This guide shows you how to make and manage bookings in Kadence, including:

Booking desks, rooms, and onsite days
Inviting external guests
Booking on behalf of other users
Canceling bookings
Checking in and completing self-certification

Booking ahead helps secure your space and lets your colleagues know when you’ll be in.

Before You Start

Some features in this guide depend on your company’s settings.

Visitor Management must be enabled to invite guests
Only admins, coordinators, and team managers can book on behalf of others
Self-certification and check-in rules vary by company

If something looks different for you, contact one of your Kadence admins.

Create a Booking

You can start a booking in several ways, but all follow the same steps.

Ways to start a booking:

Click New booking from the left-hand menu
Book from your Homepage by selecting a day you’re coming into the office
Use Offices to pick a resource directly from the floorplan

Choose Who the Booking Is For

At the top of the booking flow, you’ll see your name selected.

Book for yourself

Leave your name selected and continue as normal.

Book on behalf of someone else

If you have permission:

Click the X next to your name
Search for and select another Kadence user

Invite a guest

If Visitor Management is enabled:

Click the X next to your name
Enter the guest’s email address
Select the option to invite them as a guest
Enter the guest’s first and last name (optional)

A guest is anyone who does not have a Kadence user account.

Select Date, Time, and Booking Type

Next, choose:

The date and time of the booking
The type of booking, such as:
- Desk
- Room
- Onsite
- Pod
- Locker
- Parking

Depending on the booking type and building, you may also see:

A repeat booking option
A parking option

Click Continue when ready.

Pick a Resource

For desks, rooms, and other physical resources, you’ll see a floorplan.

Here you can:

Switch between floors in the building
Filter by amenities
See available resources in green
Click a resource on the map or from the list

Once you select a resource:

Review the details
Click Continue to confirm

Your booking is now created.

Inviting Guests to Room Bookings

Guest invitations work slightly differently for rooms.

After selecting the room, on the confirmation screen:

Enter the guest’s email in the Participants field
Add their first and last name (optional)
Click Add guest

You can invite both internal users and external guests to room bookings.

Cancel a Booking

You can cancel bookings at any time except if you've already checked in to or out of the booking.

Go to Bookings from the left-hand menu
Tick the bookings in your list you want to cancel
Click Cancel booking(s)
Confirm your choice

Check In to a Booking

Checking in confirms you’ve arrived and helps keep availability accurate.

Self-certification

Before checking in, you may be asked to complete self-certification. Requirements depend on your company’s or building's policies.

Manual Check-In

This is the most common check-in method.

To check in:

Go to Home
Find your current booking
Click Check in

If you don’t see the check-in button:

Manual check-in may be disabled
Your booking may not have started yet

You can also check in using the link from:

Your check-in reminder email
A push notification from the Kadence Mobile App

Check In Using Kadence AI

If your company uses Microsoft Teams or Slack with Kadence enabled, you can check in through chat.

In Microsoft Teams

Open Chat
Select Kadence
Ask Kadence to check you in
The bot will reply once your check in is successful

In Slack

Go to Apps
Open Kadence
Send a message asking to check in
The bot will reply once your check in is successful

If you don’t have a current booking, Kadence AI can help create one.

Automatic Check-In

If your company uses the Kadence Agent, check-in may happen automatically.

Automatic check-in supports:

Desks
Private offices
Onsite bookings

It does not currently support:

Rooms
Pods
Lockers
Parking

Automatic check-in happens when you connect to your office Wi-Fi and are logged in to the Kadence Agent on your machine.

If you’re unsure whether this is enabled, contact your Kadence admin.

Frequently Asked Questions

Why are some spaces unavailable for me to book?

A space may be unavailable for a few reasons:

Someone else has already booked the space for the time you selected
The space belongs to a neighborhood you don’t have access to
The amenities you selected aren’t available for all spaces
The space has been marked as unbookable

If you’re unsure why a space is unavailable for you, check with your Global Admin(s).

Error: We could not find any available resources for the criteria you have selected.

This means there are currently no spaces available that include all of the amenities you selected.

Try removing one or more amenities to see additional available spaces.

Why is my booking time set to 9:00–5:00?

9:00–5:00 is the default booking time for all users in Kadence if custom working hours have not been set in your profile.

You can adjust your start and end times to better match when you plan to be in the office, or if you would like to set up a new default booking time check out our guide on custom working hours.

Why did my room booking not sync to Kadence?

Room bookings won’t sync if:

The calendar event doesn’t have an organizer
The event is created directly in the room calendar itself rather than being invited as a participant or set as the location

Open the event in your calendar to check that both an organizer and location are set.

If everything looks correct and the booking still isn’t syncing, reach out to your Kadence admin for help.

How do I edit a booking?

Bookings can’t be edited directly. To make changes, you’ll need to: