Hidden Fields/Privacy Settings

Meeting rooms

If you navigate to settings - meeting rooms, click on a specific meeting room high lighted in blue and go to general you can choose to restrict access to specific users or teams. When you enable this option you will be presented with a table of teams and users and here you can select to hide as relevant.

Default app settings

The below options are available on your meeting room tablet:

Display only mode - Enable if you wish to use the display as a visual tool for availability only and not allow walk-in meetings or other actions. (Turned off by default).

Hide subject - Enable to hide the meeting subject.

Hide description - Enable to hide the meeting description.

Hide organiser - Enable to. hide the meeting organiser.

Meeting rules

Scroll down to privacy rules. Here there are 3 options that can be enabled as below:

• Default meeting privacy - When enabled this will be set as default however will not stop users from unticking private meeting when creating a meeting which would than override this rule.

• Hide all meeting details - This will hide the meeting title and description, However users with the permission to to edit other meetings will still be able to view the details. (This includes administrators)

• Hide attendees on private meetings - When a meeting is private all users can still see the attendees for a meeting. Enabling this rule will hide the attendees from anyone without access.

Desks

Go to settings - hot desks - general settings. Here you will see the below option:

Desk Privacy - If this is enabled users will not see the names of users that have booked desks. They will just see "Booked" without the persons name

Desk allocation

To restrict desks to specific users or teams switch on the allocation rules under settings - hot desks - rules. You will need to go to the desk allocation page to set the rules for each desk.

Custom booking fields

If you want to collect additional information during the booking process, you can add custom fields. To enable this, the option must first be activated in the User Role Permissions under settings.

Once created and enabled, custom fields will appear for all users when booking a desk. Users must complete these fields in order to save their booking.

Offices

To restrict an office to specific users or teams, go to Settings > Offices, select the relevant office, and scroll down to Restrict Access to Specific Users or Teams. Once enabled, you can set the desired restrictions. Don’t forget to click Update to save your changes.

Events

User permissions will need to be edited to enable access to view and edit events. Head to settings - users - roles and scroll down to events to view the following options:

Can create, update and delete events

Creating Events: Events can be created by going to Settings > Event Management > Create event.

Visitors

By default, users can only view details for their own visitors. This setting can be modified in Role Permissions:

1. Go to Settings > Users > Roles

2. Select the relevant role

3. Scroll down to Visitor Management

Here, you will find the following options:

• View all visitors – Allows users to see all visitors

• Create and edit all visitors – Allows users to manage all visitors

• View their visitors – Allows users to see only their own visitors

• Create and edit their visitors – Allows users to manage only their own visitors

Under Visitor Management > Rules, you will also find the Privacy Rule:

• Hide Visitors from the “Who’s In” page – When enabled, visitors will not be visible on this page.

Who's in page

On the Offices tab, there is a Who’s In button. For users to see this option, it must be enabled in their assigned role.

To check or update a user’s permissions:

1. Go to Settings > Users and note the user’s role.

2. Navigate to Roles, select the relevant role, and scroll down to Office.

3. Enable the Who’s In option.

When viewing different dates:

• Past dates will display Who Was In

• Future dates will display Who Will Be In