Add a room

This walkthrough explains how to create a bookable meeting room, assign its physical location, specify capacity ranges, and configure booking policy rules.

1. Open Standard Rooms

In the management console, open Resources and select Standard Rooms.

2. Create the room record

Click Add to begin:

• On tenants with calendar integrations connected, Add opens a selection menu. Choose Offision calendar for standard internal rooms. To sync an external mailbox, see Sync rooms from Microsoft 365.
• Enter a Name for the room (such as Boardroom 3A) and click Save.

The new room appears in the table. Click the row and select Edit to open the full configuration editor.

3. Configure location, capacity, and amenities

On the Basic tab, configure the room specifications:

• Location: Select the building and floor, then position the room on your floor plan. For placement details, see 3D map assignments or Classic map (legacy) assignments.
• Category: Select the room type (such as Conference Room, Huddle Room, or Boardroom).
• Capacity: Enter the maximum seating headcount. Click Range to set an optional minimum capacity (such as 4–8 people), which refines smart search suggestions without blocking smaller bookings.
• Size: Enter the optional room floor area with unit selection (m² or ft²).
• Amenities: Tag available equipment (such as video conferencing units, whiteboards, or microphones) so employees can filter by feature.

4. Configure booking policies and team spaces

Switch to the Policy tab:

1. Ensure Booking settings is enabled. If this switch is turned off, the space cannot be reserved by anyone and will not appear in the user app.
2. Configure optional policy links:
   • Policy: Assigns reservation rules such as booking windows, maximum lengths, and check-in deadlines. See Resource policy reference.
   • Resource quota policy: Limits total monthly booking hours per user.
   • Booking Form: Collects custom fields during checkout (such as meeting purpose or billing codes).
   • Team space: Restricts access to specific departments. If left blank, all employees can reserve the room. See Give a department its own rooms.
3. Click Save to apply changes.

5. Verify room availability in the user app

Log in to the Offision user app with a standard employee account:

1. Search for the room by name or browse the building floor plan.
2. Verify that capacity, amenities, and photos appear correctly.
3. Submit a test booking.

If the room cannot be found, confirm that Booking settings is enabled and verify that your user account is a member of the assigned team space.

Bulk import rooms via spreadsheet

To add or update rooms in bulk:

1. Click Import at the top of the room list.
2. Download the template (With current resources to edit existing items or Empty template to add new rooms).
3. Populate the required ID, multilingual names, and capacity columns.
4. Upload the spreadsheet to review the preview table, then confirm the import.