Meeting Room and Desk Booking for Coworking Spaces
One calendar covers every room, cabin and desk, and members book from their phone. A slot can be held by only one booking, so two teams cannot take the boardroom for the same hour.
Bookings held in three places
Bookings may sit in a shared calendar, a WhatsApp message and the notebook at the front desk, and nobody sees all three at once. Two teams can then arrive for the same room at the same hour. One calendar removes the extra lists.
What a member sees when they book
What the front desk stops doing
Booking rules operators have to decide
Booking tools from other vendors expose the same few choices, and members will ask about each of them.
Questions for your own rooms
- Which rooms are free to everyone and which are plan-limited
- Opening hours of each room, including weekends
- Rates for non-members and for guests of members
- Who can override a booking for an owner’s event
Where a booking ends up
A booking touches the bill, the member’s own screen and your occupancy figures.
Questions to settle before rollout.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Billing and invoicing
Can you explain the balance from its original documents?
Select a partly settled example in “Billing and invoicing”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Bookings held in three places
What releases the time or resource when the plan changes?
Move or cancel an example in “Bookings held in three places” during the walkthrough. Check the old allocation as well as the replacement, so the team can see what is genuinely available.
Background reading: ERPNext: appointment records
Frequently asked questions
Can members book meeting rooms themselves?
Yes, from the member app or a browser. The booking counts against the hours in their plan, and anything beyond that is added to the next invoice.
What stops two members booking the same room?
The slot is held when it is taken, and there is only one calendar. Double bookings come from a second list somewhere, and that list is what this replaces.
Can different plans have different booking rules?
Yes. Which rooms a plan may book, and how many hours it includes, are set on the plan. A day-pass member and a cabin member do not see the same options.
Does it handle desks and day passes too, or only rooms?
Both. Hot desks and day passes are booked against the seats free that day, in the way a room is booked against its hours.
Does it work with the calendars our members already use?
Bookings can sit in Google Calendar, so a member sees the room beside the rest of the day. Your set-up is reviewed during the demo.
Can we set a cancellation policy?
Cancellation windows are a rule you decide. Agree the notice period and the treatment of late cancels during scoping, and tell members before they book.
What if a member runs out of included hours?
Further bookings can be priced and added to the invoice, as your plan states. Make the extra rate visible before they confirm.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements