Product updates

Every team has that one meeting room — good screen, a window, fits ten people. And there is almost always someone who booked it as a weekly recurring event until the end of the year. Formally it is fair: first come, first served. In practice the room has dropped out of the shared pool, and everyone else is hunting for somewhere to meet next week.

What is new

Meeting rooms now have their own «Booking horizon» policy — the maximum number of days in advance a room can be booked. It is set per room in the booking rules: off by default, 30 days when you switch it on, and any value from 1 to 1080. The «Booking horizon» row was already in the rules block before, but the setting did nothing. Now it does.

How the horizon is counted

In calendar days, starting today. Thirty days means today plus another twenty-nine; one day means today only. A booking that falls outside the boundary is simply not created. For multi-day bookings and recurring series the rule is strict: one day past the horizon is enough to reject the whole chain, so nobody can hook the room with the first meeting and drag it a year forward.

Who it applies to

Every user, whatever their role — there are no exceptions by job title. Events that arrive from a connected calendar are not restricted: the calendar stays the master system, and UnSpot does not rewrite what was created in Outlook or Google. When a room is unavailable under the horizon, the office map shows it as inactive along with its timeline, so you can see at a glance that it cannot be booked beyond that date.

What you get

Meeting rooms stop quietly becoming the property of one team. The horizon is set per room rather than per company: a week for the small room used for quick calls, a quarter for the large one used for client meetings. And planning gets more honest — a month out you see real demand instead of a picture of who reached the calendar first.

The setting is in Settings → Office management → Workspaces, the meeting room page, the «Booking rules» block, the «Change settings» button.

Office lockers run out faster than you would expect. Usually the problem is not the number of cabinets — it is that some cells belong to people who moved to remote work, changed floors, or simply forgot about their booking. From the outside the locker is taken; inside it is empty. The only way the office manager finds out is by walking the row and pulling the doors.

What is new

Outgoing webhooks now have a new event: «Locker has not been used for more than X days». It is set up like any other subscription — pick the spaces, set the number of days, and choose the recipient, an UnSpot user who looks after the lockers. The threshold is yours to decide: two weeks makes sense in one office, six in another.

What the email contains

Once a day the recipient gets an email listing the booked cells that were never opened during the period. Each cell comes with a direct link, plus a general link to the Lockers section. The decision stays with a person: message the owner, leave it as it is, or release the booking. The subscription never cancels anything by itself — it only shows where it is worth looking.

How the period is counted

Only completed days count, and only in the time zone of the office where the locker stands: the current day is never included. Set 14 days and the system looks at two full weeks up to and including yesterday, and a single opening inside that window is enough to keep the cell out of the email. While a cell stays unused it will show up again the next day. That is deliberate: the reminder does not disappear until somebody acts on it.

What you get

Lockers stop being a black box. Instead of a quarterly inventory you get a short email with a list of candidates to free up, and a real picture behind it. In an office with fewer cabinets than employees that is a direct saving: a released cell goes to someone who actually comes in, not to whoever claimed it first. And the conversation with the owner becomes concrete — not «it looks like you are not using it» but «the locker has not been opened for two weeks».

The setting is in Settings → Integrations → Outgoing webhooks → Create outgoing webhook.

Someone moves from facilities to IT, and a month later they are still an Offices Administrator in UnSpot. Someone leaves the company, and nobody remembers to take their booking-system rights away. It is a familiar story: permissions in the corporate directory change by the book, while every separate service is updated by hand and from memory.

What is new

The OpenID Connect settings now have a «Role management via SSO» toggle. Next to it is a mapping table: the UnSpot role on the left, the role value that arrives in your provider’s token on the right. One UnSpot role can be matched to several external ones — if both facility-admin and office-admin mean the same thing in your company, both rows point to Offices Administrator. There is no limit on the number of pairs, and matching is case-insensitive.

How it works at sign-in

From there it runs by itself. If you create users by trusted domain, a new employee gets the right role on their very first sign-in — no manual account, no follow-up permission change. If you sync user data, the role is checked on every sign-in: move a person in the directory, and they will sign in to UnSpot with the new rights.

