> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/adding-and-managing-desks.md).

# Adding and Managing Desks

## Creating a New Desk

1. Navigate to **Space Settings → Desks**
2. Click the **Add Desk** button
3. **Essentials** (shown first on the form):

* **Availability**: Toggle if the desk zone is bookable now.
* **Name**: Give your zone a clear identifier (e.g., "Hot Desk Zone A").
* **Quantity**: Number of desks in this zone.
* **Operating hours**: Set opening and closing times, or mark the zone as open 24 hours.

4. **Advanced** (optional): Click **Advanced** to open:

* **Prevent overbooking**: See the section below for what this does and when to use it.
* **Description**: Helpful details about the desk area.
* **Images**: Up to five photos (uploaded after the zone is created).

When you **edit** a desk zone, **Advanced** opens automatically if you already use description, photos, or prevent overbooking, so you are not hunting for those settings.

## Types of Desk Zones

You can organize your space into different zones:

* **Hot Desk Zone A**: General workspace area
* **Hot Desk Zone B**: Quiet zone for focused work
* **Dedicated Desks**: Reserved desks with storage

## Managing Your Desk Inventory

## Availability Settings

* Set operating hours for each desk zone
* Mark desks as available/unavailable
* Monitor real-time availability status

## Prevent Overbooking Feature

**Where to find it:** When adding or editing a desk zone, **Prevent overbooking** is under **Advanced** on the form—not on the main step where you set name and quantity.

The **Prevent Overbooking** option helps you manage desk capacity automatically:

* **When Enabled:** The system checks desk capacity before allowing any new bookings. If a desk is at full capacity, members purchasing Fixed Plan or Recurring Plan memberships through the Members App will see an error and cannot complete their purchase.
* **When Disabled:** Bookings can be created regardless of capacity. This gives you flexibility to manage overbooking manually if needed.
* **Manager Control:** As a manager, you can always create bookings through your dashboard, even when Prevent Overbooking is enabled. This ensures you maintain full control over your space management.
* **Best Use Cases:** Enable this feature for desks where you want to strictly enforce capacity limits, such as dedicated desk areas or premium zones. Disable it for flexible hot desk areas where you're comfortable managing capacity manually.

## Desk Modifications

* Edit desk details anytime from **Space Settings → Desks** (same form as create: essentials first, then **Advanced** for description, photos, and prevent overbooking).
* Update quantities as your space grows.
* Adjust descriptions and photos under **Advanced** when editing a zone.

## Important Notes

* You cannot delete desks with active memberships
* You cannot delete desks with upcoming bookings
* Changes to desk settings affect future bookings only

Need to make changes to your desk setup? Use the help button in the bottom right corner to contact support.