🛠️ Prerequisites
To manage buildings, you must be at least a Global Admin in Kadence
🧱 Create a New Building
Buildings are the starting foundation and host your floors and resources such as desks, rooms, and parking.
To create a new building:
Navigate to Buildings from the left-hand menu
Click Create building in the upper-right corner
On the Building Details screen, enter the following:
🏢 Building name
🖼️ Upload an image (optional)
📍 Address and Time zone
🕒 Opening days/hours (start/end time)
Click Save & continue to move to the Building Settings screen
💡We recommend setting the opening time to match when users typically arrive, as this affects when bookings can start
⚙️ Building Settings
On the Building Settings screen you can manage custom arrival instructions for your employees and guests, PII settings, the capacity of your building, as well as parking options.
Once you're happy with your selections here, click Save & continue to move on to the Booking Credits section
✉️ Arrival Instructions
Customise arrival instructions for both Employees and Guests:
Click on the Employee or Guest tab
Enter helpful arrival information (e.g. parking info, entrance access, Wi-Fi codes)
These instructions will be included in booking and invitation emails
Optionally, add a URL that's included in the arrival instructions
🔐 Personally Identifiable Information (PII) Retention Settings
Personally identifiable information includes information such as names and email addresses of users attached to booking information in Kadence.
Once the retention period has ended, all PII (names and email addresses) will be removed from the resource booking. However, the booking itself will remain to provide historical occupancy insights and analytics.
You can set how long PII is retained per building by selecting one of the below options:
Inherit the global setting
Retain full PII history
Choose a custom duration for this specific building
💡 This overrides the global PII setting if defined here
👥 Onsite Capacity
Control how many people can be onsite at one time:
Set the maximum number of concurrent bookings allowed per day
Used to support workplace safety and capacity planning
🚗 Parking Setup
Basic Parking
Enable simple parking management:
Toggle Parking On
Add a Parking lot name
Set the quantity of parking resources available per type
💡 Basic parking is tied to general onsite bookings and is quantitative only (no assigned resources)
Advanced Parking
To support resource-specific parking bookings (like desks):
Reach out to [email protected] or your Customer Success Manager
Request creation of a dedicated parking floor
Advanced parking allows:
Interactive map booking (like desks)
Assigned parking spots
Parking utilization reporting
👉 Learn more: Basic vs. Advanced Parking
💳 Booking Credits
Booking credits are an optional addition to any building, to move on and create your building without booking credits click Save & Add floor to create your first floor.
➕ Enable Booking Credits
To enable booking credits:
On the Create or Edit Building page, click the Booking credits tab
Choose to:
Enable credits for all or specific resource types
Set credit limits per day, week, or month
Set when credits reset for users
💡Global Admins and Coordinator users ignore booking restrictions such as booking credits
🕒 Free Booking Window
Allow users to make same-day bookings without using credits:
Set a start time (e.g. 2 hours before building opens)
Free bookings end when the building closes
💡 Useful for encouraging last-minute availability usage.
❓ FAQs: Booking Credits
What are booking credits?
What are booking credits?
Credits limit how many bookings a user can make in a defined period, helping reduce no-shows and overbooking.
Prevent speculative bookings
Encourage intentional usage of resource
Ensure fair access for all users
Credits define how many bookings a user can make per resource type, per time period (day/week/month).
How many credits do I get?
How many credits do I get?
Admins set credit limits per resource type and per building. It varies by location and booking type. If you're unsure, reach out to one of your Kadence admins for assistance.
Where can I see my credit balance?
Where can I see my credit balance?
During booking, the credit policy appears in the New Booking page underneath building opening hours.
What if I reach my credit limit?
What if I reach my credit limit?
Try these options:
Book in another building with available credits
Book during the free booking window (if set)
Cancel a future booking in advance to free up a credit
Wait for your credit reset (shown in the building view)
What is a free booking window?
What is a free booking window?
A free booking window is a timeslot that allows users to make same-day bookings without utilising their booking credits. If you're unsure what your free booking period is reach out to one of your Kadence admins for assistance.
Do assigned desk bookings count toward my credits?
Do assigned desk bookings count toward my credits?
No, assigned desk bookings do not use booking credits.
Do guest bookings use credits?
Do guest bookings use credits?
No, guest bookings do not count against your personal credit limit.
If I book on someone’s behalf, whose credits are used?
If I book on someone’s behalf, whose credits are used?
The invitee’s credits are used — not the booker's.
Do I get credits back if I cancel?
Do I get credits back if I cancel?
Yes — but only if:
You cancel well in advance
The system auto-cancels due to external reasons (e.g. building closure)
If your booking is auto-cancelled because you didn’t check in, your credit is not returned.
Do cancellations within the free booking window return credits?
Do cancellations within the free booking window return credits?
No — credits are not refunded if you cancel inside the free window.
🏗️ Create Your First Floor
After configuring your building and booking credits:
A pop-up will prompt you to create your first floor
Enter a floor name
Click Add
To upload a new floorplan, follow the implementation steps here.
✏️ Edit a Building
Need to make changes to a building’s details or settings? Follow the steps below to edit your building in Kadence.
To edit a building:
Navigate to Buildings from the left-hand menu
Find the building you want to update
Click the kebab menu (⋮) next to the building
Select Edit building
You’ll be taken to the Building Details page, where you can:
✏️ Update the building name
🖼️ Upload or change the building image
📍 Edit the building address
⏰ Change the opening hours
📌 We recommend setting an opening time that reflects when users are typically onsite, as this impacts when bookings can begin.
⚙️ Access More Settings
From the top menu, you can also:
Click Settings to configure arrival instructions, capacity, parking, and more
Click Booking Credits to manage booking limits and free booking windows
Once you're done, click Save in the lower-right corner to apply your changes.
For help with any of these sections, refer to earlier parts of this article:
🗑️ Delete a Building
If a building is no longer needed in Kadence, you can delete it — but please proceed with caution.
⚠️ Before You Delete:
Deleting a building is permanent
It will also delete:
All associated floors
All resources (desks, rooms, etc.)
All neighborhoods
Any related booking data
📌 We recommend exporting any important booking data before deleting a building.
To delete a building:
Navigate to Buildings from the left-hand menu
Find the building you want to remove
Click the kebab menu (⋮) next to the building
Select Delete building
Confirm your choice in the pop-up prompt
Once deleted, the building and all associated data will be permanently removed from your account.
💬 Need Help?
For floorplan requests or questions, contact:
📩 [email protected]
For support with anything else, reach out to:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center