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Create Meeting Spaces

Step-by-step on creating and configuring a meeting space — operational mode, amenities, availability, business hours, pricing, deposits, and notifications.

What you'll learn​

  • The three operational modes — ZenSpace Only, Hybrid, Third Party
  • Naming the space, slug, internal ID, capacity, and space type
  • Adding amenities, description, notes, thumbnails, and floor images
  • Address, indoor location, and area (sq ft / sq m)
  • Availability window, min/max booking duration, advance booking
  • Slot duration, cleaning & maintenance buffer, instant + recurring bookings
  • Business hours (quick 9–5 fill)
  • Pricing model — Pay-as-you-go vs Pre-booking + refundable deposit
  • Display order, activation, public visibility, notification toggles
  • Reviewing and creating the space
  • Tabs after creation — Overview, Pricing, Dynamic Pricing, Policies, Calendar, Timeline, Connectivity, Notifications, Webhooks (events + time offsets)
Read the transcript

00:00 — This tutorial explains how to create and manage meeting spaces within the ZenSpace platform. You will learn to configure various settings to optimize booking and usage of your meeting spaces.

00:11 — In the last video we saw how to create a group. Now we have created a group called First Floor. In this video we will see how to create meeting spaces.

00:19 — Click on the Create Meeting Space option. We see three different operational modes: ZenSpace Only, Hybrid, and Third Party.

00:31 — ZenSpace Only mode extensively manages all your bookings inside ZenSpace. Hybrid mode allows you to manage bookings with your existing software — bookings sync both ways. Third Party Only mode means ZenSpace does not manage any bookings; all data is managed by the external software.

01:21 — This video shows how the ZenSpace Only meeting space can be created.

01:26 — Assuming I have four meeting spaces on the first floor, I name the first one "Meeting Space One". A user-friendly slug is auto-generated. You can optionally add an internal ID (not shown to users at booking time) — for example, "First Floor Meeting Space One".

02:02 — Capacity of 4 people. Space type — meeting room.

02:19 — Amenities — Wi-Fi, TV screen, sound system, parking. Add as many as you have.

02:38 — Add a description and optional internal notes. Then thumbnail, gallery images, and floor images.

03:18 — Time zone is inherited from the group. Add the address (e.g., "Room 201, first floor"), optional indoor location, and the area (150 sq ft auto-converts to sq m).

03:47 — Set the availability window — e.g., bookable until June 24th, 2026. After that date, no new bookings.

04:23 — Minimum booking time (1 hour), maximum (2 hours, or None for no limit). Advance booking policy (e.g., 15 days). Slot duration (1 hour).

05:09 — Cleaning & maintenance — enable "Cleaning required" to notify staff after each booking. Add a buffer (e.g., 10 minutes) automatically blocked after each booking — no one else can book in that window.

06:06 — Instant booking, recurring booking, and business hours — click Fill All Days (9-5) to auto-fill weekly hours.

06:32 — Pricing — free or chargeable. $30 per hour, pre-booking mode. Pay-as-you-go vs Pre-booking explained. Refundable deposit option.

07:15 — Display order = 1 (appears first). Activate, make public, send notifications for confirmation + reminders.

07:44 — Review screen → click Create meeting space.

08:11 — After creation: Overview, Pricing, Policies, Calendar, Timeline, Physical Space Connectivity (virtual space — no IoT; that's covered in ZenEdge), Notifications, Webhooks.

10:17 — Webhooks — add a URL, the API will call this webhook on events. Subscribe to events (booking created, space updated, etc.) with optional time offset (negative = before, positive = after). Add as many events as needed.

11:27 — This tutorial covered creating and managing meeting spaces including modes, amenities, booking policies, pricing, notifications, and integrations.