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Add meeting rooms

Written by Yasen Marinov

Enabling Meeting Room bookings is crucial to running a coworking space. OfficeRnD lets your members choose a Meeting Room and book it for a one-time or recurring meeting. To provide your members with a list of available Meeting Rooms, you must create and define each room's properties.

Before you start

Review the following diagram to understand what you need before creating a Meeting Room and how the different entities relate in the system.

To summarize the information on the diagram, these are the steps you must complete before adding a Meeting Room:

  1. Create a Tax Rate →

  2. Create a Revenue Account and link the Tax Rate to it →

  3. Create a Cancellation Policy →

  4. Create a Booking Policy →

  5. Create a Resource Rate and link it to a Revenue Account and policies →

  6. (optional) Edit the default Meeting Room resource type →

  7. (optional) Edit the default Meeting Room floor plan space type →

  8. Create a Floor in your Location where the Meeting Room is located →

Click the diagram to open it in a new tab and view it in detail

Video tutorial

Watch the following video to understand how to create meeting rooms in OfficeRnD Flex.

Add a Meeting Room

  1. Go to Space > Meeting Rooms.

  2. Click Add Room.

  3. In the Add Meeting Room dialog, configure the following Meeting Room properties:

    • Name – Set a user-friendly title that identifies the room. Note that this field is required.

    • Size – Define the number of people the room can accommodate.

    • Parents – Use this option to establish a relationship between multiple resources, where one resource is the parent. Learn more about setting up hierarchical meeting rooms.

      Note: Before creating a parent-child relationship, ensure there are no future intersecting bookings for the two Meeting Rooms. The system will display an error if such bookings exist and show their number.

    • Amenities – Select the amenities available with the room.

    • Available From To – Set as From the date when the room was made available as a Meeting Room. Leave the To value empty unless you know when the room will no longer be used as a Meeting Room.

  4. Open the Calendar tab and configure the following options:

    • Rate – Select the Resource Rate applied to the room when members book it.

    • Description – Set the description of the Meeting Room.

    • Image – Browse and select an image source to display as a preview of the inside of the room in the Member and Admin Portals of OfficeRnD. We recommend images sized 2048x1536 pixels.

    • Color – Choose a color to differentiate the room in the Member and Admin Portals of OfficeRnD.

    • Privacy – Configure the visibility of the Meeting Room to members:

      • Full Access / Public – Select this option to make the room available to all members and non-members and make it visible on the public calendar. To configure visibility further, deselect the option to see the next privacy option.

      • Active Members – Select this option to make the room available to only active members. To configure privacy further, clear the checkbox.

      • Limited – Select this option to make the room available to only selected members or members with selected active memberships.

        • Select members – Add members to make the room available only for the selected members. Leave the field empty to make the room available for admins only.

        • Select plans – Add Billing Plans to make the room available only for members with the selected plans.

  5. Click Add.

Change the order of appearance of Meeting Rooms

If you want to change the order of appearance of your Meeting Rooms, go to Space > Meeting Rooms and enter values in the text fields in front of each room's name:

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