How it works
A rolling window opens one new day at a time (e.g., always 14 days ahead). A fixed window opens a whole period at once, such as next week every Friday.
With a rolling window, the bookable horizon moves forward every day. Demand for popular desks and rooms is spread across the days, and people who plan ahead get a small head start each day. It suits offices where demand is steady.
With a fixed window, a whole block of days opens at one moment. Everyone starts at the same time, which feels fair when space is scarce, but it creates a rush when the window opens. It suits offices with anchor days or tight capacity, where teams plan the following week together.
Windows sit alongside other booking rules: maximum booking length, limits on recurring bookings, booking credits and priority access for some teams. Recurring bookings need their own rule, because a series that runs for months is not limited by any window.
How to measure it
- Track how fast spaces fill after the window opens. If popular spaces go within minutes, the window is too tight or the space too scarce.
- Compare no-show rates for bookings made far ahead with those made close to the day. Long horizons often raise no-shows.
- Check how many bookings come from recurring series, which the window does not limit.
Examples
- Rolling: desks can be booked up to two weeks ahead, so each morning one more day opens.
- Fixed: every Friday at noon, the whole of next week opens for booking.
Common mistakes
- Setting a long rolling window for scarce space, which lets early planners hold desks they may not use.
- Opening a fixed window at a time when people in some time zones are asleep.
- Forgetting that recurring bookings get around the window unless their end dates are capped.
How Kadence helps
Kadence booking rules let admins set how far ahead people can book, along with maximum and default booking durations. Recurring booking end-date controls cap how far a series can run, booking credits limit how much space each person or team can book, and priority booking access gives selected groups first access to spaces before general release.
Desk booking software · Room booking software · Desk booking policy template
Frequently asked questions
What is a rolling booking window?
A rolling booking window lets people book a set distance ahead, counted from today. Each day the window moves forward and one more day opens. It spreads demand out and works well where demand is steady.
What is a fixed booking window?
A fixed booking window opens a whole period at once, at a set time, such as the next week every Friday. Everyone starts at the same moment, which feels fair when space is scarce, but popular spaces can go quickly.
How far in advance should employees be able to book a desk?
Far enough for people to plan their office days, and short enough that bookings stay accurate. Watch no-show rates: if bookings made far ahead go unused more often, shorten the window or require check-in with auto-release.
Related terms
- Booking policy The rules for booking shared desks, rooms and other spaces: who can book, how far ahead, for how long and when bookings are released.
- Auto-release A booking rule that frees a desk or room automatically when nobody checks in within a set grace period.
- Desk booking system Software that lets employees find and reserve a desk before they come in, check in on arrival and free desks nobody uses.
- No-show rate The share of desk and room bookings nobody checks in to, which makes space look busier than it is.
- Anchor days Set days each week when a team or company agrees to be in the office together, with the other days flexible.
Kadence editorial team · Last reviewed