Which form a booking uses
Learn how Offision resolves booking forms from custom fields and built-in controls, how the three-tier resolution hierarchy selects the active form, and why switching rooms can alter form fields.
When an employee opens a booking dialog, answers a custom question, and then selects a specific meeting room, the question may suddenly disappear or change. This behavior is expected: before a resource is selected, the dialog displays your tenant’s general default form. Once a room is chosen, the dialog automatically replaces it with the room’s dedicated booking form.
Before selecting a resource: fields originate from the site's default display form.
After selecting a resource: the form switches to the resource's assigned custom form.
Composing custom booking forms
A booking form combines standard built-in fields with custom extra fields configured for your organization. You can:
- Hide unnecessary built-in fields.
- Reorder fields to prioritize important details.
- Rename field labels to match your corporate vocabulary.
- Add custom text fields, dropdown selectors, checkboxes, or cost center lookups.
Tailor forms by disabling unused standard fields, rearranging remaining inputs, and adding custom extra fields.
Forms are assigned directly to resources. You can create distinct forms for specialized spaces — such as an executive boardroom requiring billing codes, a training lab requesting AV requirements, and a streamlined form for hot desks. For field-by-field specifications, see the Form fields reference.
Open Booking formForm resolution hierarchy
When a user creates or edits a booking, Offision resolves which form to display using a strict three-tier sequence:
Form selection order: purpose overrides take highest precedence, followed by merged resource forms, and finally the default display form.
-
Booking Purpose Override (Highest Precedence): If the selected booking purpose has Override booking form enabled, that designated form overrides all others completely.
Enabling Override booking form on a booking purpose.
-
Selected Resource Forms (Merged): If no purpose override applies, the form assigned to the selected resource takes effect. If a single booking includes multiple resources (such as a meeting room and a parking space), Offision combines all unique custom fields from their respective forms. Each unique question appears exactly once.
-
Default Display Form (Fallback): If no resource has been selected yet, or if the selected resources do not have a custom form assigned, the site’s Default display form is shown. Only one form per site can hold this designation.
How answers are stored or discarded
When a booking is saved, Offision only retains answers to fields present on the resolved form. If a booking previously contained answers to questions that no longer exist on the newly assigned form (for example, following a room change or spreadsheet re-import), those extraneous answers are discarded permanently upon saving.
Open Booking purpose settingWhat booking forms do not control
- Access permissions: Whether a user is permitted to reserve a space is governed by team spaces and resource policies — see the Booking rules reference.
- Approval workflows: Managerial reviews and approval policies are defined in resource policies, not form definitions.
- Meeting hosts: While forms control whether the Host field appears, the resource policy must also allow host assignments.
- Digital signage and panel titles: Which field serves as the title on door displays is configured in player device settings.
- Visitor forms: Reception check-in forms are built independently in the visiting module and do not share fields with booking forms.