Bulk Team Booking Overview

The Bulk Team Booking feature in HybridHero enables administrators, facility managers and team managers to book desks for multiple team members at the same time from a single tab rather than creating individual bookings for each user, this feature allows you to view your team's booking status, select eligible users, and create multiple bookings in one action. This helps save time and simplifies the process of managing office attendance for teams, especially in hybrid work environments.

Note: 

• To enable this feature for your organization, please reach out to your Admin or contact Support@hybridhero.com 

• Only Administrators, Facility Managers, and Team Managers have access to the Bulk Team Booking feature. Administrators and Facility Managers can create bulk bookings for all teams. However, Team Managers can only create bulk bookings for the teams they manage.

Filters and Column Overview:

1. Team Selection: Use the Team dropdown to select the team whose bookings you want to manage.

2. Search Box: Use the search field to quickly locate a specific team member by name.

3. Date: Select the date for which you want to create bookings using the calendar.

4. Select all users & Clear Selection: 

• Select all available users automatically selects all users who are eligible for booking. 

• Clear Selection removes all currently selected users.

5. Name List: Displays the list of users belonging to the selected team.

6. Booking Status: The Booking Status column indicates each user's current booking status for the selected date. Which includes: 

• Desk Booked – The user already has a confirmed desk booking.
• Not Booked – The user does not have a booking for the selected date.
• Request Pending – The user's booking request is awaiting approval.
• Remote/ In-Office/ Client Site Bookings – The user has a non-asset booking.
• No Default Asset – The user has not been assigned a default desk/asset.

7. Booking Details: The Booking Details column displays information about the user's current booking or booking request, including: Desk/Asset Booking, Date, Booking Time and Office Location

Note: 

• Users who already have a booking or who do not have a default asset assigned cannot be selected for bulk booking.

Step by Step guide: To make the bulk bookings

1. Log in to HybridHero. 

2. From the dashboard, navigate to the Bulk Team Booking tab. 

   

3. Select the required team from the Team dropdown.

   

4. If required, select the booking date using the Calendar.

   

5. Review the Booking Status column to identify users who are eligible for booking. 

   

6. Select the users you want to book by either:

• Clicking Select all available users, or
• Manually selecting the checkbox beside each user's name.

7. Once the required users have been selected, click the Bulk Book All button located in the top-right corner of the page.

A confirmation message will be displayed, and the bookings will be created successfully for all selected users.

Edit Created Bookings

Once you have created bulk bookings for the selected users, you can edit an individual booking if any changes are required.

1. Locate the user whose booking you want to modify.

2. Click the Edit icon next to the user's Booking Details.

   

3. A Booking panel will open on the right-hand side of the screen.
4. Update the required booking details.
5. Save the changes to apply the updated booking.

Create a Booking for 'Not Booked' Users

If multiple users have the same Default Desk Preference, the system can only allocate the desk to one user. The remaining users will display a Not Booked status.

To create a booking for a user with a Not Booked status:

1. Locate the user in the list.

2. Click the + (Plus) icon next to the Booking Details column.

   

3. The Booking panel will open on the right-hand side of the screen.
4. Select an available desk and complete the booking.
5. Click Book to confirm the reservation.

This allows you to create a booking directly from the Bulk Team Booking page without having to navigate to the Floorplan or Schedule tab.

Suggested Article: 

Check-in Dashboard