Global resource settings let you control booking rules, check-in behavior, visibility, and limits for desks, rooms, and other resources—all from one place.
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:
Single Bookings
Enable or disable desk booking for all users
Booking in advance
How far ahead users can book. This is configured per resource type, and there are two window modes to choose from:
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 cancelled or altered.
Concurrent Bookings
Concurrent bookings
How many desks one user can book at once.
Enable or disable 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 select an end date when creating a recurring booking—the end date field will be blank by default rather than pre-filled. This helps prevent accidental long-running bookings that block space unnecessarily.
When disabled, the end date field is pre-filled to reduce clicks for users who always set a defined recurrence window.
Multi-day desk bookings
Allow or disallow users to book desks for multiple consecutive days in a single booking. This can only be utilised in buildings that are open 24/7.
Default booking duration
Set a suggested booking length for each space type to speed up bookings and set clear expectations.
This does not enforce a limit—users can still adjust the end time within building hours and other booking rules.
Maximum booking duration
Set a hard limit on how long a space can be booked in a single booking. This helps prevent resource hoarding and ensures fair access—especially when repeat or multi-day bookings are enabled.
Check in / Check out
Manual check-in
Enable or disable user check-in. Disabling this also turns off early check-in and auto-release
Auto-release
Cancel bookings if users don't check in after a set amount of time
Early check-in
Allow users to check in from the minute the building opens, rather than the time their booking starts
Release on check-out
Release 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:
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.
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 spaces.
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
Do global settings override individual space settings?
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?
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?
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?
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?
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?
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?
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?
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?
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.
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