Applicable plans: ❎ The free plan, ✅ The complete plan, ✅ On-demand plan
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🔒 In Waldo, there are 3 types of users: those who are fully flexible and can work anywhere, those with a fixed desk that's just for them, and those with a fixed desk they're happy to share sometimes. Let’s zoom in on that last group. |
Want the full breakdown on dedicated desks? Head over to this article: Set tags, priorities, favorite desks and fixed/dedicated desks – Help Center
A dedicated (or fixed) desk belongs to one user. It's their go-to spot, and only they can book it—even if they're not in the office.
But there's a twist: with a little setup, this desk can be shared if the user won’t be onsite. Handy, right?
This setting can be managed by both the admin and the user.
How to allow sharing a dedicated desk from the Admin portal
- Log in to the Waldo admin portal and go to the Users section.
- Select and edit the user’s profile.
- Under Dedicated desks, choose the relevant desk.
- Enable sharing and set the conditions for when the desk becomes available to others.
For example: “Share the dedicated desk D39 two days before the user is out of the office.”
How to allow sharing a dedicated desk from the Waldo app, as a user
- Open the Waldo app and go to Settings.
- Under Dedicated desks, turn on desk sharing and choose when your desk can be made available.
For example: “Share my dedicated desk D39 two days before I’m out of the office.”
💡 When a user shares their dedicated desk in advance, the desk will become bookable one day at a time — exactly n days before each date of absence.
Let’s break it down with a real example:
Bob has a dedicated desk — Desk1.He allowed Waldo to share it 5 days before he’s out of the office.
🗓 Monday, July 21
Bob is working this week.He’ll be on holiday the entire next week (starting July 28).
Emma checks her calendar and sees:
- Mon, July 28 → ❌ Desk1 not bookable
- Tue, July 29 → ❌ Desk1 not bookable
- Wed, July 30 → ❌ Desk1 not bookable
🗓 Wednesday, July 23
Now, we’re just 5 days ahead of Monday, July 28.Emma checks again:
- Mon, July 28 → ✅ Desk1 bookable
- Tue, July 29 → ❌ Desk1 not bookable
- Wed, July 30 → ❌ Desk1 not bookable
🗓 Thursday, July 24
We’re now 5 days from Tuesday, July 29.Emma sees:
- Mon, July 28 → ✅ Desk 1Bookable
- Tue, July 29 → ✅ Desk1 bookable
- Wed, July 30 → ❌ Desk1 not bookable
ℹ️ Key takeaway:
Desks are released one by one, based on how many days in advance they’re allowed to be shared.
It’s a rolling window — not a block release.
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