Help customers choose the right room
Explain seating, layout and the equipment included with each room, so a quick interview and a team workshop are easy to distinguish.
Meeting room booking software
A quick client meeting and an afternoon workshop need different amounts of room time. Give every meeting room its own schedule, and let organisers choose a space and duration without a chain of emails to reception.
A booking day that works for your business
Make hire duration clear
Set hourly pricing and minimum and maximum booking durations. Ask organisers to include their own setup and packing time in the hire.
Give reception one view of reservations
Use the room diary to answer availability enquiries and see which customers are arriving throughout the day.
Make the room and the hire terms clear
Name each room and describe its seating, presentation facilities and layout. Set an hourly rate with minimum and maximum booking lengths, so a small meeting and a longer planning session can use the same room at different times.
View feature: Make the room and the hire terms clearRoom detailsActive
- Room name
- Boardroom 1
- Description
- A meeting room for eight, with a presentation screen and whiteboard.
- Branch
- Central Business Centre
Pricing & booking
- Default price
- $35.00per 1 hour
- Minimum booking duration
- 30 minutes
- Maximum booking duration
- 8 hours
From the first click to a confirmed booking
Choose the right booking
The organiser compares room descriptions and selects a space with the seating and facilities they need. Explain whether displays, whiteboards or refreshments are included or must be arranged separately.
Find a suitable time
They choose a duration within the room’s limits and an available start time. Clear arrival instructions help the group find the right entrance and finish within the reserved period.
Review the booking details
The client reviews the selected service or space, date, time and price, then provides their contact details. Clear descriptions help them arrive knowing what they have booked and which location to visit.
Complete the booking and payment
When online payments are enabled, collect the deposit or full amount required by your booking settings. Your team can also handle payment from the calendar, including a payment link for a client who is arranging the visit with you.
Prepare each room for the next meeting
Review the room, start time and length of each booking before opening. Use that schedule to plan your own room preparation and reception coverage.
When an organiser asks for another meeting, check the same room’s availability and arrange a new reservation. Keep special layouts and catering arrangements in your normal venue process.
Illustrative example
Example booking day
| Time | Booking |
|---|---|
| 09:00 | Interview room |
| 11:00 | Team meeting |
| 14:00 | Workshop room |
Make every space easier to manage
See which room is occupied and when
View room reservations side by side, with client names and booking times. Reception can check the boardroom and smaller meeting spaces together before arranging the next visit.
View feature: See which room is occupied and whenLet organisers find their own meeting time
Share your booking page so customers can choose a room, select a duration and find an available start time. They can plan their meeting without waiting for your team to check the diary.
View feature: Let organisers find their own meeting timeKeep business centres organised by location
Manage room details within the appropriate branch and set each location’s opening hours. Review the relevant branch when a customer needs a room at a particular address.
View feature: Keep business centres organised by locationGive clients a convenient way to pay
Bring payment into the same workflow as the booking. Choose how you collect money for your services or space hire, and explain the payment arrangements before the client commits.
Deposits and online checkout
Let clients pay a deposit or the full booking amount through your online booking portal. State what the payment covers so clients understand the amount they are paying before their visit.
Card payments at reception
Use a supported Stripe Terminal smart reader to collect an in-person card payment for a booking. Reader availability depends on your country and Stripe setup; see the device guide before buying hardware.
QR codes, SMS and email links
Show a payment QR code for the client to scan, or send the payment link by SMS or email. The client opens checkout on their own device, making it useful both at reception and when arranging payment before arrival.
Set up a booking page that reflects your business
Start with the bookings you handle most often. A clear menu and realistic availability help clients make the right choice and give your team a consistent place to manage requests.
- List each independently bookable room and its facilities.
- Set hourly prices and minimum and maximum hire lengths.
- Explain access, setup time and what is included in the room rate.
Review and share your booking page
Review the client-facing names, descriptions, location, available times and payment settings. Share the booking link from your website and customer communications, and keep the details up to date as your offering changes.
Space booking questions, answered
Can a short meeting cost less than a longer workshop?
Yes. Set the room’s hourly rate and the price follows the reservation length. Minimum and maximum durations control the range of booking lengths you offer.
Can I describe what equipment is included?
Yes. Use the room description to explain seating, screens, whiteboards or other facilities included in the hire. Keep the description specific to that room so organisers know what to expect.
Can organisers choose how long to hire a room?
Yes. Customers choose a duration within the minimum and maximum limits you configure for the room, then select an available start time.
Does a booking automatically arrange catering or equipment?
Describe included facilities clearly. Coordinate catering, equipment requests and room layouts through your venue team; the room reservation itself does not promise those additional arrangements.
Can customers book without calling reception?
Yes. Share your room booking page so customers can select a space, choose a duration within its limits and find an available start time. Write clear room descriptions and arrival information so customers know what the hire includes.
How can I collect payment for a room reservation?
Configure online booking payments to collect a deposit or full amount where offered. Staff can also collect booking payments through the calendar using payment links, a QR checkout page or a supported Stripe Terminal reader. State the hire conditions and what the payment includes before the customer books.
Make your next booking easier to manage
Build your service or space menu, set your availability, and give clients a clear way to book. Start with your everyday workflow and expand as your business grows.