Booking Meeting Rooms at a Coworking Space
Booking a meeting room is one of the most common routines of coworking space members. Often they have to ask you, the coworking manager, to reserve. A common workaround is to share a Google Calendar, but it's a flawed room booking solution for several reasons:
- Booking conflicts — two members make reservation at the same time.
- Reservation disappears — anyone can accidently remove any event.
- Low utilization rate — unintuitive booking process leads to lower usage.
- Unfair use — in absence of booking rules, any room can be booked for too long period by the same person.
- Poor understanding of meeting space use — no statistics.
- Waste of time — when you have to manually take each reservation requests, especially if a coworking gives free hours to members.
andcards provides a simple tool to automate meeting room booking system. It is available for all members on all popular platforms such as web, Android and iOS. You don't need to get distracted by your clients asking for a room reservation every 30 min 🤯
It comes with several configurations for your convenience.
Booking System Settings
A range of time when people can make room reservations. You can keep it from 00:00 to 24:00 as it is by default, but we recommend setting more realistic values. You don't want members to call you at night complaining that the door is closed. In addition, it is just more convenient to see reservations on the calendar view.
You may not want to allow people to make room reservations for the next year. Here you can set up the maximum time people can book ahead of today.
Turn off booking system for weekends or other days when your space is closed. It helps you to make sure people never book when you are closed and there are no complains about not informing them.
Require Booking Purpose
Want to know why people book rooms? You can use this information to analyze the usage and install additional equipment e.g. whiteboard when you notice members use the room for open team discussions.
Free Hour Credit System
Do your members have free hours to book meeting space? This is what "credits" are for.
It is important to provide limited access to meeting rooms even if it is unlimited in your space. People often make reservations and don't use them because they know if it is free and unlimited. Once you give them credits, members realize it's not unlimited, appreciate free hours more, and use credits carefully only when they actually need.
Members can have individual, as well as team shared credit balances. Of course, you can select a custom emoji symbol for your credits, for example: ⭐️, 💎, 💰 or any other.
Read more about andcards bonus credit system.
Give Credits Monthly
This feature works really great with membership plans. Once you assign a plan to your customer, they automatically receive credits with their plan. If a membership plan is purchased for a long time, say 1 year, this option becomes very useful to retain and reward customers on a monthly basis. When on, andcards will give credits every month instead of giving them all at once.
Meeting Room Settings
There are also some simple room-specific settings.
People may want to see if the room is suitable for them or not, especially if they are new in your space. Adding room image helps members make a better decision to book your space.
Give meeting rooms unique names so people can identify them more easily. Be creative and give some cool names like Mars, Venus etc.
Description helps to better understand the purpose of the room. You can also list available equipment, for example projector, monitor, whiteboard, WiFi password, as well as write specific booking rules and regulations.
A number of seats available in a meeting room.
It's always good to indicate seat count, so that one person doesn't book a 20-seat conference room for a one-on-one meeting.
Rooms may be free or cost money to use. Set an hourly price and start making money right away. Members will see an option to pay with debit or credit card at booking page.
Read more about in-app payments on andcards Suite.
Indicate the amount of credits needed to make a room reservation, and members will be able to pay with individual or team credit balances.
Read more about andcards bonus credit system.
Minimum and Maximum Reservation Time
This is an extra feature that helps utilize rooms fairly. Minimum time ensures nobody bookes a 100-seat conference hall for 15 minutes. Maximum time allows to prevent free room overbooking. Of course, andcards makes sure there are no 2 meetings at the same time in the same room. No fights with "I booked first"-like arguments anymore! 🥊
When members book meeting rooms, andcards can allow access to the room only within a booking time. Preventing unauthorized use of a meeting room is important when room booking is paid, to prevent people from just walking in and using it for free.
Read more about integration with access control.
Export to Calendar
Many people want to use a single calendar in order to see a schedule of the day. Want to see your bookings in your favorite calendar?
- Open the andcards suite app.
- Go to a "Profile" tab.
- Click on a "Calendar Sync" button.
- Follow the instruction right there 👉
Did you like this article? Check out even more:
⚙️ All set up with booking system? Start to automate meeting room booking at a coworking space
🤝 Interested to spend time talking to people rather than juggling spreadsheets? Read how to manage membership at a coworking space
📱 Want to run your space more efficiently? Check out 10 best apps for running co-working spaces
💅 Ready to add some style to your booking system? See what branded coworking software looks like.