Bookings
Conference room and workspace reservation system.
Meet the agent
This app ships with a production AI agent — permission-aware, tenant-scoped, audit-logged, and governed by the Agent Development Lifecycle.
AI Bookings
Room search, availability, and gated booking from chat.
Overview
In Bookings, checking in to a reservation marks the room occupied for scheduling and, from the same record, updates a live occupant dashboard grouped by building, floor, and room. Facilities and security teams pull that dashboard up during an evacuation, filter to an affected building or floor, push a targeted alert to just those occupants, and export a roster for first responders.
Reservations cover any workplace resource — rooms, desks, parking, lockers, phone booths, AV gear, company vehicles, gym equipment — on one calendar that prevents double-bookings automatically. Confirmation and reminder emails attach a real calendar invite, not a plaintext link, so the meeting lands on the recipient's own calendar. The Ask AI agent can search, book, cancel, or reschedule a reservation from a chat message.
People book from wherever they already are. A tablet mounted outside a meeting room shows the day at a glance, takes a walk-up reservation, and shows a QR code that checks the holder in from their phone without signing in; a QR code posted at any space opens it on a signed-in phone to book it or check in; the mobile views cover booking, check-in, check-out, and cancellation on a small screen. Floor plans give each building and floor its map image, alongside the rooms listed on it. When a room is already taken, a waitlist tells the next person the moment the slot frees up and gives them a 15-minute head start to book it. Anything broken in the room — a dead projector, missing chairs, catering that never arrived — becomes a facilities work order tracked to completion against the reservation that raised it. Utilization, no-show, and post-booking rating reports show which spaces earn their floor area and which are standing empty.
See employees reserve rooms, desks, parking, lockers, and equipment from one real-time availability calendar, check in by QR code or kiosk, and admins track utilization and no-shows.
Highlights
Capabilities
Book Any Workplace Resource
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Meeting rooms
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Hot desks
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Parking spots
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AV equipment
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Company vehicles
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Amenity & equipment tags for search (projector, whiteboard, video)
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Per-resource capacity limits
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Hourly rate & cost tracking per space
Emergency & Workplace Safety
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Live "who is checked in where" occupant dashboard
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Targeted emergency alerts by building / floor (SMS, push, in-app)
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Occupant roster export for first responders
Check-In, Displays & Visitors
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QR code check-in and check-out (per booking and per space)
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Kiosk / mobile self check-in
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Tablet room-display devices mounted outside rooms
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Quick-book an open room from the tablet display
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Auto-release no-show bookings back to the pool
Booking Workflow
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Real-time availability calendar view
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Double-booking conflict prevention
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Unique booking reference generated on create
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Reschedule / move a booking to another room
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Cancellation with configurable notice window
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Waitlist with auto-notify when a space frees up
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Meeting service requests (catering, AV, cleaning) per booking
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Purpose, notes, and attendee-count fields
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Admin bulk cancel / delete
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Calendar invite (.ics) attached to confirmation & reminder emails
Floor Plans & Wayfinding
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Floor plan image upload per building / floor
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Wayfinding view for everyone who can open Bookings
Occupancy, Feedback & Analytics
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Campus dashboard with live occupancy
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Occupancy sensor data integration
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Space utilization report (configurable period)
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Booking trends (by day, resource type, status)
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Space performance & no-show report
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Post-booking space ratings and issue reports
AI Agent (Ask AI)
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Natural-language room search and booking via chat
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Check availability, book, cancel, reschedule via chat
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Admin toggle to disable the AI agent per business
Limits & Specs
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Advance booking window (default): 30 days (admin-configurable)
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Max bookings per user per day: 3 (admin-configurable)
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Max booking duration: 8 hours (admin-configurable)
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Minimum booking duration: 15 minutes
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Cancellation notice window: 2 hours before start (admin-configurable)
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Check-in window: Email link and room-tablet QR: 15 min before to 30 min after the start; a space's posted QR and the booking page: 15 min before the start until it ends
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Pricing: Pay-as-you-go in packs of bookable spaces that follow your count; no per-user fee
Use cases
FAQ
Meeting rooms, hot desks, parking spots, lockers, phone booths, AV equipment, company vehicles, and gym equipment. Each resource carries a capacity, amenity/equipment tags, and building/floor/location details so people can filter to the right space.
Bookings is pay-as-you-go and available to every tenant with no license decision. You are billed for the bookable spaces you put under management, in packs that follow your count — the pack moves up as you add spaces and down on the 1st when you have fewer, and the price per space falls as packs grow. There is no per-user fee. Archived resources are free.
The system blocks double-bookings automatically. If a time slot is already taken the space shows as unavailable for that window, and the availability calendar and AI agent only offer free rooms.
Yes: a 30-day advance window, a maximum of 3 bookings per user per day, and an 8-hour maximum duration (12 hours for desks, parking spots and lockers) — admins adjust all three in Bookings settings. The 15-minute minimum is fixed.
Not yet. Each reservation is booked individually today; there is no repeat pattern for standing meetings or regular desks.
Not as a live, two-way sync — changes made in Google or Outlook do not reach Bookings. Every confirmation email carries a calendar invite (.ics) that puts the booking on the holder's Google, Outlook or iCal calendar; a reschedule re-sends the invite so the calendar updates, and a cancellation removes it. Bookings also appear on the OneMango Calendar.
Four ways: the Check In button in their confirmation email, or the QR code on the tablet mounted outside a meeting room — neither needs them to sign in — or the QR code posted at the space, which opens it on their signed-in phone, or the booking's own page. The email link and the tablet QR work from 15 minutes before the start to 30 minutes after; the posted QR and the booking page from 15 minutes before until the booking ends. No-show bookings can be auto-released back to the pool so the space is not held — never a room a Calendar meeting or an appointment holds.
Bookings reserves physical resources (rooms, desks, parking, equipment) and prevents conflicts on them. The Calendar app handles events and schedules; a Calendar meeting can hold a Bookings room for each of its dates, and that room is then changed or released from the meeting. Guest Pass manages external visitors, but it isn't connected to Bookings today — the two are separate apps.
Bookings doesn't have a visitor-invite flow today, and it does not create a Guest Pass on your behalf. Hosts who need front-desk access for an external guest register them separately in the Guest Pass app.
