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. Target Booking: It selects the booking type to be assigned to the user, such as Desk, Remote, In-Office, or Client Site.
7. 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 for the selected date and cannot be included in bulk booking.
• Not booked – The user does not have a booking for the selected date and is available to be included in a bulk booking. 
• Book ahead exceeded – The user has reached the maximum number of days they are permitted to book in advance, based on the configured booking policy.
• Request pending – The user has a booking request awaiting approval for the selected date and cannot be booked again until the request has been approved or declined. 
• Remote / In Office / Client Site – The user already has a non-asset booking (Remote, In Office, or Client Site) for the selected date.

7. Booking Details: The Booking Details column displays information about the user's current booking or booking request, including: Desk name, date, booking time and office floor

Note: 

• Users who already have a booking, have a pending booking request, do not have a default desk assigned, have exceeded the Book Ahead limit, or have non-asset bookings cannot be selected for bulk booking.
• If a user's default desk has already been booked by another user or unavailable to book due to desk configuration settings hence the booking cannot be completed

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 target booking type (Desk, Remote, In-Office, or Client Site) to apply to all selected users, or manually choose a target booking type for each from the drop-down menu beside user's name.

   

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

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

8. 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.

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