How to Create a Parking Policy for your Workplace

Workplace Parking Policy Guidance

A guide to creating fair, flexible and efficient workplace parking. This guide outlines the key principles of successful parking management in the workplace and some key components to consider when creating a Workplace Parking Policy for your organisation.

Introduction to Parking Management for Workplaces

Workplace parking is no longer just about assigning spots—it’s about creating a seamless, productive and equitable employee experience. In hybrid work environments where demand for space fluctuates daily, enterprises need flexible, data driven parking policies that support efficiency, fairness and sustainability.

This guidance is designed to help facility managers, workplace leaders and operations teams implement or improve parking policies that meet the needs of today’s workforce.

What We Mean By Office Car Park Management

Car park management is the administration and maintenance of workplace car parks to ensure efficient and safe parking. It involves the implementation of strategies and systems to optimise car park occupancy, reduce congestion and improve the overall parking experience. Effective car park management is key for commercial business parks and private workplace premises, as it can have a big impact on employee satisfaction.

Why Effective Workplace Car Park Management Matters

Effective car park management is crucial for a safe and efficient parking environment. It prevents unauthorized parking, reduces traffic contraventions and minimizes parking problems. With the increasing demand for parking in offices, car park management has become a critical part of managing a workplace for FM teams.

Benefits of Good Office Car Park Management

The benefits of car park management are many. Some of the key advantages are:

• Optimised car park occupancy: Car park management helps to use available parking spaces more effectively, reducing congestion and improving the overall parking experience.
• Reduced traffic contraventions: Effective car park management prevents unauthorized parking, reduces the number of traffic contraventions and penalty charge notices.
• Improved employee satisfaction: Car park management allows facility managers to provide a safe and efficient parking environment, improving employee satisfaction and loyalty.
• Enhanced security: Car park management prevents unauthorized access and improves security, reducing the risk of theft and vandalism.

By implementing car park management strategies, Facilities teams can improve the parking experience, reduce costs and in some cases even generate revenue.

Why Parking Management is part of a great Workplace Strategy

Parking directly impacts office attendance, employee satisfaction and operational efficiency. Poorly managed parking leads to frustration, wasted time and underutilised real estate. Smart parking strategies support return-to-office efforts and more sustainable commuting and equitable workplace access.

Principles of a Good Car Park Management Policy

• Fairness: Equal opportunity to access parking based on clear criteria.
• Flexibility: Supports hybrid and variable schedules.
• Transparency: Clear rules, communicated well.
• Accessibility: Prioritises employees with specific needs.
• Sustainability: Supports green transport alternatives.
• Efficiency: Maximises use of available spaces.

What to Include in a Parking Policy

1. Eligibility & Prioritisation

• Define who is eligible for a parking space.
• Prioritise based on criteria like job role, shift times, mobility needs or commuting distance.
• Consider special needs (e.g. expectant parents, individuals with disabilities).

2. Space Types

Outline the number of available

• Employee parking.
• EV charging bays.
• Accessible parking.
• Visitor or contractor spaces.
• Floating/shared vs. assigned spaces.
• Management of multiple parking facilities with an online booking system, for convenience and accessibility for users

3. Booking & Allocation

• Determine the rules of who, how and when people can book a space
• If using a digital car park management system, automate advance and on-demand booking. Implement waitlists and auto-cancellations.

4. Usage Rules

• Define time limits and max days per week people can book spaces
• Late arrival policies and booking cut-off times.
• State if there is auto-release for no-shows
• Determine vehicle registration requirements eg if its one vehicle reg per person of if the same person can register multiple cars

5. Access & Permits

• Define who and how people can access the car park
• Register employee vehicles.
• Access Control Badges
• Digital or physical permits.
• Display permits where required.

Parking Violations & Enforcements

Parking Violations

To ensure fair and efficient use of limited parking resources, it’s important that all clear rules are established in a company and clearly communicated to employees.  Your policy should have a section that outlines how parking violations will be identified and addressed, along with the enforcement measures in place to maintain order, encourage accountability, and ensure a positive experience for everyone. For example:

• Parking in unassigned/restricted areas.
• Not cancelling unused bookings.
• Repeat no-shows or misuse of EV/accessible spaces.

Monitoring

• Regular checks by facilities staff or automated systems.
• Integrate parking management system  with access control or ANPR to track access and parking violations

Enforcement

• Tiered warnings (verbal, written).
• Temporary suspension of booking privileges.
• Fines (as a last resort).

Parking Policy Rollout

• Share the policy via internal channels (email, intranet, onboarding materials).
• Offer Q&A or training sessions.
• Provide clear documentation and update employees on changes.

Review & Improvement

• Regular audits and utilisation reviews.
• Collect employee feedback through surveys or suggestion forms.
• Update policy based on usage data, seasonal needs or organisational changes.

Parking Management Systems

Parking Management systems are key to managing workplace car parks efficiently. They reduce stress and friction for employees by eliminating the chaos of first come first served models. Parking management software also reduces administration time required by manual systems by automating the rules outlined in a workplace car park policy and tracking adherence to the policy.

Ronspot is an enterprise grade, all-in-one solution for managing workplace parking. With real-time availability, a unique credit system to guarantee fair-use parking space allocation and seamless mobile booking, Ronspot ensures your parking is fully utilised without creating friction for staff. Ronspot works with facility management team to provide comprehensive parking management solutions.

Ronspot integrates with barrier systems, ANPR cameras and access control systems to make it easy and safe for employees and visitors to access company car parks. Ronspot can be configured to make car park barriers only open for those with a booking. It also allows those people to be auto-checked in.

This makes it a more seamless experience for employees coming to work. It also means that car parking space can be auto-released if people book them but do not check-in so your car park is fully utilised at all times.

Features:

• Dynamic space allocation with auto-release for no-shows.
• Barrier control integration for frictionless action and auto-check in
• Role-based access to different parking zones.
• EV, accessible, and vehicle-type-based space filtering.
• Parking linked to desk and room bookings in one platform.
• Admin dashboard with occupancy and usage analytics.

Ronspot is used by enterprises in regulated industries to manage parking in complex environments. Book a demo with our team today to see how we can reduce the hassle of car park management in your workplace.