Members can book meetings through the Member Portal (from the Dashboard or the Meeting Rooms page). They can reserve meeting rooms, invite internal teammates or external visitors, and manage recurring sessions.
After following the steps in this article, you will know how to set up and manage your meeting reservations effectively.
Select a Meeting Room
To book a Meeting Room from the Dashboard, click New Booking in the My Bookings section:
This will take you to the Meeting Rooms page, where you will see all the Meeting Rooms available at your location.
Click the Filter button , and you can filter the list of Meeting Rooms by the following criteria:
Location
Capacity
Amenities
Floor
Book a Slot For Your Meeting Room
Pick a suitable Meeting Room and click on the hour lines. You can also click and drag to select the time duration of the meeting:
This opens a simplified version of the Booking Setup:
Here, you can:
Add the booking title.
Choose the time and date of the booking.
Order extras.
When you're finished, click on Book to create the booking, or click on More Options for additional booking options. They are explained below.
Note: Option availability depends on your space's set-up and booking policy.
Recurrent Meetings
If you tend to host regular meetings (i.e. each week on Tuesdays and Thursdays), you can book recurring meetings (if the co-working space you are in allows it) instead of having to create a new booking each time.
1. Click Recurrence and enable the setting in the Booking Setup window.
2. Set up your booking:
Adjust the frequency at which the meeting will be re-occurring by choosing Repeat every (1st, 2nd, 3rd...) Day, Week, or Month from the drop-down menu.
Select the day(s) on which the meeting will occur in the Repeat on row.
Finally, you can select when the recurring bookings will stop recurring. You can choose between Never, a number of occurrences, and a specific date.
Invite Guests and Visitors
When creating a booking as a member, you can invite Guests (Teammates) from your company to the meeting, or invite outside Visitors.
Note: Inviting guests to a booking will grant them door access to the Meeting Room.
1. Click Guests in the Booking Setup window.
2. Select the guests you want to invite from the drop-down menu under Invite Guests.
3. If you want to invite a Visitor, click on Add new Visitor and enter their name and e-mail where they will receive the invitation.
Add a Description
Click on Description and enter a description for the meeting in the text field.
Add Extras
Click Extras and click next to any available extras you want to add. Its price will be added to the booking total.
View Summary
Review the Booking Summary and make adjustments (if needed). When you're finished, click Book at the bottom of the page.
Review, Edit, or Cancel Your Booking
You can view, edit, and cancel the booking you created by going to Account > Bookings on the Member Portal. All the information you entered in the booking setup stage is available for review:
You can also:
Order catering - click here to learn more.
Edit the booking options - click
to open the Booking Setup window.
Cancel the booking - Click
and confirm the cancellation (fees may apply):
FAQ: Booking meetings
How do I add details to my booking?
How do I add details to my booking?
After choosing your meeting slot, add a title, description, and extras like equipment or catering in the booking setup.
Can I book extras or catering services?
Can I book extras or catering services?
Yes, you can add extras such as equipment or catering during the booking process. Select them in the Extras section.
How do I create a recurring booking?
How do I create a recurring booking?
When creating your booking, click Recurrence, set the frequency (daily, weekly, or monthly), select the days, and set the end conditions for recurrence.
Can I edit recurring meetings once they're booked?
Can I edit recurring meetings once they're booked?
Yes, go to Account > Bookings, select your booking, and click the edit button to adjust the details.
How do I invite guests or visitors to my meeting?
How do I invite guests or visitors to my meeting?
In the booking setup, click Guests, then select teammates from the dropdown or add external visitors by entering their name and email.
Will invited guests have access to the meeting room?
Will invited guests have access to the meeting room?
Yes, invited guests will automatically receive door access for the duration of the meeting.
Can I cancel a booking, and are there fees?
Can I cancel a booking, and are there fees?
Yes, you can cancel bookings from Account > Bookings. Click Cancel and confirm the cancelation. Depending on your workspace's policy, fees might apply.