Meeting rooms fill up fast, and a few no-shows or double bookings can throw off a whole day at the front desk. Flex gives you controls that determine who can see each room, when members can book it, how much a booking costs, and whether an unclaimed slot is freed up again. Set these once, and the rules run on every booking, so you spend less time referring to the calendar and more time running the space.

These settings live in two places. Room-level options (visibility and booking availability) are available for each room under Space > Meeting Rooms. Organization-wide behavior (booking duration, cancellations, business hours, and pricing) is located under Settings > Calendar. This article walks through both.

You need admin access to the Admin Portal. Booking prices, off-hours rates, and discounts are configured through resource rates, so it helps to have your resource rates set up first. Check-in and recurring booking rules apply through booking policies, and check-in itself happens on the Rooms App.

The date and time culture decides how dates and times read across your organization, including the clock format members see when they book. Set it before you fine-tune anything else, since it affects every other setting on this list.

To change the date and time culture for your organization:

The Date/Time Culture setting also drives how time is displayed in the Rooms App. Pick a culture that uses a 24-hour clock, and the Rooms App shows time in 24-hour format. Changing the local date or time on the device does not change what the Rooms App displays.

Room visibility decides who can see and book each room. Some rooms are open to everyone, and some belong to a single team or company, so you set this per room rather than for the whole space.

The Calendar & Bookings settings shape how bookings behave across the whole organization: how durations are rounded, what happens to unapproved bookings, and how much booking detail other members can see. These apply everywhere, so a change here affects every room.

Go to Settings > Calendar > Calendar & Bookings. From there, you can configure a few behaviors:

The same page also holds Company details and Member details, which control which properties show in the booking dialog, and Make "Select Member" a required field, which forces admins to pick a member on every new booking.

If you don't want members booking rooms at 2 AM, you can hold bookings to your space's working hours. You decide which members the restriction applies to, so you can keep the space open to some and closed to others outside business hours.

The business-hours part of the restriction applies only to time-based resource bookings, such as meeting rooms. Closed days and workdays affect all bookings.

A late cancellation ties up a room nobody uses. Cancellation policies let you charge a fee when a member cancels too close to the start time, and you can set different rules for different rooms or booking types.

To manage your cancellation policies:

For information on how fees are calculated and applied, see booking cancellation policies.

Booking policies cover two rules that reduce no-shows and support regular use: requiring a check-in and allowing recurring bookings. You set them in one place, and they apply to the bookings you scope them to.

To manage your cancellation policies:

Pricing and credits decide what a booking costs and who books for free. A room's price is determined by the resource rate you assign to it, and credits are assigned from the member's plan.

Can I make a room visible to only some members?

You can restrict a room to specific members, so only they can see and book it. Go to Space > Meeting Rooms, select the room, open the Calendar tab, and set Privacy to Limited, then add the members who should have access. Leave the member list empty, and the room is available only to admins.

Can I stop members from booking outside business hours?

You can prevent members from booking outside your working hours by enabling the business-hours restriction. Go to Settings > Calendar > Business Hours, set your workdays and hours, select Restrict outside business hours bookings, then select Active Members, Non-Active Members, or both, and click Update.

What happens if a member doesn't check in?

A booking with Require check-in turned on is automatically canceled if no check-in is recorded by the deadline. The room then frees up for other members, which is the point of the setting: it clears no-shows without anyone at the front desk having to step in.

What's the difference between room privacy and booking privacy?

Room privacy and booking privacy control two different things. Room privacy decides who can see and book a room. Booking privacy hides the details of who booked a room from other members, even on rooms that everyone can book.

How do I keep unapproved bookings from cluttering the calendar?

Automatic tentative booking cancellation removes unapproved bookings after a set time. Turn it on under Settings > Calendar > Calendar & Bookings, and set how many hours before the start time an unapproved booking should be canceled. If you leave the field empty (set to never), unapproved tentative bookings stay on the calendar until someone acts on them.

Do recurring bookings block the room the same way single bookings do?

Recurring bookings block availability the same way single bookings do. Each occurrence of an admin recurring booking shows on the calendar as "Block from Parent Booking" and stops members from booking that room, date, and time in the Member Portal and the mobile app. If you see an overlapping booking slip through, check whether it came from a third-party tool built on the API rather than from OfficeRnD's own portal or app.

Can members create recurring bookings?

Members can create recurring bookings once you turn on Allow Recurring Bookings in the booking policies. The rule applies to the bookings you scope the policy to.

How do I give members credits for room bookings?

You give members booking credits either through their membership plan or by adjusting their credits by hand. Credits let them book rooms without being charged until the credits run out.