Effectively managing meeting rooms is crucial for providing a smooth and professional experience in your coworking space. OfficeRnD Flex allows you to fully customize your meeting room bookings to match your operational needs. You can customize each feature to maximize room availability, reduce no-shows, and provide clear guidelines to your members, ensuring smooth daily operations.

By the end of this article, you'll be able to adjust who can see and book meeting rooms, create rules for cancellations, control when members can book, and set special prices for bookings. You'll also find out how to give Booking Credits to members and invite visitors to meetings.

Summary

Add or edit a Meeting Room from the Space hub to set its visibility and booking availability.
Customize calendar behavior under Settings > Platform Modules > Calendar & Bookings, including booking duration, auto-cancellations, and booking privacy.
Restrict bookings outside working hours by defining business hours and applying access rules based on member status.
Apply cancellation policies to charge fees for late cancellations or apply different rules for different rooms or booking types.
Apply booking policies like requiring check-ins and allowing recurring bookings to manage no-shows and regular use.
Adjust additional settings such as off-hours pricing, full-day booking prices, and Booking Credits or discounts.
Enable visitor tracking by allowing members to add guests to their Meeting Room bookings.

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.