What happens when the role does not arrive

Sign-in never breaks — that is deliberate. If the token carries no role, the value is not in the table, or it matches several UnSpot roles at once, a new user is created as a regular employee and an existing user keeps their current role; the remaining fields are updated as usual. Every matching attempt is written to the log, so the setup can be checked rather than guessed.

What you get

One source of truth instead of two. An employee’s rights live where the rest of their access lives — in the corporate directory. The office manager no longer has to remember who needs what after a transfer, and security can see that disabling an account also removes UnSpot rights. When role management runs together with user data sync, the role field on the employee card becomes read-only, so an accidental edit cannot drift away from the directory.

The setting is in Settings → Integrations → Login methods / SSO → OpenID Connect. It can be switched on once user creation by trusted domain or user data sync is already running.

A company moves to hybrid and agrees on three days a week in the office. Six months later, is the agreement working? Ask five managers and you will get five impressions. Ask someone to count it by hand and nobody will.

UnSpot analytics now has attendance rate control. It compares an employee’s actual office visits with the rate set by their work mode and shows the difference — for the company, for a department and for a specific person.

Everyone has their own rate

The main thing to know about this mechanic: it does not measure everyone with the same ruler.

An employee who is fully remote or on a free schedule has no shortfall by definition — the system simply shows how their days were distributed. For a hybrid mode its own attendance percentage is used: if the rate is 80%, the comparison is against 80%, not against «the same as everyone else». For an office mode the rules are stricter: days marked as remote or left unfilled count towards the shortfall.

A holiday is not a debt

The rate is calculated not from every working day in a row, but from working days minus the ones when the person was not working. Two weeks of annual leave do not turn into a minus. Weekends and public holidays come from the production calendar and are not counted either.

It sounds like a detail at the level of a formula. In practice it is exactly why attendance reports are usually not trusted: show a person a «shortfall» that accumulated during their own holiday once, and the numbers lose all credibility.

What to do with it

The data is laid out at three levels: the company or a department as a whole, the individual employees of a department, and subordinate units. That gives three different conclusions:

• the shortfall is concentrated in one department — that is a targeted conversation with one manager, not a message to everyone;
• the shortfall is spread evenly across the company — then it is the rate that needs changing, not the people: it does not match how the company actually lives;
• the gap between the rate and the facts is stable — that is the honest answer to how much office the company really needs.

Hybrid work rests on agreements. An agreement nobody ever checks stops existing fairly quickly, and checking it by eye only damages relationships. It is better to have a number you do not want to argue with.

Until now UnSpot analytics answered one question: how the space is used — how busy the desks, meeting rooms and parking are. That is half the picture. A hybrid office has a second question too: how people actually work — how many days they spend in the office, how many remotely, and how many days nobody filled in at all.

Now there is an answer to that one as well. In the «Analytics → By employees» section the data is assembled along the org structure — by company, by department and by individual employees.

Two views: general and detailed

The general view shows how working days are distributed between four states: in office, remote, not working, not filled.

The detailed view breaks the same picture down by your own sub-statuses. If your company has set up «business trip», «sick leave» and «study day», you will see exactly those instead of an anonymous «remote». The product speaks the words you already use.

You can look at the entire company, at a department with any nesting, at the employees of a selected department and at subordinate units. The filters are a period of up to three months and the assigned office — which matters for distributed companies, because you see two cuts at once: who is in which department and who is in which city.

Empty days are not about discipline

The most underrated number here is the share of days left unfilled. It looks like minor sloppiness. In fact it is a hole in the very data everything else stands on: how many desks are needed, how many people to order cleaning and lunches for, how many parking spaces to keep. While a third of the schedule is empty, any decision about the office is half guesswork.

Now you can see exactly where the schedule is not being filled — and the conversation goes to one department instead of an email to the whole company.

Looking forward, not only back

For future dates the picture is completed automatically. If a schedule cell is empty but the employee has an assigned seat or an active work schedule template, the day is counted from those. So you can look at next month, not only at the one that has passed — and still have time to change something.

Hybrid stops being a matter of belief. Instead of «about half of us come in» there is a number — for the company, for the department and for the person.