If your organization uses individual spend limits, you have a monthly credit allowance for hot desks, meeting rooms, or both. Reaching that allowance doesn't stop you from booking. Here's what actually happens.
Your booking becomes a request
If a booking would take you over your monthly allowance, you can still submit it. The app will let you know before you confirm, and instead of being booked instantly, your booking is sent as a request for approval. This works the same way for every resource type: hot desks and meeting rooms alike.
Who approves it?
The request goes to an approver in your organization, usually your manager or whoever your organization has designated to review bookings. They can approve or reject the request.
What you'll see while it's pending
While your request is waiting for a decision:
The booking appears in your bookings as a pending request rather than a confirmed booking.
The space isn't guaranteed until the request is approved, so it's worth having a backup plan for time-sensitive days.
You'll be notified as soon as your approver approves or rejects the request.
If your request is taking a while, it's fine to give your approver a nudge directly.
When does my allowance reset?
Your allowance covers a calendar month and resets at the start of each new month. Bookings count against the month they take place in, not the month you created them. So a booking made today for next month counts against next month's allowance.
Keep in mind that hot desk and meeting room allowances are separate: leftover budget for one can't be spent on the other.
This is different from your organization running out of credits
Your personal allowance is a budget within your organization's overall credit balance. If your organization itself has run out of purchased credits, bookings can't be placed at all until an admin tops up. If that happens, speak to your line manager or workplace team.
If you still have questions about going over your monthly credit allowance, feel free to reach out to our Customer Support team via the in-app support chat or at [email protected].