OfficeRnD Flex offers a customizable Meeting Room booking module designed for flexible workspace operations. You can tailor booking behavior, pricing, cancellation rules, and access permissions to match your space's operations.

This article will walk you through all available features and where to find them.

Meeting Room settings

To access these settings, go to Space > Meeting Rooms and click Add Meeting Room or click a Meeting Room to start editing it:

Meeting Room Privacy – Restrict the visibility of Meeting Rooms for specific members only or allow everyone to book them on the Public Calendar. Learn more about booking privacy →

Calendar and Booking settings

The customization features allow you to tailor the booking experience according to your space's requirements and manage the financial aspects of Meeting Room bookings.

Go to Settings > Platform Modules > Calendar & Bookings to adjust general behavior. You can configure the following settings:

Booking Charge Slot – Round the booking duration to segments of 15 minutes, 30 minutes, or 1 hour.
Automatic Tentative Booking Cancellation – Automatically cancel tentative bookings that have not been approved. You can specify how many hours in advance to cancel a tentative booking automatically. Leaving the field empty disables the automated booking cancellation.
Booking Privacy – Limit access to a booking's details.
Group by Meeting Rooms – Group your calendar's Day view by Meeting Rooms.

Prohibit bookings outside business hours

You can forbid or allow members to book Meeting Rooms outside your space's working hours. To configure that:

Go to Settings > Platform Modules > Business Hours.
Define your business hours.
Select Restrict outside business hours bookings.
Select whether you want to forbid booking outside business hours for active, non-active members, or both.
Click Update.

Booking cancellation policies

You can configure the following settings in the Booking Cancellation Policies section (click Add Policy or click an existing policy to start editing it):

Booking Cancellation Policy – Apply different cancellation policies for Meeting Room bookings to apply cancellation fees. Learn more about booking cancellation policies →

Booking policies

You can configure the following settings in the Booking Policies section (click Add Policy or click an existing policy to start editing it):

Require check-in – Require members to check in for their booking; bookings are automatically canceled if they don't check in. Learn how to check in to a Meeting Room using the Rooms App →
Allow Recurring Bookings – Allow members to create recurring bookings.

Other booking settings

You can find additional settings across the Admin and Member Portals:

Off-business hours price – Set a custom price for bookings outside business hours. Learn more about using Resource Rates to set booking prices →
Whole-day booking price – Set a price for full-day bookings.
Meeting Room Credits – Allocate Booking Credits to allow members to book rooms for free. Learn how to allocate credits through a membership plan or manually adjust a member's credits.
Booking discounts – Apply a discount for specific members based on their plans. Learn more about Resource Rate discounts →
Booking visitors – Add visitors to your bookings to track who enters and leaves your space. Learn how to invite guests and visitors to a booking on the Member Portal →

FAQ: Meeting Room booking features

Can I make a room visible only to some members?

Yes. To change the visibility of a Meeting Room:

Go to Space > Meeting Rooms.
Click a Meeting Room.
Open the Calendar tab and change the Privacy settings.
Click Update.

Can I prevent bookings outside business hours?

Yes. To prevent bookings outside business hours:

Go to Settings > Platform Modules > Business Hours.
Define your business hours.
Select Restrict outside business hours bookings.
Select whether you want to forbid booking outside business hours for active, non-active members, or both.
Click Update.