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 — each with its own live day of booked and free times, and double-bookings prevented 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 each space's live availability, 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 on each space (projector, whiteboard, video), searched by Ask AI
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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 view for each space
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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 find the right space by building, floor or kind — and Ask AI searches capacity and amenities.
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.
Double-bookings are blocked automatically: a booking that overlaps a confirmed one on the same space is refused when you submit it. Each space's day view shows its booked and free times, and the AI agent suggests only spaces that are free at the time you ask for.
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.
