Security Policies: The Different Types of Restrictions Available

Restrictions at the Policy Level

Several restrictions are specified at the policy level.  The restrictions are:

• Limit the number of bookings per event - You can set the total number of bookings a requester can create on an event.  This can limit how many rooms or dates can be selected during the requesting process.  For example, if you only want a request to choose a single date for each event, you set this option to one.
• Show Billing Code - You can prompt the requester for a billing code and even force the answer to be entered (required).
• Allow Copy Event - For some policies, you may grant the users the ability to copy old events forward to a future date.  Any user tied to the policy would have this option.

Restrictions at the Room Security Group Level

• Booking Time Frame - You can specify specific hours that rooms can be requested.  This can limit the requester to a time frame that is less than defined for building hours.  For example, your building is open from 8:00 a.m. to 11:00 p.m., but you have a few rooms that can only be used after 5 p.m.  You can use the Booking Time Frame to restrict those rooms from 5 pm until 11 pm. 
• Earliest Booking - You can limit how close a request can be made to the 'current' time.  For example, if you set this to 24 hours, the earliest a booking can be requested is 24 hours from 'now.'  This is specified in hours.
• Last Booking - You can limit how far in the future a request can be made. This can be a 'rolling' number of days or a hard date limit. Just to let you know, you'll need to adjust the hard date limits regularly. 
• Max Time Block - If you want to limit how long a user can request space, specify this using the Max Time Block.  For example, if you only want requesters to use the space for 2 hours at a time, you'd set this option to 2 hours.
• Max Daily Hours - Use this option to set a daily quota (in hours) of the rooms tied to this security group.  If you set this to 4 hours, a user can only use rooms for 4 hours per day (midnight to midnight).  This can be used with the Max Time Block to limit a user to 2 bookings of 2 hours per booking.
• Max Weekly Hours - Use this option to set a weekly quota (in hours) of the rooms tied to this security group.  If you set this to 10 hours, a user can only use rooms for a total of 10 hours per week (Sunday to Saturday) for all of their bookings in the week.
• Max Monthly Hours - Use this option to set a monthly quota (in hours) of the rooms tied to this security group.  If you set this to 20 hours, a user can only use rooms for 20 hours per month (for the calendar month).  
• Use Check-In - If you want users to 'check-in' to a room, you can use this option to turn on the check-in feature.  If a user doesn't check-in in the allotted time, their booking will be canceled and set to the status you specify (typically a special status called No Show).  When you use the check-in option, you'll also need to specify the grace period for check-in, including the number of minutes before and after the booking starts.

These restrictions can be used in any combination.  For example, you might restrict a user to a minimum 24-hour booking window (Earliest Booking), but no further out than 30 days (Last Booking), for a maximum of 2 hours per booking (Max Time Block)  and a limit on the number of hours per week (Max Weekly Hours).