Global resource settings let you control booking rules, check-in behavior, visibility, and limits for desks, rooms, and other resources—all from one place.

Looking to add a new desk, room, pod, parking spot, or locker? This page won't do that - it only controls booking rules for resource types you've already created. Head to How to Create and Configure Resources instead.

Prerequisites

Before managing global resource settings, make sure that:

You are a Global Admin in Kadence

Access global resource settings

Log in to Kadence
Navigate to Settings
Select Resources
Use the left-hand menu to choose a resource type (e.g. Desks, Rooms, Pods)

You can also reorder resource types using Resource Prioritization to control the order they appear to users.

Desks (primary example)

Desks are individual workstations typically booked for most or all of a day. Each desk can be booked by one user at a time and is commonly used for hot desking or assigned seating.

Global settings available for desks include:

Bookings

Enable or disable desk booking for all users.

Booking in advance

How far ahead users can book. This is configured per resource type, with two window modes to choose from:

Mode	How it works
Rolling window	The default mode. The horizon moves forward by one day, every day, so users can always book the same fixed number of days ahead.
Fixed window	Set a window length plus a first changeover date and time, and Kadence repeats that schedule automatically from there. Rather than opening one extra day at a time, the entire next block of days becomes available all at once on the changeover date. The Upcoming openings panel shows the next five changeover dates before you save, so you can confirm the schedule looks right.

The changeover time is applied in each building's own local time, so if you set a changeover time of 9:00 AM, the window opens at 9:00 AM local time in every office—the schedule reads the same for everyone, wherever they're based.

Changing the window mode, length, or changeover date is never retroactive—it only affects bookings made after the change. Existing bookings are never canceled or altered.

This is the default booking window and applies to all users of that resource type. If you only want to give specific teams earlier access to a specific neighborhood, that's a separate setting — see Neighborhood Priority Booking, or the side-by-side comparison in How Far in Advance Can Employees Book?

Concurrent Bookings

Setting	What it does
Concurrent bookings	How many desks one user can book at once
Repeat bookings	Allow or disallow users to book the same desk on multiple days through one booking
Require end date for repeat bookings	When enabled, users must manually pick an end date for a recurring booking - the field is blank by default, which helps prevent accidental long-running bookings. When disabled, the end date is pre-filled to reduce clicks.
Multi-day desk bookings	Allow or disallow users to book desks for multiple consecutive days in a single booking. Only available in buildings open 24/7.
Default booking duration	Sets a suggested booking length to speed up bookings and set clear expectations. Does not enforce a limit - users can still adjust the end time within building hours and other booking rules.
Maximum booking duration	Sets a hard limit on how long a space can be booked in a single booking, to prevent resource hoarding and ensure fair access - especially when repeat or multi-day bookings are enabled.
Preferred desk	When enabled, users can save up to 3 preferred desks. Kadence learns preferences from booking history, and preferred desks are suggested first in the booking flow.

Check in / Check out

Setting	What it does
Manual check-in	Enable or disable user check-in. Disabling this also turns off early check-in and auto-release.
Early check-in	Allows users to check in from the minute the building opens, rather than their booking start time
Auto-release	Cancels bookings if users don't check in after a set amount of time
Release on check-out	Releases a user's space for use if they check out early from their booking

Privacy

Hide personally identifiable information (PII) for other users' bookings

Click Save to apply changes to all desks.

Each resource type is managed independently. Be sure to click Save after updating settings—changes apply globally to all resources of that type.

How other resource types differ

The same global settings layout applies to all resource types, with a few key differences:

Setting	Desks	Private Offices	Meeting Rooms	Pods	Onsite	Lockers	Parking
Booking in advance (Rolling/Fixed)	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Concurrent bookings	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Repeat bookings	Yes	Yes	No	Yes	Yes	Yes	Yes
Require end date for repeat bookings	Yes	Yes	No	Yes	Yes	Yes	Yes
Multi-day bookings	Yes	Yes	No	Yes	Yes	Yes	Yes
Default booking duration	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Maximum booking duration	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Preferred desk	Yes	No	No	No	No	No	No
Manual check-in	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Early check-in	Yes	Yes	No	Yes	Yes	Yes	Yes
Auto-release	Yes	Yes	Yes	Yes	No	No	Yes
Release on check-out	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Catering	No	No	Yes	No	No	No	No
Count towards a user's daily Kadence	No	No	No	No	No	Yes	Yes
Privacy (Hide PII)	Yes	Yes	Yes*	Yes	Yes	Yes	Yes

*Meeting Rooms have an extra "Show booking creator" privacy option not available on other resource types.

Private offices

Private offices behave similarly to desks and can only be booked by one user at a time. They're ideal for focused work and offer a more enclosed alternative to hot desking.

Rooms

Rooms are linked to your Google or Outlook calendar resources and are usually booked for shorter periods. They support multiple attendees and are ideal for meetings, collaboration, and shared use.

Require a Google or Outlook calendar integration
Support multiple attendees
Additional controls include:
- Catering request support
- Showing booking creator only (privacy options)

Disabling room booking does not stop calendar events from syncing

Pods

Pods are small, capacity-based workspaces—such as phone booths or focus pods—typically designed for 1–4 people. Unlike rooms, they don't support attendee invitations and can be used without a calendar integration.

Capacity-based spaces (typically 1–4 people)
No attendee invitations
Support auto-release, early check-in, and repeat bookings

Onsite

Onsite bookings let users indicate they'll be present in the office without reserving a specific resource. They're also used to support guest visits when Visitor Management is enabled.

Often used with Visitor Management
No auto-release
Supports early check-in and repeat bookings

Lockers

Lockers are bookable secure storage spaces where users can store personal belongings, equipment, or valuables during their time onsite.

No auto-release
Designed for longer or repeat bookings

Parking

Parking resources allow users to book a specific, assigned parking spot—similar to booking a desk. This differs from basic parking, which uses a shared capacity pool and must be disabled to use parking resources.

Bookable individual parking spots (not pooled parking)
Manual check-in and auto-release supported
Basic parking must be disabled to use parking resources

See our guide here for more information on the differences between Advanced and Basic Parking

Frequently Asked Questions

Can I make a specific resource unbookable by all employees?

Yes, when you toggle Allow booking OFF no users in Kadence will be able to create bookings for that resource.

Do global settings override individual space settings?

Yes. These rules apply to all spaces of the selected type across Kadence.

Can different space types have different rules?

Yes. Each space type (desks, rooms, pods, etc.) is configured independently.

Does the "Require end date for repeat bookings" setting affect existing bookings?

No. This setting only affects the experience when creating a new repeat booking. Existing bookings and the edit booking flow are not impacted.

Will switching to a fixed booking window cancel any existing bookings?

No. Changing the booking window mode, length, or changeover date never cancels or changes any existing booking. Bookings made before the change stay exactly as they are—the new settings only apply to bookings made afterwards.

With a fixed window, when can I book the next block of days?

The next block opens at the changeover date and time shown in your settings. At that moment, the full block of days becomes available all at once, so you can book everything you need in one sitting. The changeover day itself is always included in the previous window, so it's bookable well in advance—no day ever opens for booking only on the day itself.

Do I have to set up the recurring changeover schedule myself?

No. You only set the window length and the first changeover date and time—Kadence repeats the schedule automatically from there. The Upcoming openings panel shows you the next five changeover dates before you save.

What happens if I shorten a fixed window's length after people have already booked?

Nothing changes for existing bookings—anyone who booked days beyond the new horizon keeps those bookings. New bookings simply follow the shorter window from that point on.

Can I set different booking window modes for desks and rooms?

Yes. The booking window is configured per resource type, so you can run a fixed window for desks while rooms stay on a rolling window—or any combination that suits your workplace.

Does the booking window change when or how often employees can make bookings?

No. The booking window only controls how far ahead bookings can be made—it never restricts the days or times on which someone can make a booking.

Is the booking window here the same as neighborhood priority booking?

No — they're two different settings with two different scopes. This page's Booking in advance setting is the default for every user of that resource type. Neighborhood priority booking is optional and only changes timing for one specific neighborhood, letting selected teams book earlier than everyone else there. See How Far in Advance Can Employees Book? for a side-by-side comparison of which one to use.

Need Help?

For support, reach out to:
📩 [email protected]

For floorplan requests or questions, contact:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

Global Resource Settings