If every meeting room is open to every member, any member can book a meeting room that you keep for admin use only or for members on a specific billing plan. Meeting room privacy decides which members can see and book each meeting room on the Member Portal and the Members app. Booking privacy hides each booking's details from members of other companies.

You set meeting room privacy separately on each meeting room. Meeting room privacy works together with the other meeting room booking rules, such as resource rates and booking policies.

You must have at least 1 meeting room before you start. Meeting room privacy is a field on each meeting room. Create a meeting room →

Each meeting room has 1 privacy value. The privacy value determines who can see and book the meeting room on the Member Portal and the Members app. For example, 1 meeting room is open to all members, and another meeting room is available only to members on 1 billing plan.

Registered Users and Full Access / Public are 2 names for the same privacy value. Your account shows only 1 of these 2 names.

The following table shows who can see and book a meeting room with each privacy value:

On the Member Portal and the Members app, Full Access / Public and Registered Users give access to the same people.

Admins can book every meeting room on the Admin Portal, regardless of its privacy setting. Meeting room privacy changes only what members see on the Member Portal and the Members app.

Each privacy value gives access to a different group of people. Set the privacy value on each meeting room separately, because the Privacy field belongs to the meeting room.

To set the privacy of a meeting room:

A member now sees the meeting room on the Member Portal and the Members app only if the privacy value includes that member. You can also set the privacy value when you create a meeting room. Create a meeting room and set its privacy value →

The privacy value now controls who can see each meeting room. Members who can see a meeting room can also see booking details, such as the booking title and the member who made the booking.

Booking privacy hides these booking details from members of other companies. Booking privacy is 1 setting for your whole organization. The setting applies to every meeting room and every bookable resource. With booking privacy on, members of other companies see only that the meeting room is booked for that time slot. Booking privacy applies to the Member Portal, the Members app, and the Rooms App.

To turn on booking privacy:

To show booking details to members of other companies again, clear Booking privacy and click Update.

These practices keep each meeting room available to the members who need it.

Are "Registered Users" and "Full Access / Public" different privacy values?

Registered Users and Full Access / Public are 2 names for the same privacy value. Your account shows only 1 of these 2 names. In the Member Portal and the Members app, this value gives access to everyone, including people without an active membership.

Why is a meeting room missing for a member on the Member Portal?

A meeting room is missing for a member if the meeting room's privacy value does not include that member. The Active Members value excludes members without an active membership. The Limited value includes only the companies, members, and billing plans that you add. To give a member access, change the Privacy field on the meeting room's Calendar tab.

Can admins book a meeting room with the Limited value?

Admins can book any meeting room and any resource on the Admin Portal; they are not limited by the privacy settings. Meeting room privacy controls only what members see on the Member Portal and the Members app.

Does booking privacy hide a meeting room from members?

Booking privacy does not hide a meeting room from members. Booking privacy hides only the details of bookings made by members of other companies. To hide a meeting room, change the Privacy field on the Calendar tab of the meeting room.

Do other bookable resources have a privacy value?

Other bookable resources, such as hot desks, also have a Privacy field. The Privacy field on these resources has the same values as the Privacy field on a meeting room.