Booking on behalf of Visitors

This article explains how booking on behalf of visitors works.

It is possible to book spaces on behalf of external users, for example, visiting clients, partners, interns, or colleagues from other locations that do not use YAROOMS. 

The process is based on:

  • Access Role: There is an existing access role called Visitor (can be edited on Settings → Manage Users → Roles)

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  • Editing the role: Click on the role's name. From the "Booking access" tab, you can define which spaces in your office can be booked for external users.

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    Once you defined the access role's booking permissions, all users found in the system user group called "Visitors" (Settings → Manage Users → Groups) will abide by that role. The Visitor role is assigned to the Visitors user group automatically.

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  • Booking for a Visitor: users in your organization will simply need to select Book for → Visitor when making a booking and provide the visitor's details to complete the reservation.

    Screenshot 2024-04-29 at 13.46.52

Visitors will appear in your workplace analytics reports as well as in the Settings → Manage Users section, but they cannot be edited.

Visitors will not be able to log in to YAROOMS. However, if they receive a user account invite or are added to the account through some other method (automated user provisioning, manual upload), they will no longer be Visitors, but full-fledged users.