Add resource
Create a bookable meeting room or hot desk, put it on a floor, and switch it on for booking. Adding it takes a name and nothing else. About ten minutes.
1. Open Standard Rooms, or Hot desks
They are the same screen. A room and a desk are one kind of thing in Offision, separated by a type and one field: a room has a capacity and a desk does not. Everything else in this article applies to both, so pick whichever list you are here for and read on.
Open Standard Rooms Open Hot desks2. Add it — the name is all it asks for
Add opens a small panel with a single Name field, already filled in with the next number in the list — Room 6, Desk 3. Change it or accept it.
Add asks for a name and nothing else.
Save creates the resource and closes the panel. It does not open the settings, and nothing announces that it worked beyond a new row in the list. That is the point people most often think it failed and add a second one — check the list before clicking Add again.
With an integration connected, Add asks which kind of room first.
3. Open the row and fill in Basic
Click the new row, then Edit. The editor has its pages down the left — Basic, Policy, Service, Advanced, then Out of service period and Information — with the resource’s photo above them rather than on a page of its own.
Location is the field to get right, and it is not a text box. It opens a picker: choose the building, then the floor, then click the room’s area or a point on the floor plan. That placement is what puts the resource on a floor plan, filters it by floor in the user app, and lets people find it from a map.
Basic, with the Location picker that puts the resource on a floor.
The rest of the page:
| Field | Worth knowing |
|---|---|
| Name, Description | One value per enabled language. A blank one falls back to English |
| Category | Its options are filtered by resource type, so a room’s categories are not a desk’s |
| Capacity | Rooms only. Required, and it is what “fits 8 people” searches match. A desk has no capacity at all |
| Amenity | What the room has — projector, whiteboard, microphone. People filter on these |
| Business hour | The hours this resource may be used at all, on top of any booking policy |
| Access ID | The handle a spreadsheet uses to name this resource on import |
4. Switch it on for booking
Open Policy. The first thing to look at is the Booking settings toggle, because it decides whether the rest of the page exists.
Booking settings off replaces the rest of Policy, and all of Service.
Turn it off and everything below it — plus the whole Service page — is replaced by This resource will not be available for booking. That is the setting to reach for when a space exists but nobody should be claiming it, and it is also the first thing to check when a resource refuses to appear in the user app.
With it on, four pickers decide how the resource behaves. None of them is required, and all four point at shared objects rather than settings on this resource, which is why a room you have not touched still obeys rules:
- Policy — the booking window, check-in, no-shows, approval. This is the big one, and it is documented in Booking rules reference.
- Resource quota policy — how much of this resource one person may claim.
- Booking Form — the extra fields people fill in when booking it.
- Team space, at the top of the page — “Decide who can reserve the resource”. A resource on no team space is bookable by everyone, which is the default for everything you create here. See Give a department its own rooms.
Suggestion Priority is the odd one out: 0 (Lowest) to 5 (Highest), nudging this resource up or down when Offision suggests a room. It changes nothing about whether a booking is allowed.
Save. One save covers every page.
5. Check it worked
Do not check in the admin console. It shows you every resource whatever state it is in, so a room that is invisible to your colleagues looks perfectly fine there.
Open the user app’s resource finder, search for the resource by name, and book it. If it does not come back:
- Booking settings is off — step 4.
- It is on a team space you are not a member of. That is intended behaviour, and it is worth confirming with an account that should have it.
What this does not cover
- The panel outside the door is a separate device with its own setup — the room does not create one.
- Approval is set on the booking policy, not on the resource — see Require approval before a room is booked.
- Combine rooms, equipment, parking spaces and assigned seats are added from their own pages. They share this form, but each has fields this article does not cover — for a room made of other rooms, see Combine two rooms into one bookable room.
- Adding many at once is the Import button beside Add, which takes a spreadsheet keyed on Access ID.