Add your Skype rooms, phone booths, meeting rooms, conference rooms, or event spaces in a few simple steps.
Enable Rooms
To start using rooms, enable them in your location settings:
In the left-side panel, click the menu (...) next to your location name
Go to Location settings > Rooms page 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
To add a room:
Navigate to the Resources > Rooms page.
Click the
Add roombutton under all the rooms.
3. Fill in the room details.
4. Press Done in the top right corner.
Room properties
Section name | Meaning |
Room photo | 2x1 format. |
Name | Room name. |
Seating capacity | The number of people the room fits. |
Description | Details about the room. |
Availability increment | The frequency of available time for room booking. It shows up as a step on the booking. |
Min & Max time | Minimum & maximum duration limits for hourly/daily bookings. Applies to all users except administrators. |
Preparation time | Buffer time that will be reserved between bookings. |
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. |
Plans | If you offer long-term rentals (weekly, monthly, etc.) of this room, enable this switch and link the relevant plans to subscribe. By subscribing, users will get the entire room automatically assigned to them.
Disable this switch if you only offer hourly/daily bookings of this room. |
Custom schedule | Set custom working hours for this room, independent of the location's overall schedule. |
Rescheduling policy | Select whether users can reschedule bookings for this room or cancel and get automatic refunds. Understand refunds |
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 and check your customers' room bookings in the following 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 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.
By clicking on a specific room booking, administrators can check more details about it, including the price and payment method.
2. Track all new bookings created or canceled on the Notifications page. Manage admin notifications
3. Go to the Customers page > choose a user > click on Bookings > find the necessary booking.
4. Ask a customer to show you the booking right in the member web portal or mobile app on the Account page > 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
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.
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.