The modern workplace is no longer static. Hybrid work, and flexible schedules have changed how offices operate, turning desks and parking spaces into shared assets, and often the most in-demand resources on site. Without clear booking rules, people book too far ahead, priority users miss out, spaces go unused, and frustration grows around policies that feel inconsistent. That’s why desk and parking booking priorities are essential.
Booking priorities are the rules that determine who can book a desk or parking space, how far in advance they can book, and under what conditions. In a hybrid workplace, needs aren’t equal: some people require more reliable access due to their role, accessibility needs, or operational responsibilities. Priority rules provide a consistent, scalable way to allocate shared resources—without relying on manual decisions or a simple first-come-first-served approach.
Because demand fluctuates and not everyone’s requirements are the same. Booking priorities help ensure critical teams can plan ahead, support accessibility and operational needs, and reduce daily friction for everyone. The result is fewer conflicts, clearer expectations, and a more predictable workplace experience.
In this article, we’ll explore 8 clever ways to manage desk and parking booking priorities in Ronspot, starting with high-level controls and moving down to highly granular, space-specific rules.
1. Control who always get a guaranteed space (Scheduler)
Scheduled bookings sit at the very top of the booking priority hierarchy. This feature is designed for employees who require a permanent desk or parking space on specific days, without needing to book manually.
Admins use a visual scheduler (similar to a timetable), where spaces are displayed as rows and days as columns. From there, an employee can be assigned to a space on selected days, and Ronspot automatically creates those bookings on an ongoing basis.
Key benefits:
Simple but powerful, scheduled bookings guarantee access while still allowing flexibility when plans change.
2. Control how far ahead other employees can book (Available days)
For employees who book manually, Ronspot allows organisations to control how far in advance different user groups can book.
Admins can create multiple user groups and assign each group a set number of available days (booking window).
Key benefits:
This is a transparent, easy-to-understand way to introduce desk and parking booking priority across the organisation.
3. Control what time new bookable days open (Available time)
If you want to prioritise users more subtly, Ronspot allows you to control the exact time a new booking day becomes available.
For example, if two groups both have a booking window of 14 days, Ronspot can unlock the next day at a set time for each group rather than at midnight. Day 15 could, for instance, become bookable for Group A at 14:00 and for Group B at 17:00.
Key benefits:
This approach is ideal for organisations that want to manage priority quietly, without making differences too visible to employees.
4. Control how many future bookings employees can make (Credits)
Allowing some groups to book earlier than others can lead to overbooking, leaving little or no availability for groups with shorter booking windows.
Ronspot’s credit system prevents this by limiting how many future bookings each group can make within a defined period. For example, Group A receives 3 booking credits per week, and each credit allows one advance booking.
Key benefits:
This creates a healthy balance between early access and fair distribution.
5. Control who can book each space (Space restrictions)
Sometimes, group-level rules aren’t enough. Ronspot lets admins apply restrictions at the individual desk or parking space level by limiting each space to selected groups and/or users.
Key benefits:
By controlling who can even see certain spaces, competition is reduced and access is guaranteed for those who need it.
6. Control who can book each space by day (Anchor days)
Ronspot takes space restrictions further with day-specific permissions, known as Anchor days.
Anchor days let you apply different booking rules to the same space depending on the day of the week.
Key benefits:
This level of control is ideal for rotating teams, shared roles, or flexible hybrid policies where different groups attend the office on different days.
7. Control when restricted spaces become unrestricted (Restriction lift)
If a restricted desk or parking space isn’t booked, Ronspot can automatically lift the restriction a set number of days before the booking date, at a specific time, so the space becomes available to everyone.
Key benefits:
This ensures high utilisation while still protecting priority access for key groups.
8. Control who automatically gets a space when someone cancels (Waitlist)
Even with well-designed booking rules, some days will be fully booked. But plans change. Ronspot’s waitlist ensures cancelled spaces are reallocated to prioritised users first.
Key benefits:
This ensures that even when days are fully booked, selected users have a priority mechanism to receive a space automatically before it’s released to everyone else.
Managing desk and parking demand in a hybrid workplace takes more than a simple booking calendar. It requires layered, flexible controls that balance fairness, priority access, and high utilisation, so spaces don’t sit empty while the people who need them miss out.
With these 8 booking-priority mechanisms, Ronspot gives organisations end-to-end control across the entire booking lifecycle: from permanent assignments and group-based booking windows, to space-level restrictions, timed releases, and real-time waitlists. Whether you’re running a small office or a complex enterprise environment, Ronspot helps you apply the right level of structure where it’s needed so the right people get the right spaces at the right time, without creating unnecessary admin or friction for employees.
Book a session to see them in action and tailor them to your organisation.
