Reservation Policies allow property teams to create customized booking rules for specific tenants or user groups. This feature provides flexibility for managing access to shared amenities and spaces by defining who can book and how far in advance.
Reservation Policies must be created and managed at the site level, and then selectively applied to amenity spaces.
⚡ Note: If you would like to activate Reservation Policies at your building, please reach out to your CSM or to our Support Team. ⚡
In this article:
Creating a Reservation Policy
Reservation Policies are created at the site level and can be edited or archived at any time.
Once Reservation Policies has been turned on by your CSM or by our Support Team, the Reservation Policies sub-page will appear in the Reservation Setup section.
Click on Reservation Policies and +New Policy in the upper right corner.
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Fill out the form:
Name: A descriptive label for the policyClick Save.
Minimum booking window: Earliest a user can book before the start time
Maximum booking window: Furthest in advance a user can book
Tenants (optional): Restrict policy to one or more tenants
Minimum booking window: Earliest a user can book before the start time
User Tags (optional): Restrict policy to users with specific tags
⚠️ If both tenants and tags are defined, the user must meet both conditions for the policy to apply.
Click Save.
To delete a Reservation Policy, click on the trash can icon next to the policy name. When a policy is deleted, it is automatically removed from any spaces where it was applied.
Assigning Policies to Spaces
After a Reservation Policy is created at the site level, it must be applied to one or more spaces:
Navigate to Amenity Setup.
Click on the name of an Amenity Category, and the the name of an Amenity Space.
Scroll down to the the Booking Constraints section and find the Reservation Policies dropdown.
Select the Reservation Policy (or policies) you want to apply.
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Save changes.
How Policies Apply to Users
When a space has Reservation Policies applied:
The system checks for matching policies based on the booking user.
If tenants and tags are both set, the user must meet both.
If only tenants or tags are set, the user must match that setting.
If neither is set, the policy applies to everyone.
Policy Priority
If multiple Reservation Policies apply to the same user, the system follows the policy order set at the site level.
Policies can be reordered so that the highest priority policy is at the top.
The top-most matching policy will override others.
To reorder Reservation Policies, click on the up and down icons in the Display Order column. The up icon will move the policy up, and the down icon will move the policy down.
Examples
Example #1
The Quincy Room is configured so that users can reserve it only 7 days in advance.
We want to keep this setting for most users, but allow members of the ABC Company tenant to be able to reserve the space up to 30 days in advance. To do this, we’ll create a Reservation Policy:
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Create a new Reservation Policy for the ABC Company tenant.
Set the maximum booking window to 30 days.
Apply it to the ABC Company tenant.
Leave User Tags blank, since this rule only needs to apply to the tenant (not to a tagged subset of users).
2. Assign the new Reservation Policy to the Quincy Room amenity space.
3. Save your changes.
Once saved:
Users from other tenants will still only be able to book the Quincy Room 7 days in advance.
Users associated with the ABC Company tenant will now be able to book the Quincy Room 30 days in advance.
Example #2
In addition to ABC Company tenants having advanced reservation access, we also want to allow any user in our directory with the VIP User Tag to reserve the Quincy Room up to 45 days in advance.
To do this, we’ll create a separate Reservation Policy:
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Create a new Reservation Policy for VIP users.
Set the maximum booking window to 45 days.
Leave the Tenant field blank (since this should apply to any user with the VIP tag, regardless of tenant).
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Add the VIP User Tag to the policy.
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Assign the new Reservation Policy to the Quincy Room amenity space.
Save your changes.
Once saved:
Users from other tenants without the VIP tag will continue to follow their tenant rules (e.g., ABC Company = 30 days, all others = 7 days).
Any user with the VIP User Tag will now be able to book the Quincy Room up to 45 days in advance, no matter which tenant they belong to.
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If a user belongs to the ABC Company and also has the VIP tag:
If the VIP policy is ordered above the ABC Company policy → the user can book up to 45 days in advance.
If the ABC policy is ordered above the VIP policy → the user can book up to 30 days in advance.