This page is applicable for Bookings 2.0 version only. To view the equivalent Bookings 1.0 version, please check this page.

1. In a nutshell

Workspace is a virtual space where you can group related event types together, similar to a department. For example, Marketing Calls can be a workspace, and you can add all the marketing meetings in it like Introductory Call and Product Demo. It acts as a container to group all event types. 

This grouping allows you to grant specific users access to relevant workspaces. It also enables you to have a common booking page that consolidates all the event types within that workspace.

2. Feature availability

• Available for all plans. Number of workspaces that can be added depends on the plan. Also, additional workspaces can be purchased separately as add-ons.

• Roles

• Super admins and admins can add workspaces.
• Workspace admins and managers can view their assigned workspaces.
• Staff cannot view the workspaces in the organization.

3. Overview

Workspaces can be used to group related event types. It can be used to categorize them based on locations, teams, or any grouping criteria.

For example, imagine you run a consulting firm with different consulting areas like financial consulting, HR consulting, and IT consulting. Each of these consulting areas has its own events or appointments, and you could create a separate workspace for each one.

Within each workspace, you can create multiple event types related to that area. For example, the 'Financial Consulting' workspace might include event types like 'Tax Planning,' 'Investment Strategy Sessions,' and 'Budget Analysis.' Similarly, 'HR consulting' can have event types like 'Recruitment', 'Interview', and  'Onboarding'. You can add relevant team members to their respective workspaces so they can only manage and view the events in their relevant workspaces.

Additionally, each workspace can have a common booking page where all the event types within that workspace are displayed. So, if a client wants to book a session, they can go to the 'Financial Consulting' workspace booking page and see all available consulting areas or event types under that workspace, making it easier to manage appointments in a streamlined way. 

When you set up a Bookings account for the first time, the first workspace in your account is created automatically and named the same as your business name. You can edit its name later. 

4. Steps to create a workspace

1. Click the Admin Center icon  in the top-right corner of the Bookings menu bar. 
2. Under the Modules section, select Workspaces. 
   
3. Click + New Workspace.
   
4. Enter the name for the workspace and click Add. A new workspace will be created. 
   
5. Click the Bookings icon  in the top-left corner, click My Space under it and switch to the newly created workspace. Here, you can access the event types, appointments, users, and booking pages for the selected workspace. 

1. You can start by adding new event types under the Event Types tab on the left.
2. Assign users to the created event types.
3. Proceed to add appointments for those event types or share the booking link to the customers.
   
   
   
   

5. Steps to edit workspace settings

5.1 Add an email address to workspace

Alert: Email validation can be done to avoid emails getting into spam. Please contact our support team (support@zohobookings.com) to perform this.

Note:
If there is no workspace email set, then the super admin email or your business email address can be set as the sender for all notifications.
Only users who have a Premium Zoho Bookings plan or a Zoho One subscription, who signed up after October 15, 2020, can add a workspace email address. 
An email address can only be used one place: business, workspace, or staff. If the email address is already used in business or staff, it cannot be added to the workspace. You can either use a different email or remove it from business or staff email. 

To add workspace email

1. Click the Admin Center icon  on the top-right corner of the Bookings menu bar. 
2. Select Workspaces under Modules. Select the required workspace. 
3. Click the Edit button on the right and enter the email address.
   
   
4. Enter the 6-digit verification code sent to your email and click Verify.
   Note: You can click Resend Code to receive the code once again, in case the verification code was not received in the required email address.
   
   

Note: The workspace email address added will be applied as the sender email only if configured from the Notifications tab.

5.2 Set status for workspace

You can set a workspace as active or inactive. Making a workspace inactive will make all its event types inactive, thereby appointments cannot be booked. 

Alert: Deactivating a workspace will also deactivate all event types associated with it. Activating it back does not activate event types associated with it. You have to activate each event type manually.

1. Click the Admin Center icon  in the top-right corner of the Bookings menu bar. 
2. Select Workspaces under Modules. Select the required workspace. 
3. Set the Status as Active/Inactive according to your requirement and click Save.
   
   

5.3 Auto-generate Booking ID

Booking ID is the unique ID generated for every appointment. You can customize the format that you want for the booking ID by setting a prefix and the number of digits in it. 

1. Navigate to Admin Center  > Modules > Workspaces > the required workspace. 
2. Select the Preferences tab and click Edit next to the Auto-generate Booking ID section.
   
   
3. Enter the below details in this section

1. Set Prefix - Enter a prefix for the booking IDs. A maximum of six characters can be set. 
2. Maximum Digits Allowed - The maximum number of digits in a Booking ID. It can be up to 16.  The default value is 5. 
   For example, if Prefix is 'NE' and the maximum digits allowed is 4, then the booking IDs will be in this format: NE - 0001, NE - 0002, NE - 0003, NE - 0004, and so on.

4. Click Save.
   
   
   

5.4 Allow customer to sign up/sign in 

In the booking page, customers can be given an option to sign up and register themselves. Once they register, they can sign in to the customer portal and perform various actions like booking an appointment, rescheduling, canceling, and viewing their appointment details. When they register, you can collect information in the sign up form that gets added to the customer module. 

To allow customers to sign up

1. Navigate to Admin Center  > Modules > Workspaces > the required workspace. 
2. Select the Preferences tab and enable the Registered User toggle. This shows the sign in/sign up option in the booking page. Additionally, you can edit the sign up form in this section. 
   
3. Click the +Add Field button and choose the required field type. 
   
   
   
4. Enter the field label and choose if it is mandatory for the customer in the sign up form. Click Add. This adds the field in the sign up booking form.
   
   In the booking page, the Sign in and sign up option appears. 
   
   On clicking Sign up, customers will be asked to fill out the details. 
   
   
   When the customer signs in, they can access the customer portal and view their appointments. 
   

Note: Customers can bookmark the booking page to sign-in the future.

6. Related links

• Add users
• Customers
• Event types and its categories
• Booking page and its types
• Workspace booking page settings