A building closure takes a whole building offline for a set period — for maintenance, an office move, a holiday shutdown or any planned event that makes the space unavailable.

When you schedule a closure, Kadence cancels the affected bookings, notifies the people involved and shows the building as closed across the app.

This article covers closing a whole building, which is available on all plans. The shared closure flow described here — scheduling, impact, messaging and managing a closure — works the same way for every type of space.

Closing individual floors, neighbourhoods and spaces is available only on WorkOps Pro and is covered in separate articles.

Before you start

You need to be a Global Admin or a Building Admin. As a Building Admin, you can create and manage closures for the buildings you're assigned to. You'll still see closures for other buildings in your workspace — you just can't make changes to them.
Building closures are available on all Kadence plans.
Closing a floor, a neighbourhood or an individual space requires WorkOps Pro.

Permissions

	Global Admins	Building Admins	Employees
Create and schedule building closures	Yes	Yes — assigned buildings only	No
Edit, end early, cancel or delete a closure	Yes	Yes — assigned buildings only	No
See closed space in the app	Yes	Yes	Yes

Start a building closure

Go to Buildings and find the building you want to close.
Open the building's kebab (⋮) menu and select Create closure.
Kadence opens the Create closure page with the building pre-selected.

Build the closure

The Create closure page is a single form with four sections. Work through them top to bottom.

Review affected spaces.

Closure scope specifies the precise space(s) selected for closure — for a building closure, you'll always see the building name and address.

What will be impacted reflects the building's full inventory, because closing a building closes everything inside it.

General Details

Give the closure a clear Closure name, pick a Closure type from the dropdown (e.g. maintenance, event, deep clean, refurbishment, seasonal shutdown) and add any Internal notes.

Internal notes and closure type are only ever seen by admins — they are not shown to employees.

Scheduling

Set the dates and times the closure will start and end. Use the All day toggle to close the space for whole days, or set a Start and End date and time for a specific window.

Calculate Impact to see how many bookings will be cancelled before you commit. The Closure Impact panel shows that count and warns you if bookings will be affected. You can also download a CSV of the impacted bookings from here.

Booking Management

Write an optional message that affected people will receive when their booking is cancelled. This step isn't required — if you leave it blank, the cancellation notification still goes out without a custom message.

There are up to two fields: a message for employees, and a message for hosts about their guests' bookings. The host message field only appears if your tenant has Visitor Management enabled.

When you are done, you can Save draft to come back later, or select Review closure to continue.

Review and schedule

The Review closure page is a final summary before anything happens. The left side shows everything you entered — name, type, notes, schedule and both messages. The right side summarises the impact, including an alert that scheduling the closure will immediately cancel the affected bookings and that this cannot be undone.

Select Schedule closure to confirm. The building is now closed for the period you set, affected bookings are cancelled and notifications go out.

Manage an existing closure

Head to the Buildings page then Closure Management to change a closure after it is scheduled, so you stay in control if plans change.

Each of these actions asks you to confirm first.

End a closure. Reopens the space immediately. Use this when the work finishes ahead of schedule or when ending an indefinite closure.
Cancel a closure. Cancels a scheduled closure and makes the space available. Note that any bookings already cancelled when you scheduled the closure stay cancelled.
Delete a draft. Permanently removes a closure you never scheduled. No spaces are affected.

Employee help guide

Employees don't create closures, but they will see them. When a building is closed, this is what they experience.

On the office view: A closed building shows a Building closed header above the floor plan. Every space in the building appears as unavailable with a padlock icon.
When booking: Closed space can't be selected in the create booking or edit booking flows.
By email: Anyone with a booking in the closure window receives an email letting them know it has been cancelled, with the reason, the dates and the location.

Someone who is already checked in is told their stay will be cut short. Hosts receive a separate email listing the guest bookings that have been cancelled.

Good to know

Closures cascade down the hierarchy. Closing a building closes every floor, neighbourhood and space within it.
Building opening hours don't constrain closures. A closure runs continuously across the whole period you set — it doesn't reset each day.
Overlapping closures are fine. Kadence handles overlapping closures gracefully.
Cancelling a closure doesn't reinstate bookings. When you cancel a scheduled closure the building becomes available again, but any bookings that were already cancelled stay cancelled.
Existing building closures carry over. Any closures scheduled before this update continue to work as expected — they just appear in the new structure.

FAQs

Can a Building Admin close a building they don't manage?

No. Building Admins can only create and manage closures for the buildings they are assigned to. Global Admins can manage closures across the whole workspace.

What happens to a booking that overlaps the closure?

If any part of a booking overlaps the closure window, the booking is cancelled. A 9am–5pm booking is cancelled by a 1pm–5pm closure on the same day.

What if someone is already checked in when the closure starts?

Their booking is cancelled and they receive an email. They can leave the building or move to another available space.

What if someone checked out early, before the closure was scheduled?

If they have already checked out, their booking isn't affected. They won't be emailed and the booking won't appear in the impacted list.

When does the host message appear in the closure flow?

Only if your tenant has Visitor Management enabled. Otherwise you'll just see the employee message field.

Can I close a single floor or desk instead of the whole building?

On WorkOps Pro, yes. You can close individual floors, neighbourhoods and spaces — see the related articles below.