Rooms and bookings

Rooms and bookings lists a set of rooms — a name, capacity and floor — with the bookings in them. Bookings are typed in by hand, or synced from a calendar feed attached to one room (see Feeds > Calendar). Use this page for meeting room, conference room and studio door boards that need to say "free until" or "in use until" a time, and what is on next.

What it's great for

Rooms and bookings suits anywhere with named rooms and a diary: an office door sign saying a meeting room is free until 2pm, or a coworking space's room list at reception.

Offices, coworking spaces, hotels with meeting suites and schools get the most from it. room-availability-v1 is a per-door sign that says Free or In use for one room, and meeting-rooms-v1 lists today's and tomorrow's bookings across every room for a reception or corridor screen.

How to create a list

Select New.
Give the list a Name (this is for your own reference, it is not shown on the board).
Select Add room for each room, then fill in its name, capacity and floor.
Select Add booking for each hand-typed booking, choose its room, and fill in its title, organiser, start and end time.
Select Create.

Bookings from a calendar

A booking synced from a calendar feed shows a from calendar tag and cannot be edited or removed here — its fields update the next time the feed syncs. To change it, edit the source calendar and sync again, or manage the feed itself under Feeds > Calendar. A recurring calendar event contributes only its first occurrence; repeating events are not expanded.

Removing a room

A room with bookings cannot be removed until those bookings are removed (or, for calendar bookings, until the calendar feed stops sending them).

Times and timezones

Booking times are entered and shown in your organisation's timezone (Settings > Organisation), including bookings synced from a calendar that sends times with no timezone of its own.

Where rooms and bookings appear

Once a list is saved, it is available to link to a board whose template accepts Rooms and bookings, the same way you link a timetable or a menu. The board can then show a panel per room (free/in use, with today's bookings) or a door sign for one room showing what is on now and next.