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Desk Booking Reminder Email (Day Before)

A Desk Booking Reminder Email sent to staff the day before would be valuable. It would provide a timely reminder of their desk booking and ideally a link to release the desk if it's no longer required.

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Pamela Martin shared this idea  ·   ·  Report…  ·  Admin →
Completed  ·  AdminJames Lott (Admin, Condeco) responded  · 

We have now released in the Condeco application the ability to enable Personal Space reminders through the use of 'ICS Files'.


An ICS file, which stands for "iCalendar" file, is a type of file used to store and share calendar events and appointments.


When the 'Attach ICS File' option in Group Settings is checked, the recipient of the 'Booked for' or ‘Booking confirmation’ email will receive it as a calendar invitation. This invite will appear in their native calendar app, but it won't show that they're busy during the scheduled time. So, when others check their availability using the 'Scheduling Assistant,' the invite will not make the user appear as “busy”.


For this release, we have enhanced the ICS file functionality by introducing an 'Add ICS reminder' dropdown box under Group Configuration. With this enhancement, users will now receive native reminders for their reservations directly within Outlook. This can be configured and enabled on a per group basis. Administrators can select from between 15 minute to 48 hour reminders.


Previously, ICS files always showed up at 8 am in a user's calendar. Now, they will appear in the user's calendar at the start of the 'Check-in period' set in Group Settings.*


Additionally, when cancellation emails are sent, ICS files will automatically be included if ‘Attach ICS Files’ has been enabled for the 'Booked for' or 'Booking confirmation' emails. This way, if a reservation is cancelled, it will be marked as 'cancelled' in the user's calendar.


We suggest clients configure the 'ICS with Attachment' option to 'False' in the Email rules within Global Setup. If this value is set to 'True,' Condeco will send the ICS file as an attachment that the recipient must manually open and save to their calendar. Whereas, when the options is set to 'False,' Condeco sends the email as an invitation, which is automatically added to the recipient's calendar.


*Please note that for series bookings, reservations will always appear at AM time if an AM slot is selected as part of the series.

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  • Daniel Kim commented  ·   ·  Report

    Email Notification of Personal Space Booking~

    The ability to send users an automated reminder the day before a personal space (desk) booking would be extremely helpful. It would serve as a useful reminder, but also provides an opportunity to cancel the booking at this point rather than waiting for the desk bump on the day of the booking.

  • Daniel Print commented  ·   ·  Report

    A reminder email for desk bookings so that users are encouraged to check their bookings the day before and release any unused space

  • Ruth L Field commented  ·   ·  Report

    Reminders of bookings would assist greatly in reminding people to cancel desks they no longer need

  • Jo Waker commented  ·   ·  Report

    Really need this functionality, so we can start reminding people of their bookings.

  • Matt Laverack commented  ·   ·  Report

    Echo other comments. We do not want to bump people (it would be too late for people to travel in to make use of a bumped desk), but remind them ~24hrs before the desk booking so they can release the desk if their plans have changed.

  • KATHLEEN OWENS commented  ·   ·  Report

    i support this request 1000%. Very useful request, put to the top of the list.

  • Michael Courtney commented  ·   ·  Report

    Yes, would like to see this feature added, would also be helpful if the time frame for desk booking email reminders can be admin user set, and preferably the option for multiple reminders, ie: one on the day before the booking and another one hour before the booking commences

  • Dave Webb commented  ·   ·  Report

    This would be very useful to remind people who have booked and help ensure desks not required are freed up for other staff members.
    We'd have a better view of up-to-date occupancy rates and insight into late cancellations.

  • Jo Walters commented  ·   ·  Report

    Great idea, could the reminder include wording to encourage releasing the desk if no longer required?

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