Which form a booking uses

A booking form is composed from the built-in fields plus your own, and a site runs several. Three routes decide which one a given booking gets, which is why a form can change halfway through and take a filled-in answer with it.

Updated 20 Aug 2026

A booking form can change while somebody is filling it in. They open it, answer a question, pick a room — and the question is gone. Nothing has broken: the form they started on was not the room’s form, and the moment the room was chosen it was replaced.

Before a room is picked: the questions come from the default display form.

After: the room's own form has taken over, and it asks different questions.

A form is something you compose

Start from the built-in fields, switch off the ones your organisation never asks, drag the rest into the order you want, rename the ones whose wording does not fit, and add fields of your own.

Two field lists side by side, with an arrow between them labelled you edit it. The left one, headed Built in, lists Booking purpose, Title, Period, Resources, Online meeting, Attendee and Notes; Online meeting and Notes are struck through and carry a red minus, and Attendee is marked with an orange up arrow. The right one, headed Your form, lists Booking purpose, Title, Attendee moved up, then two new blue rows carrying a plus and a field-type chip — Cost item tagged Autocomplete and Project ID tagged Text — then Period and Resources. A legend names the three colours: Removed, Reordered, Yours. — Drop the fields you do not ask for, move the ones that matter to the top, and add your own.

A form is then assigned to resources, and a site can have as many forms as it has kinds of space — one for chargeable meeting rooms, one for hot desks, one for everything else. Every field on each of them is documented in the form fields reference.

Open Booking form

Three routes, tried in order

A cascade of three steps, each falling to the next. First, a purple clipboard mark reads Booking purpose, Override booking form, and its outcome is that form only. An arrow labelled no override drops to a blue pair of overlapping door marks reading Selected rooms, each room brings its own form, whose outcome is both, merged. An arrow labelled nothing selected yet drops to a grey star reading Default display form, one per site, until a room is picked, whose outcome is the starred form. A red band across the bottom reads: override on with no form chosen, no extra fields at all. — A booking purpose override wins outright; otherwise the selected resources decide; otherwise the default display form.

A booking purpose carrying Override booking form wins outright. That form replaces everything else, and it is set on the purpose rather than on the form.

A booking purpose, with Override booking form turned on.

Otherwise the selected resources decide. Selecting several merges their forms rather than picking the strictest, so a booking spanning a room and a parking space asks everything either of them asks, each question once.

Otherwise the default display form. At most one form per site can hold it, and it is what somebody sees before they have picked anything. That is the switch behind the two screenshots at the top of this page — and the reason an answer already typed in can vanish.

Open Booking purpose setting

What this does not control

Who may book at all. Team spaces and resource policies decide that — see the booking rules reference. Nothing here changes who can reach a resource.
Whether approval is needed. That is the resource policy, not the form.
Whether the Host field appears. Also the resource policy: the form only carries that field’s name.
What a panel or signage shows as the booking’s title. A field can be promoted into the panel title, but that is set on the player configuration.
Visitor forms. Visiting has its own form builder on its own screen, and the two never share fields or data sets.