Setting Up Meeting Rooms

Creating a Meeting Room

1. Go to Inventory → Meeting Rooms
2. Click Create meeting room
3. Fill in:
   • Name — e.g., "Meeting Room A", "Boardroom"
   • Location — which site this room belongs to
   • Floor — optional
   • Capacity — number of people the room fits
   • Description — shown to members on the booking page
   • Base price — the default hourly rate
4. Add photos and amenities (projector, whiteboard, video conferencing, etc.)
5. Save

Booking Settings

Require Confirmation — if turned on, bookings are held as Pending until you approve them. Useful if you want to manage demand or review large group bookings before confirming.

Cancellation period — how far in advance a member must cancel to be eligible for a refund. Set this based on your policy.

Minimum Booking Duration

To set a minimum booking length (e.g., at least 1 hour):

1. Open the room and go to the Rates tab
2. Set a Minimum quantity on the hourly rate

Members will not be able to book for less than the minimum.

Availability Management

Turn on Manage Availability to prevent double-bookings. The system tracks every booking and blocks the time slot for other members automatically.

Deactivating a Room

If a room is unavailable (renovation, maintenance), deactivate it so it no longer appears in the portal. Re-activate it when it's ready.

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Common Questions

Can I set different rates for mornings and afternoons? Not directly — rate variations by time of day are not a built-in option. You can create separate half-day rates if needed. Contact Co-Desk support for advanced pricing requirements.

Can I require members to specify how many people will attend? Capacity is shown on the room listing so members can self-select. There is no automatic capacity check at booking — it's informational.

Can I see who has a room booked right now? Yes — open the room from Inventory → Meeting Rooms and go to its Bookings tab to see all current and upcoming bookings.