Sometimes a meeting room needs to be taken out of circulation, for example, during renovations, maintenance, or internal use. There are two methods to prevent members from booking a room.
You can either change the room's privacy settings to restrict access or create a recurring admin booking to keep it occupied. This article explains both approaches and when to use them.
Summary
Hide a meeting room from members by changing its privacy setting to Limited.
Keep it available only for selected members, companies, or plans.
Alternatively, create a recurring admin booking to make the room appear always booked.
Admins can still see and manage the room.
Use this for renovations, maintenance, or other temporary downtime.
Option 1: Change the meeting room privacy setting to "Limited"
This method hides the room from members while keeping it visible to admins. It also lets you keep it open for selected members, companies, or plans.
To change the meeting room privacy setting:
Go to Space > Meeting rooms and click the room you want to block.
Open the Calendar tab.
Set the Privacy to Limited.
(Optional) Select any companies, individual members, or members with selected plans for whom you'd like to keep the meeting room open.
Click Update.
Option 2: Create a recurring admin booking
This method makes the room appear continuously booked, so members cannot book it. You can define daily, weekly, or monthly blocks depending on your needs.
To create a recurring admin booking:
Go to
Calendar.Click the 'All Day' slot under the room you want to block.
In the New Booking dialog:
Select the company and member who will book the room. You can manage whether the "Select Member" field is required in Settings > Calendar > Calendar & Bookings.
Enter a title, for example, "Block bookings".
In the From field, select today's date and set the hours from 00:00 to 00:00.
Set Preparation time to 0.
Select Repeat, choose daily or weekly, and set it to repeat every 1 day or week.
(Optional) Select the workdays your facility is open (for example, Monday to Friday).
Set the End date to determine when the room will be open again.
Select Free.
Click Book Now.
