Configure desk profile
A Desk Profile contains shared settings that define the behavior and configuration of desks within the GoBright platform. By assigning desks to a profile, you can easily manage common settings such as bookable mode, presence detection, check-in requirements, and more.
To access the desk profiles, you need to log in with your GoBright admin account and go to Settings > Work > Profiles to open the specific profile for desks.
Later in this article, you will find a detailed explanation of each profile setting, including its purpose and how it affects desk behavior. This will help you configure Desk Profiles effectively to match your organization’s needs.
Click on any of the headings below to jump directly to that section of the article.
Confirmation and no-show detection
Authentication on the map viewer
General settings
Issue reporting enabled:
Enable this option to use the Issue reporting for this desk profile. This will give the users a way of providing feedback on specific amenities or environment pieces in the parking spot if a fault is discovered.
Language inherited from location:
By default, the language is inherited from the general settings, but you can choose another language per profile. The language configured here is the language that will be shown on the Interact.
Stopping/Extending/Deleting booking allowed for managers:
These settings are also used to grant Booking Managers or Administrators the ability to stop, extend, or delete bookings within the GoBright Portal or the Map Viewer.
Just having a Booking Manager or Administrator role is not sufficient. This option must also be enabled in the settings to allow users with these roles to manage other users’ bookings.
Hygienic mode:
Enable this option to mark the used desks in cleaning mode. The detection can be set automatically after detected occupation by sensor and a timing can be set after the desk occupation finishes. Also, the hygienic mode can be set at specific time to turn all used desks in cleaning mode.
A desk can be marked as cleaned when a person with cleaning rights checks in on the desk where a GoBright Connect, Interact or NFC sticker is installed, with their personal NFC card or mobile phone with the GoBright app. The user with cleaning rights can also mark the desk as clean if they log in to the GoBright portal in Settings > Work > Desks.
Booking mode:
This setting determines if the desk can be booked or if it is a non-bookable desk. Non-bookable means the desk cannot be booked in the GoBright portal, mobile app, Connect, Interact, or Map Viewer, and the status will depend on sensor occupancy detection.
Selecting the Bookable mode will open another section in the desk profile about Confirmation and no-show detection.
Show as almost occupied when occupation is detected:
Activate the option if you want the desk to be shown as almost occupied when occupation is detected.
Confirmation and no-show detection
Presence confirmation:
The Early Presence Confirmation feature prompts the organizer to confirm whether a booking will still take place. A few days or hours before the booking starts, the organizer will receive an email or push notification asking for confirmation. To keep the booking, the organizer must click the green “Yes, I will attend” button in the message.
If the organizer does not confirm in time, the booking will be automatically cancelled, allowing the resource to become available for others to book.
To configure this feature, you need to activate Presence Confirmation and define the start and end times of the window during which users can confirm their desk booking. You can choose to skip weekends, as users may not check their work emails during that time and could risk losing their booking.
You can then select the action to take if a user does not confirm their booking after receiving the email. You may either keep the booking as is or cancel it so the desk becomes available for other users to reserve.
No-show detection:
The no-show detection needs to be enabled if you want to configure a check-in confirmation window for your users. When enabled you will be shown two fields to set an amount in minutes. You will need to set the number of minutes for the ‘Confirmation window before booking start’ of your booking. And you will need to set the number of minutes for the ‘Confirmation window after booking start’ of your booking.
Which means that if your booking starts at 09.00 AM, and you have set your check-in window 15 minutes before your booking start, and 15 minutes after your booking start, then you users will need to check-in between 08:45 and 09:15 AM. You will have a total of 30 minutes to check-in with this example.
To be able to save you check-in window you will need to select at least one booking confirmation method.
- Booking confirmation on Display, GoBright Connect or NFC/QR sticker
- Booking confirmation by occupation sensor
The sensor will confirm the booking when occupation is detected, and the booking started. - Booking confirmation by portal or app
When this setting is activated, users can confirm bookings via the portal and the app.
The no-show detection measures if someone is showing up. If enabled, you will need to set the period in which the person should check in and show up. If the person is not checking in within the set period, the booking will be stopped, so the desk will be available again. Detected no-shows are registered and can be viewed in the analytics.
You now have the option to send an email notification to the organizer if they fail to check in on time and their booking is automatically cancelled. Enable this option, located directly below the No-show detection setting.
No-show in combination with Half day booking:
When Half day booking is enabled, keep in mind that the check-in window for your no-show configuration will be aligned with your given ‘Start of day’ and ‘Start afternoon’ in your Time preferences. Our advice is to set a wider time span for check-in. Please read our article for more information about the configuration of the Half day booking for Desks.
Note: At least one confirmation method is required for the no-show detection to work correctly. Booking confirmation can be done with the GoBright Interact or Connect (or NFC sticker), Interact, desk sensor, or within the GoBright portal/GoBright app.
Occupation detection
This option is only available when sensors are enabled. These settings affect the state of occupation and the booking depending on what has been configured.
- ‘Stay occupied for … minutes after user has left‘
This setting extends occupation even after the sensor stopped detecting movement. It can be especially useful if the desk is non-bookable as people tend to quickly leave their desk a couple of minutes during a break or other activities. - ‘Extend for … more minutes when the user left and there is a booking or a check-in‘
This setting extends the occupation for a number of minutes more if the user booked or checked in. This gives the opportunity to reward users who did book (bookable situation) or check-in (non-bookable with Connect device), because they will enjoy less strict automatic shortening of the booking/check-in. - ‘Shorten booking automatically based on occupation sensor’
When the sensor does not detect any occupation while the booking is still in effect this setting can end the booking prematurely.
Connect / Interact settings
Within the profile, it’s possible to configure specific settings for the Connect. If you are using Interact linked to a desk, these settings are also valid for the Interact device.
While the option is enabled by default, disabling the ‘Use default Smart Unit settings’ will show what options can be configured:
- The brightness/intensity level can be adjusted for the Connect/Interact and Glow
- The time in seconds for when the sensor detects occupation/non-occupation
- RFID/NFC mode, which can be reading and/or emulation
RFID/NFC Card emulation only – The Connect/Interact can also emulate as it is NFC card itself. If the user presents their mobile phone with the NFC reader app, it will scan the NFC tag inside the Connect/Interact and make a booking via the GoBright mobile app. Then the GoBright portal will send that information via the gateway to the Connect/Interact that a booking was made.
RFID/NFC card reading and emulation both enabled – With this option the Connect/Interact would read NFC and emulate as it is an NFC ID. The only thing is that the Connect/Interact cannot perform both actions in a same time. It will switch multiple times in a second between ‘read’ and ‘emulate’. This might cause issues with older phones because they might not support this action. If you encounter an issue when a user is able to make a booking on the Connect/Interact with their mobile phone, we advise you to switch to only to card reading or emulation only.
Authentication (on display or mapviewer)
The map viewer displays an overview of all available desks that can be booked. Depending on which settings are enabled users can book the desks in multiple ways:
- Anonymous: Everyone is able to book the desk and the booking will be marked as ‘anonymous’ as the organizer is not known.
- Pin code: Only users that have a pin code are able to book desks. The pin code can be configured in the user’s details.
- NFC: Only users that have an NFC card are able to book desks. This option will only be available if the NFC support is enabled at the general settings. The hardware should be equipped with NFC readers.
Quick booking suggestions
On the GoBright portal, mobile app or Map Viewer, these quick booking suggestions are used to give options for ad-hoc booking, and for extending a booking. You can use two types of quick booking suggestions:
- Duration: a number of hours/minutes, for example, 10 minutes or 1 hour.
- Fixed time: a time of day, for example 5:00 PM, so you can book a desk for the whole working day easily.
Once Quick Booking suggestions are set up, simply click on a desk in the map to see these options displayed as green buttons.
Opening hours
The opening hours define the regular opening hours of the desk. This is used for searching for available desks (default only within opening hours).