous check-in time frame so that booking organisers aren't blocked from checking in to their bookings (for example, *Allow bookings to be started by \[option\] up to 60 minutes beforehand*). * If you've set up check-in rules for your resources and your organisation has the automatic check-in feature switched on, when you book a resource where the start time falls within the check-in period, Matrix Booking will automatically check you in to the booking. Matrix Booking won't sent the check-in email reminder. * For example, if the check-in rule is set so that you can check in to your booking 30 minutes before the booking start time and you create a booking that's going to start in the next 15 minutes, Matrix Booking won't sent the check-in email reminder and you'll be checked in to your booking automatically. * If the *Cancel bookings that are not started after X minutes* checkbox is selected and the auto-cancellation period is longer (for example, 30 minutes) than the booking (for example 15 minutes), the booking won't be automatically cancelled. * If you want your staff to be automatically checked in to your building when they check in to their first booking of the day, [raise a support ticket](https://matrixbooking.atlassian.net/servicedesk/customer/portal/1/group/1/create/10)to get this feature switched on for you. It will also update the [Visitors list screen](https://docs.matrixbooking.com/kb/ag-visitor-management.md) and visitor summary dashboard on [Matrix Booking Insight](https://insight.matrixbooking.com/). * If you have the automatic check-in feature switched on for your organisation, the check-in period is set (for example, 30 minutes before the booking start time), and you book a resource within the check-in period (for example, 15 minutes before the booking start time), Matrix Booking won't sent the check-in email reminder and you'll be checked in to your booking automatically. * On-site check-ins only work for our Signage app, Floor Plan app, Frictionless check-in by sticker scanning, and checking in a visitor via Matrix Booking. On-site check-ins disables the check-in link in booking reminder email and check-in via Matrix Booking and our mobile app. * Administrators, location administrators, and location managers can always check-in a booking remotely, even with on-site check-ins switched on. * For more information on frictionless check-ins, [see frictionless check-in](https://docs.matrixbooking.com/kb/ag-locations-settings-frictionless-check-in.md). *** ** * ** *** [**❮ Back**](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md) [Buffer times](https://docs.matrixbooking.com/kb/ag-settings-tab-buffer-times.md) *** ** * ** *** [**Next ❯**](https://docs.matrixbooking.com/kb/ag-settings-tab-cost-codes.md) [Cost codes](https://docs.matrixbooking.com/kb/ag-settings-tab-cost-codes.md) *** ** * ** *** [**Administrator guide homepage**](https://docs.matrixbooking.com/kb/ag-homepage.md) [Next Page](https://docs.matrixbooking.com/llms-full.txt/1)