Said differently: What happens if a high priority user changes their mind at the last minute?

Applicable plans: ❎ The free plan, ❎ The complete plan

By default, Waldo processes reservations nightly, 10 days in advance.

So if a high priority user decides not to go to the office in the next 10 days, their favorite desk becomes available and can be booked by someone else.

But here’s the thing: Waldo’s golden rule is simple — "Once a user is assigned a desk or a parking spot, they keep it." This principle helps users trust that their spot is safe.

If that high priority user changes their mind and wants to come in after all, they might find that their favorite desk is no longer available.

There are two ways to avoid this scenario:

💡 Option 1: Reduce how far in advance Waldo processes reservations

You can change the advance booking window from 10 days to, for example, 4 days. This way, high priority users have more flexibility to change their minds and still get their favorite desks.

🔁 Downside: Users won’t see their desk or parking spot more than 4 days ahead — which might be a bit stressful for some.

Here’s how to change this setting

💡 Option 2: Use the dedicated desk + share feature

With this option, the desk is always reserved for one user — but they can choose to share it with others a set number of days before (anywhere from 1 to 10 days).

This way, high priority users don’t lose their spot unless they explicitly share it.

Learn more about dedicated desks and how to share them