Add your Skype rooms, phone booths, meeting rooms, conference rooms, or event spaces to the Rooms page. This gives customers a convenient calendar view to check availability and make bookings.
Enable Rooms
To start using the Rooms module:
In the left-side panel, click the menu (...) next to your location name
Go to Location settings > Resources > Rooms and toggle the "Rooms" switch on.
Book ahead — set how far in advance users can book rooms.
Book for free — limit how many free bookings a user can have scheduled at the same time, if you have free rooms.
One active
Two active
Three active
Unlimited
The "Book for free" setting only applies if you have totally free rooms and only to bookings made by non-administrator users. With this setting, users will be able to make the next free bookings once their previous scheduled bookings have passed. Optimize room usage
Add rooms
Go to the Resources > Rooms page.
Click
Add roomtop right.
3. Fill in the room details.
Room configuration
Section name | Meaning |
Room photo | 2x1 format. |
Name | Room name and/or number. |
Seating capacity | The number of people the room fits. |
Description | Include any important information customers need to know. |
Money | The monetary price for hourly/daily bookings in your location currency. If you offer varying prices for different booking durations, set up price tiers. |
Credits | The credit price for hourly/daily bookings. If you offer varying prices for different booking durations, set up price tiers. |
Dynamic pricing (beta) | Automatically adjusts room booking price based on demand within your defined range. Set dynamic pricing for resource |
Plans | If you offer long-term rentals (weekly, monthly, etc.) of this room, enable the "Plans" switch and add tiers. How to configure tiers
Disable this switch if the room is only available for hourly/daily bookings. |
Availability increment | The frequency of available time for room booking. It shows up as a step on the booking. |
Min & Max duration | Minimum & maximum duration limits for hourly/daily bookings. Applies to all users except administrators.
|
Preparation time | Buffer time that will be reserved between bookings. |
Rescheduling policy | Select whether users can reschedule bookings for this room or cancel and get automatic refunds. Understand refunds |
Custom schedule | Set custom working hours for this room, independent of the location's overall schedule. |
Confirmation email | If you want to send a custom booking confirmation email, select which users should receive it when making a booking, and paste your email text. |
Visibility | Determine which user groups can see this room. |
Booking | Determine which groups of users can immediately book the room, while others can apply for a booking. |
Abandoned booking protection* | Automatically remove ghost bookings from the room's calendar if nobody checks in. Available only with Room Display. *This option appears only if the room is totally free of charge. |
Access | Determine the access control group to which users are synced upon booking this room. |
Calendar sync | Sync booking for this room with the selected Google Calendar. |
How administrators track room bookings
You can track room bookings in a few ways:
1. On the Resources > Rooms page, choose "Calendar" at the top to view bookings for all rooms. Filter by date to see bookings for today or a specific day.
Differentiate which user the booking belongs to by the following colors:
Blue - the booking of an administrator.
Green - the booking of a member.
Yellow - the booking of a nonmember.
Click any booking to check more details about it.
2. Track all new bookings created or canceled on the Notifications page. Manage admin notifications
3. To check a specific or all the bookings of a certain customer, go to the Customers page > open a user profile > Bookings section on the right panel.
4. Ask a customer to show you their booking from their Account > Bookings page.
Learn how users book a room and sign up for a room.
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 resources are unavailable for bookings by your customers on those dates.
To block only rooms while keeping other resources available, mark the corresponding dates as closed in each room’s custom schedule. Configure the schedule
How to define the room booking schedule for members and nonmembers?
How to define the room booking schedule for members and nonmembers?
You can either configure a location-wide schedule that applies to all resources or configure a custom schedule for a specific room if it needs different availability. Configure the schedule
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.
How can I add an option to book the entire space for the day?
How can I add an option to book the entire space for the day?
Create an "Entire Space" resource on the Rooms page or any other page with your resources. Configure its permissions:
Set the "Visibility" permission to "Public" so all users can see this option.
Set the "Booking" permission to "Administrators" so users can't book directly without your approval.
Users will submit applications for booking the entire space.
Once you receive an application, manage it: confirm if this date is available, communicate with the user to gather all the information you need, create a booking and issue an invoice to them in one step.
To ensure nobody else can schedule a booking for this date, set this date as closed in your location schedule. This will automatically make all your resources unavailable for bookings on this specific date.