1. What is a Workflow
In YAROOMS, a workflow is a sequence of space booking rules that triggers particular events. Examples include:
- Sending notification emails to location managers when check-ins occur
- Requiring approval for bookings made during specific hours
- Restricting bookings during certain date ranges
2. Creating a Workflow
Navigate to Settings → Workflows and click Add +.
Toggle On to activate the workflow.
Enter a name in the “Name” field.
(Optional) Use the “Priority” field to define execution order (lower numbers = higher priority).
Then define the workflow by:
- Selecting the trigger (e.g., Booking check-in)
- Adding conditions (e.g., Booker user team → Any of → Specific team)
- Adding actions (e.g., Notify → specified contacts)
Save your selection. For approval workflows, see the approval workflow guide .
3. Conditions: List of Filters
Booker filters: User, user team, user role (with “Any of,” “None of,” “All of” options)
Space filters: Location, floor, space type, space group, space
Time filters: Booking date, booking time (start/end), current date/time, booking length
Other filters: Status, occupancy, booked services
4. Actions: List of Actions and Results
| Action | Options | Result |
|---|---|---|
| Require approval | Location managers, team managers, specific users | Places booking updates in approval queue; approver receives notification |
| Restrict | N/A | Blocks booking updates or check-in/check-out actions |
| Notify | Specific users, teams, location managers, direct managers, team managers, custom email | Sends notification about booking updates, check-in/check-out, or no-shows |
Note: “Set” means planning has been chosen. “Settled” means planning is chosen and booking status matches the planning (office requires workspace booking; work-from-home requires no bookings).