15 Essential Ronspot Admin Panel Tips Every Administrator Should Know

When you need to update a space, searching through the full list of spaces can be time-consuming, especially if you manage multiple zones or a large number of spaces.

A quicker way is to edit the space directly from the Live view:

1. From the Live view, click the space directly on the map
2. A pop-up will appear, select Edit space
3. The usual left-side configuration panel opens, ready to update

It’s faster (no filtering or searching required), and it also gives you confidence that you’re editing the exact space you clicked on.

The Live View page provides a visual daily snapshot of where employees are, with hourly bookings shown as stripes.

Next month, we are replacing this with an hour-by-hour time slider that lets you select the exact hour you’re viewing and instantly see whether a space or meeting room is available.

With the time slider, you’ll be able to:

• See how hourly bookings evolve throughout the day
• Identify peak usage times and understand when spaces sit empty

Perfect for data-driven space optimisation.

Unused desks and parking spaces are one of the biggest inefficiencies in hybrid workplaces. If a space is booked but sitting empty, availability drops and frustration rises.

With Ronspot, administrators can run a simple internal audit and report unused spaces in just a few clicks while walking the office or car park.

1. From the Live view, click a booking directly on the map
2. A pop-up will appear, select Report unused booking
3. Automatically notify the employee so they can explain why it wasn’t used
4. Review the justification and cancel the report if the reason is valid

It’s a practical way to enforce booking use, improve fairness, and increase availability without needing to add more spaces.

Ronspot includes a wide range of reports, but depending on what matters most to your company, you’ll naturally use some more often than others

This functionality allows you to:

• Click the star to pin your most-used reports to the top
• Access key data faster, every day

It’s a small feature, but it saves time again and again.

If your map labels are too small or too large and the default zoom isn’t right, the Live view can be harder to read on busy floorplans or car parks.

You can adjust your map display from the Zone settings (Display tab):

1. Set a default zoom level, so you don’t have to adjust it every time you log in
2. Increase or reduce the label font size of your spaces

A quick tweak that makes daily admin tasks faster and the map much easier to navigate.

Booking windows are by default set in calendar days, which count every calendar day, including weekends and bank holidays. This can unintentionally reduce the number of days employees can actually book.

Changing this is a quick fix:

1. From Zone settings ((Advanced Settings tab), exclude closing dates from available days
2. From Closing dates, block weekends and bank holidays

This guarantees that employees can always book the intended number of days, without weekends or holidays eating into their allowance.

Not all days are created equal. Mondays and Tuesdays might fill up quickly, while Fridays are quieter.

With Ronspot, you can:

• Restrict spaces on selected weekdays to selected users or groups
• Leave those same spaces unrestricted on quieter days
• Automatically lift restrictions as the booking date approaches, so unused capacity doesn’t go to waste

This way, priority users get first access when demand is highest, and availability gradually opens up for everyone as you get closer to the day, improving fairness and maximising utilisation.

Many organisations use internal employee codes or identifiers from HR systems and payroll tools. Keeping these references consistent across platforms makes administration and reporting much easier.

To enable custom employee IDs:

1. From the Employee list, hover over any column header and click the three-line icon
2. Go to the third tab (as shown in the screenshot)
3. Tick Custom ID to add the column to the Employee list
4. Click a cell to enter a value using inline editing

Simple, flexible, and HR-friendly.

Driving adoption is just as important as configuration, and Ronspot gives admins a simple way to see who’s engaging:

• From the Employees list, check the Last activity column
• From the Administrators list, check the Last login column

This helps you identify users who haven’t adopted the system and may need onboarding, reminders, or extra support.

A practical way to track adoption and support change management across your workplace.

For a new employee joining Ronspot, waiting for an administrator to approve their account can be frustrating. Ronspot includes a simple control to remove that delay, letting employees confirm their own accounts:

• From the Login methods, select a domain and click on the Classic login icon
• Enable this login method and the self-confirmation option

• Employees who register with an email address on that domain will receive a confirmation email to verify their email address.

That means faster onboarding and fewer admin tasks.

One of the biggest time-savers is mapping attributes from your SSO provider (like department, country, or city) directly to Ronspot groups.

With Microsoft Entra ID (Azure AD) or Okta sync:

• Users are automatically placed in the right Ronspot group
• No manual group assignment is needed
• Zone settings stay aligned with your organisation structure

Ideal for growing companies and global teams.

Traditionally, administrators set a fixed time when a new day is added to the calendar. You can now choose to randomise that time instead:

1. From Group settings, edit a group
2. Set Available time to Random time between
3. Choose the start and end time for the release window

This reduces predictability and creates a fairer, calmer experience, so employees don’t need to wait for a fixed daily release time.

If you manage multiple car parks, floors, or desk areas, this feature is invaluable.

By grouping zones together from Account > General settings > Multi-zone settings, you can:

• Limit users to one booking per day across all grouped zones
• Prevent double bookings across locations
• Ensure fair access for everyone

Ideal for large offices and multi-level car parks.

By default, support requests raised by your employees in the Ronspot app are sent to Ronspot Support, but many are actually questions about your internal setup and policies.

To triage these requests yourself, set your own support email address:

1. Go to Account → General settings → Company settings
2. Update the Support email address field
3. Requests submitted through the app will be sent to this address

Handling internal questions directly saves time and avoids back-and-forth between Ronspot Support and your administrators, allowing users to get an answer more quickly.

Before purchasing additional licences, check whether you already have unused licences. Ronspot makes this easy so you can stay in control as your organisation changes.

• Click the blue circle in the top right and select Licences
• See how many licences are in use vs not in use
• Use the Usage column in Parking Spaces, Desks, and Meeting Rooms to find unused spaces
• Reallocate licences effectively so you’re not overpaying

A must-use feature for smart cost control.

By default, zones appear in the order they were created, which can be less intuitive over time, as this order doesn’t necessarily reflect how frequently zones are used.

But you can customise this at any time:

1. In your Zones list, locate the zone you want to move.
2. Select the reorder icon next to the zone name (see screenshot).
3. Drag and drop the zone into the desired position in the list.
4. Your changes save automatically and the updated order appears in all zone dropdowns in the Admin Panel and the Employee App.

Reordering zones helps you surface the most popular or important areas first, making navigation faster and dropdowns easier to use for both admins and employees.