Using and Customizing the All Bookings View in AskCody

Manage Workplace Bookings, View Details, and Customize Resources for an Efficient Workflow

The All Bookings view in AskCody provides a comprehensive list of all scheduled activities in your workplace. It includes bookings for meeting rooms, desks, and any other spaces or resources used for meetings and work activities. This view is designed for users who manage or oversee meeting spaces, such as conference room managers, IT support staff, or facility coordinators.

Key Features of All Bookings

• Complete Overview: The All Bookings view provides a clear list of all past, current, and upcoming bookings. This helps you keep track of which meetings have finished, which are ongoing, and what’s planned for the future

• View critical meeting details: You can easily see which meetings are recurring, or are Microsoft Teams meetings, which is useful when planning IT support outside meeting rooms where technical assistance might be needed

• Service Request Visibility: Meetings with service requests (e.g., catering, AV setup) are clearly marked, and you can view the details of the request by opening the meeting. This ensures all necessary services are properly arranged

• Search, Sort, and Print Options: The All Bookings view allows you to search for specific meetings, sort bookings by various criteria (such as Time, Subject, Resource or Organizer), and print the list for easy reference if needed

Who Should Use the All Bookings View?

The All Bookings view is ideal for users responsible for managing workplace operations and ensuring smooth coordination of meetings and services. It provides the necessary information to adjust room usage, handle service requests, and stay aware of the current status of all bookings in the office.

This view is particularly helpful for:

• Conference room managers who need to monitor and adjust room availability
• IT support staff tasked with assisting Teams meetings or setting up equipment
• Facility coordinators who handle scheduling changes or resource conflicts

How to Customize the All Bookings View

You can customize the All Bookings view to display only the resources relevant to you, such as specific meeting rooms or desks. This helps you focus on managing the spaces that are important to your role. 

Follow these steps to customize your view:

Adding Rooms or Desks

To add specific rooms, desks, or other resources to your All Bookings view:

1. Click on "View" in the top bar: At the top of the All Bookings page, click the "View" button to open the customization menu

2. Select resources to display: In the dropdown, either type the name of the room or desk you want to add or find it in the list. Click on the resource to add it to your view, then on OK to save changes. The list will be updated, displaying events for that room/desk (if any on the selected date)

Removing Rooms or Desks

If you need to remove a resource from your view:

1. Click on "View" in the top bar: Open the same customization menu by clicking the "View" button

2. Remove resources: To remove a room or desk from the list, click the minus (-) icon next to the resource’s name, then on OK to save changes. This will update your view to exclude that resource from the view

Restricting Access to Meeting Data on any Given Location

With All Bookings, by default, users with access can see (and manage, if allowed by their AskCody roles) meetings across all locations in their organization, however it is possible to restrict the locations seen and managed by users. This feature is especially useful for large organizations with multiple offices or regions, as it ensures that employees only see and manage meetings for the locations they are responsible for. 

To learn how to restrict access, please click here.