Meeting Rooms in HostedSuite allow centers to define, configure, and manage room availability, visibility, booking rules, and billing behavior for internal and client use. This guide walks through how to properly set up and manage Meeting Rooms to ensure seamless scheduling and accurate billing.
What Are Meeting Rooms?
Meeting Rooms represent physical spaces within a center that can be booked. They differ from Services, which define how these rooms are billed, and from Resources, which may include bookable equipment.
Creating a New Meeting Room
To create a meeting room:
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Go to Scheduling > Meeting Rooms
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Click Add New or select an existing room to edit.
Fields to Fill Out When Creating a Meeting Room
When adding a new meeting room in HostedSuite, you'll need to complete the following fields
| Field | Description |
|---|---|
| Center | The location where this meeting room is available. |
| Name | Public-facing name of the meeting room. |
| Internal Name | An optional internal label. Enable Show Internal Name in Scheduler to display this to staff only. |
| Visibility | Controls whether the meeting room is visible in the client scheduler. |
| Order in Scheduler | Determines the room’s position in the scheduling list. |
| Capacity | Maximum number of attendees. |
| Min Booking Duration (minutes) | Minimum duration a client can book the room for. |
| Teardown Duration | Buffer time (in minutes) after a reservation for cleanup or reset. |
| Double Booking Policy | Defines whether overlapping bookings are allowed. |
| Max Concurrent Bookings | Used when double booking is allowed; sets the maximum simultaneous bookings. |
| Scheduling Notice | Minimum notice required before a reservation can be made. |
| Composite Meeting Rooms | If this room is a larger space made up of smaller rooms, select the individual rooms it includes. Booking this room will automatically block all selected components. |
| Available Resources | Link any associated resources (e.g., projectors, screens) that should be reserved along with this meeting room. |
| Categories | Assign categories to help organize rooms and enable easier filtering in the scheduler. |
| Business Hours | Set specific hours of availability for this room. These override the center’s default business hours if configured. |
| Description | Optional notes or context for internal use or client reference. |
| Custom Fields | Add extra fields to capture specific data needed for this meeting room (e.g., preferred layout, special equipment, etc.). |
| Billing | Assign a Bill As Service to ensure the room is linked to the correct billable service for invoicing. |
Linking to a Billable Service
Each meeting room must be linked to a Service under its Bill As Service setting to ensure proper billing. Services are created in Billing > Services and can reflect different pricing models (e.g., Small, Medium, or Large Conference Rooms).
🔁 Tip: Use parent-child services to group different room types and apply shared allowances across all of them.
Best Practices
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Use internal names for staff-facing details (e.g., equipment or layout info).
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Always set a teardown duration if the room requires reset time between bookings.
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Use composite meeting rooms to prevent double-booking of shared physical spaces.
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Regularly review business hours and visibility settings to ensure availability aligns with operational policies.