Add a meeting room, board room, or event hall in a few simple steps.
Add rooms
To add a room, follow these steps:
Navigate to the Resources > Rooms page.
Press the
Addbutton under all the rooms.
3. Fill in the room details.
4. Press Done in the top right corner.
Room details
Section name | Meaning |
Room photo | 2x1 format. |
Name | The name of the room. |
Seating capacity | The number of people who can occupy the space. |
Description | Details about the room. |
Availability increment | The frequency of available time for room booking. It shows up as a step on booking. |
Min & Max time | Minimum & maximum duration limits for bookings created by all users except administrators. |
Preparation time | The period of time that will be reserved between bookings. |
Money | The monetary price in the local currency. Users' total payment will depend on the unit price and the flat price stated within a price tier. The $ symbol changes to your currency symbol. |
Credits | If credits are enabled in your location, state the number of credits required to book per hour. Users' total payment for a booking will depend on the unit price and the flat price stated within a price tier. |
Rescheduling policy | The period of no refund and no rescheduling time if a booking is deleted before it starts. Understand refunds |
Visibility | Determines the room visibility level. |
Booking | Determines which groups of users can immediately book the room, while others can apply for a booking. |
Abandoned booking protection* | Automatic removal of ghost bookings from the room's calendar if nobody checks in. Available only with a Room Display app. *This option appears only if the room is totally free of charge. |
Access | Determine the access control group to which the user is synced upon creating a booking. |
Booking permissions
Room booking permissions are set in the "Booking" section. Here are all the values available:
Booking setting | Meaning |
Administrators | Only administrators can make bookings immediately, while all the other users can apply for bookings. |
Location members | Administrators and location members can make bookings immediately, while all the other users can apply for bookings. |
Network members | Administrators, location members, and network members can make bookings immediately, while external users can apply for bookings. |
Public | All users can make bookings for the room immediately. |
By default, the "Booking" permission setting is set as "Public". However, you can change the setting for certain rooms if you do not want all users to book the room immediately.
How administrators see room bookings
Quickly check and verify your customers' booking in any of these ways:
1. Navigate to Resources > Rooms > choose "Calendar" on the top panel > choose a specific date on the panel if needed.
Administrators can identify the type of user by whom the booking was made by the following colors:
Blue - the booking made by an administrator.
Green - the booking made by a member.
Yellow - the booking made by a nonmember.
By clicking on a specific room booking, administrators can check more details about it, including the price and payment method. For bookings paid via a payment gateway, you can also check the transaction status and other details by clicking Transaction, right from the booking page.
2. Visit the Notifications page to see all bookings according to your notification settings. Manage admin notifications
3. Ask a customer to show you the booking right in the member web portal or mobile app on the Account page > Bookings > open a booking.
To understand how users book rooms and how they view room bookings, refer to the Book a room article.
Tips
If you offer equipment rentals for meetings, events, or presentations—such as chairs, monitors, or whiteboards—list them on the Equipment page. Consider adding links to equipment in room descriptions to inform customers of available options and encourage upsells in addition to bookings.
FAQs
What should I add to the Rooms?
What should I add to the Rooms?
The Rooms page serves for your meeting and conference rooms, phone booths, and Skype rooms. If you have any photo or podcast studios, offer them on the Rooms page too.
How can I block off all rooms from bookings for several days?
How can I block off all rooms from bookings for several days?
If you are having an event in the space or holidays are coming, mark the corresponding dates as closed in your location schedule so that all rooms and desks are unavailable for bookings by your customers on those dates.
To block only rooms while keeping other resources available for booking, as an administrator, create free, whole-day bookings in each room for the required date.
How to define the room booking schedule for members and nonmembers?
How to define the room booking schedule for members and nonmembers?
Manage the booking schedule by configuring the location schedule.
It seems people are able to make bookings for a shorter/longer duration than the Min time and Max time I set. How is it possible?
It seems people are able to make bookings for a shorter/longer duration than the Min time and Max time I set. How is it possible?
Rest assured that the Min time and Max time settings apply to all users' bookings and cannot be bypassed. Only you, as an administrator, have the ability to override these limits when making a booking.
Why can’t a customer see a certain room?
Why can’t a customer see a certain room?
The customer might not see a room for the following reasons:
The customer's role may not meet the room's visibility requirements. For example, if the room is visible only to “Location members” but the customer is a nonmember, it won’t appear for them. Check both the room’s visibility settings and the customer’s role.
The room may be assigned to a specific customer, making it visible and bookable only for them. On the Rooms page, see if a member or company name appears next to the room. To remove the assignment, open that customer’s subscription.
The customer may have logged in with a different email. If they are a member and should see the room, check the email tied to their member profile on the Customers page.