Individual spend limits let you give each person on your team a monthly credit budget for booking workspaces, so usage stays predictable without you having to approve every booking. This article explains how limits work, what your team experiences, and where to find everything in your admin dashboard.
How spend limits work
Limits are set per resource type. You can set a monthly limit for hot desks, for meeting rooms, or both.
The two limits are separate: hot desks and meeting rooms use different credit types, and unused budget from one can't be spent on the other.
Each limit is defined in credits, with an estimated money equivalent shown alongside it. Estimated costs are based on your most recent credit purchase or your agreed cost per credit.
Limits cover a calendar month and reset at the start of each month. Bookings count against the month they take place in, not the month they were created.
Limits can apply at two levels:
Organization default limits apply to everyone in your organization.
User group limits override the organization default for members of that group. This lets you give different teams different budgets.
What your employees experience
Employees with a spend limit see booking costs in credits and their remaining monthly balance in the app before they confirm a booking.
If a booking would take someone over their monthly allowance, they aren't blocked. Instead, the booking is submitted as a request and routed to their approver to approve or reject before it's confirmed. This applies to hot desks and meeting rooms alike. If you'd like more detail on the employee side, see What happens when I go over my monthly credit allowance?
This is different from your organization running out of purchased credits, which does prevent bookings until you top up.
Where to find spend limits in your dashboard
Spend limits live in the Team Management area of your admin dashboard:
On the User groups tab, you'll see your organization's default limits in the Organisation default spend limits banner at the top, plus each group's Hot desk spend limit and Resource spend limit columns. Groups without their own limits show Organisation default, meaning the default applies.
The Spend limit summary tab appears once spend limits are enabled for your organization. It shows, for the time period you choose and for each resource type: how many users are subject to a limit, how many were active (made at least one booking), the average share of the limit used, and how many users hit their limit. You can also break this down by user group. Note that users in a group who fall under a different spend limit policy aren't included in that group's metrics.
Setting or changing limits
Spend limits are currently configured for you by Desana. To enable spend limits, change a limit amount, or add a user group override, contact your Desana account manager and they'll get it set up.
If you still have questions about individual spend limits, feel free to reach out to our Customer Support team via the in-app support chat or at [email protected].