This guide explains how to interpret color coding, padlock icons, and on-screen messages across Kadence, so you always know what you can book, what’s restricted, and whether you can override a rule based on your role.
You’ll see:
Consistent color codes across all office views
Padlock icons that clearly show restriction types
Tooltips and sidebar messages explaining availability
A user icon overlay for spaces reserved specifically for you
What do the icons mean?
Icon | Meaning |
🔒 Closed padlock | You can’t book this space |
🔓 Open padlock | You can override this restriction (Admins & Coordinators only) |
🔒 Greyed-out & padlocked | This space is fully blocked and cannot be booked by anyone |
👤 User icon | This space is assigned to you (hover to see “Reserved space”) |
Why do some assigned spaces show a padlock while others don’t?
The padlock icon indicates whether a space is restricted from other users.
If a space is Restricted and Make public on unassigned days is enabled
No padlock appears
The space becomes bookable by others when it’s not assigned or booked
If a space is Restricted and Make public on unassigned days is disabled
A padlock appears
The space is always off-limits to others, even when empty
What will you see as an Employee, Team Manager, or Building Admin?
Status type | Message shown |
Restricted (neighborhood) | “You do not have access to this neighborhood” |
Assigned space + Make public OFF | “This desk has been assigned to [name]” |
Assigned space + Make public ON | No message or padlock |
Priority access restriction | “Only available for teams with priority booking. This space will be available to book for you in X days” |
Duration limit | “You can only book this desk for up to X minutes” |
Blocked | “This desk is blocked” |
Assigned to you | “This desk is reserved for me” |
What will you see as a Global Admin or Coordinator?
Status type | Message shown |
Restricted (neighborhood) | “You can book this desk despite neighborhood restrictions” |
Assigned space + Make public OFF | “You can book this desk despite it being assigned to [name]” |
Assigned space + Make public ON | No message or padlock |
Priority access restriction | “You can book this desk despite priority access restrictions” |
Duration limit | “You can book this desk despite maximum booking duration restrictions” |
Generic restriction | “You can book this desk despite space restrictions” |
Blocked | “This desk is blocked” |
Assigned to you | “This desk is reserved for me” |
Admins and Coordinators will see open padlock icons where overrides are allowed.
Why can I only see who a space is assigned to on certain days?
You’ll only see an assigned person’s name on the days they’re actively assigned to that space.
If the space is unassigned on a given day:
No name is shown
Availability is determined by the space’s restriction and public access settings
Need more help?
If something looks unavailable and you’re unsure why, check the tooltip or sidebar message first—it explains the rule in plain language.
If you still have questions, reach out to your Kadence admin for clarification.