Maintenance mode

You can now plan maintenance in GoBright by closing the bookings on specific resources in advance.

Many bookable resources can occasionally become unavailable due to repairs or replacements. Previously, admins had to manually edit or delete existing bookings and block the resource by creating separate bookings – an inefficient and time-consuming process, especially when this occurs frequently.

Because resources can be booked ahead of time, the facilities team must also manually find alternatives and update user bookings, adding to the workload. At the same time, the affected resource still needs to be blocked for maintenance.

Ad-hoc issues – whether reported manually or detected by monitoring systems – could also be managed within the platform.

The goal of this feature is to reduce the workload for the facilities team by simplifying booking changes, enabling user notifications, and supporting automatic rebooking when needed.

New Maintenance page is added to the Bookings dropdown, providing an overview of all upcoming maintenance activities. Maintenance managers can filter by location, date, or space or other filtering options, and easily schedule new maintenance.

Within this page, users can view and edit active and upcoming maintenance, as well as see all bookings linked to affected resources during the selected period.

Enable Maintenance

To access this page under the ‘Bookings’ tab, a new permission must be enabled in your user role by a GoBright administrator. This permission allows the use of Maintenance mode and can be configured per location and assigned to specific users.

Further in this article, you can find detailed information on how to manage Maintenance in your GoBright portal.

Add Maintenance

To create new maintenance, navigate to Bookings > Maintenance and select the ‘Add maintenance’ button.

Fill out the form that appears. Provide a name and select the maintenance type: Planned (scheduled in advance) or Ad-hoc (starts immediately upon creation).

For Planned maintenance, set the start date/time and end date/time.
For Ad-hoc maintenance, only the end date/time can be defined.

For planned maintenance, both start and end date/time are required.

For ad-hoc maintenance, the current date and time are applied automatically. Only the end date and time of the maintenance can be set.

Use the ‘Reason for maintenance mode’ field to provide information about the purpose of the maintenance.

The Coordinator is a GoBright user with the required permissions to manage maintenance activities. Click to change the Coordinator if needed.

Select the location, then choose the relevant resources within that location. Each maintenance must be assigned to a location and at least one space (e.g. rooms, desks, parking).

Under ‘Affected bookings’, choose whether to take no action or notify affected organizers. When Notify affected organizers’ is selected, all booking organizers within the affected period will receive an email about the maintenance. You can also customize the message sent to them.

Organizers of bookings within the affected timeframe receive an email notification, including the maintenance reason and booking details (date, time, subject, resource). The email also includes an Edit button linking directly to the booking in GoBright.

Manage Maintenance

Maintenance statuses

Each maintenance has a status: Scheduled, Ongoing, Finished, or Cancelled. Use the filter to easily view and manage maintenances by status.

For planned maintenance, the status is automatically set to Scheduled. Once the maintenance begins, it updates automatically to Ongoing, and then to Finished when completed.

For ad-hoc maintenance, the status starts as Ongoing and changes to Finished once the maintenance is completed.

Once the maintenance is saved, you can open the created maintenance and manage it.

A maintenance record cannot be deleted – only cancelled which will be noted with the status Cancelled.

Affected bookings

Use the ‘Affected bookings’ button to check all the bookings within the maintenance period.

Action logs

If you selected to send notification to the organisers, you can use the button ‘Action logs’ to check the status of this notification.

Maintenance Visibility

When a resource is under maintenance, this is clearly reflected across GoBright hardware and interfaces.

GoBright Portal – Map

In the GoBright portal – Dashboard, on the map, the resource is shown in grey. When you select it, there is a notification indicating that the resource is under maintenance.

Mapviewer

On the Map Viewer, the resource is shown in grey. When you select it, there is a notification indicating that the resource is under maintenance and the end time of the maintenance period is communicated.
Desk zone is also shown in the Mapviewer with the next available time slot:

Room panel

On the Room panel, the display is highlighted in red along with a maintenance notification. The next available time slot in green is after the maintenance time.

Timeline

When a room is under maintenance, this is also visible in the Timeline. Hover over the room to see more details about the time and date of the maintenance.