Setting Up Your Ronspot Freemium Account

A step by step guide through company registration, managing your account and inviting employees.

Cathal Chambers

Last Update vor 4 Monaten

How to Register Your Ronspot Freemium Account

You can begin registering for your account here -

Step 1 - Company Name

Start by entering your company name. Then click next.

Step 2 - Location & Time Zone

Enter your company’s location and time zone. Then click next.

Step 3 - Admin Name

Add the administrator’s name. Then click next.

Step 4 - Username, Email and Password

Finally, choose your username, add your email, and create a password. Make sure to click the box and agree to the Terms and Conditions and click complete. 

Registration Complete

You've successfully registered. You will receive a confirmation email. To continue to your account, click sign-in to your account.

to Ronspot Freemium

To sign in, enter your username and password and click 'login'. You may also be required to answer a reCaptcha question for security reasons. 

Setting Up Your Account

On your first sign-in, you will see the welcome message below. Click 'Next' to continue setup. You will then be prompted to create a zone.

How to Create a Zone

A ‘Zone’ can be your company car park, your first-floor office, or your entire office site in London for example. This zone will be where your spots are located. Follow these steps to create a zone. 

Step 1 - Zone Name & Location

First, enter a name for your zone. This can be used for hot desking to describe the zone location, or the site location for parking. Choose whether this zone will be for parking or desking. Then choose the time zone location for this zone.

Step 2 - Activating Auto Release and Setting Max Booking Days

This step involves setting spots to be ‘Auto-Released’ or not. This means that when an employee no longer needs their booking, they can release the spot. Once they release the spot, it is available to be booked by other employees. 

When auto-release is turned on, it means  the employee who released the spot can book a spot again immediately. 

When auto-release is turned off, it restricts the user from booking a spot for 15 minutes. This feature is used to stop employees from gamifying the system and claiming half credit refunds while they’re still at work.

Once the auto-release is set, you must set the ‘Max Booking Days’ for this zone. This means how many days in advance that an employee can book for. Typically, this is set at a rolling 90 days. Once set, time to move to Step 3.

Step 3 - Setting Free and Random Booking Times

To, employees can be given credits. These credits are used to ensure no employee block books their spot when it is free and are used to maximise occupancy levels. 

To maximise occupancy levels, at short notice, where there is availability, Ronspot allows users to book a spot for free, without costing employees a credit. You can set the free booking time in this step. For example, if you selected 18:00 as the free book time – at 18:00 (6pm) the night before, if there are spots available, employees may reserve a spot without costing them a credit.

Alternatively, to remain fair, the free book time can be set at random, so at some point the day before, the spots will be available to book for free. This time changes each day, therefore making it random. Once the free booking time is set, press next.

Step 4 - Credit Refunds

Here you may set the rules around refunding credits to employees who release their spot. Employees can be refunded a half-credit (0.5 credits), or a full credit (1 credit) based on how early they release a spot. 

Using the sliders, you can set how early in advance an employee must release a spot to receive a half-credit refund (the timeframe highlighted in green). Similarly, you may set how early in advance the employee must release their spot to receive a full credit refund (the timeframe highlighted in black). If a user releases the spot too late, they may receive no refund.

You may allow employees to view the bookings made in the ‘Bookings Viewable by Staff’ option. If you want to allow staff to see who has booked for a given day, set this to ‘Yes’. Otherwise, leave this as ‘No’. Press next to continue.

Step 5 - Email Notifications and Spot Booking Limits

Ronspot can send ‘Next Day Email Notifications’ to employees to remind them of their bookings. This encourages them to release the spot if they don’t need it anymore. The ‘No Bookings Before’ option allows the admin to control how far in advance that employees can book a spot. So, if this is set to 10, the employees will only be able to book spots in this zone up to 10 days in advance.

Once you’ve chosen these options, click next.

Step 6 - Reserve Queue & Zone Credit Value

The final step to creating a zone is setting the ‘Reserve Queue’ option and the ‘Zone Credit Value’. The reserve queue is designed to allow some employees to queue for a spot, if the zone is fully booked. These employees will be given a spot automatically should one become available. You may show employees where they are in the queue should you choose to use this option.

The zone credit value refers to how many credits it will cost employees to book a spot in this zone. 

Once you’ve chosen these options, press complete. Now you’re zone is setup and active!

How to Create a Spot

Once you create a zone, you will be prompted to add a spot. Just complete the following step.

Step 1 - Create a Spot

To create a spot, first you must choose your zone. With Ronspot Freemium you’ll have the one zone to choose from, so select this zone.

Then enter a spot name or number. This usually reflects the name or number of the spot itself. For example, if you have a numbered carpark, you may name the spot 1A. Or if you have desks in a marketing department, you may wish to name the spot, MK1.

You may choose the size of the spot. This usually only applies to parking space. The options are compact, regular, and large spots.

Finally, press complete.

Assigning the Spot - Zone Layout

To finish creating the spot in Ronspot, you must assign it to a space in zone layout. First, click the zone layout tab in the side menu.

Once you enter the zone layout menu, you will see a map like this.

This is where you assign the spot you’ve created to the space in the zone. For example, if the zone is for a car park, you will use the car icons to assign the spot.

Just drag and drop the icon into the map below. You can make the map resemble your own car park if you wish. This is usually done in hot desking to make it more visual for employees when booking their desk space.

When you’ve dragged and dropped the car icon, you will be prompted to assign your spot as seen below. 

When this box opens, tick the box to make the spot bookable. This will allow you to assign the created spot. The choose the spot number which you created earlier. The space type for this account is for a car (chosen during creating a zone).

Finally, click save and you have successfully created a bookable spot.

Invite Your Team

Your Ronspot account is now ready. The next step is inviting your employees to use it.

How to Register as an Employee

Registering as an employee is easy. To register employees for Ronspot, they will sign-up at and follow three steps.

 *You can skip this step if you’re using Google or Microsoft Single Sign-In.

Step 1 - Your Ronspot Credentials

Start by entering your work email and selecting a password. Make sure to use your work email, this is how we recognise the account domain.

Step 2 - Additional Information

Include your first and last name to create your Ronspot account.

Step 3 - Your Vehicle Registration & T&C’s

Finally, if you plan to manage your employee parking, your employee may enter their vehicle registration number, or number plate. If you’re using Ronspot for desk management, you can leave this field blank.

Finally, make sure to accept the Terms and Conditions, and click complete. You’re ready to start booking.

*Important for Administrators*

Once your employee registers for Ronspot, you must confirm their registration and add them to the company system. Once this registration is confirmed, the employee will have full access to make their bookings. This feature ensures no unauthorised access to the Ronspot account.

Downloading the Ronspot App

The next step is downloading the Ronspot App on the App Store for iOS, or the Google Play Store for Android and other users. You can also use the WebApp on our website.

Employees can then sign-in and start booking their parking or desk spaces as created in the account.

Once you approve your employees registrations in the admin panel, you are ready to start managing your parking and desking! 

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