Meeting Spaces

Create New Meeting Space

📸 Step 1: Basic Info

Step 1 of 6. Operating Mode is required and decides how much of the rest of the form applies — Zenspace Only manages bookings entirely through ZenSpace; Hybrid syncs bookings between ZenSpace and external calendar systems; and Third Party Only means the space is managed externally, so only the operating mode is needed and the space is created straight away.

Room Name and Slug identify the space, Internal ID is an optional private reference never shown to guests, Capacity is required and is used to filter search results, and Space Type sets the category label and icon guests see when browsing. Amenities, a public Description, and internal Notes follow.

Thumbnail Image is cropped to 1:1 (at least 800 × 800 px, 1200 × 1200 px recommended), Images take square photos at the same sizes, and Floor Image has no fixed aspect ratio with 1600 × 1200 px recommended. Route: /meeting-spaces/create

📸 Step 2: Location

Step 2 of 6. Every field on this step is optional. Time Zone is inherited from the organization and locked here — every booking time, business hour, and availability window for the space is read in this zone, and it is changed under Settings → Organization. Floor, Room Number, and Indoor Location are wayfinding hints shown on the booking and listing pages. Area can be entered in either square feet or square metres, and the other unit fills in automatically.

📸 Step 3: Policies

Step 3 of 6 sets Booking Policies. Start Date and End Date bound when the space can be booked and must sit inside the parent group’s availability window. Minimum and Maximum Booking Duration bound a single booking, Advance Booking limits how far ahead guests can book, and Slot Duration sets the size of each bookable block.

Cleaning & Maintenance offers a Cleaning Required toggle that unlocks a Maintenance Duration buffer after each booking. Booking Options carry Allow Instant Booking, Allow Recurring Bookings, and Allow Full-Day Booking — the last letting guests book the whole business-day window, which becomes an approval request if the day is already taken. Business Hours is required and starts empty, offering Fill All Days (9-5) or Add Single Day, with Add Entry and Fill All Days actions in the header.

📸 Step 4: Pricing

Step 4 of 6. A Free toggle marks the space as free and disables the remaining pricing fields. Base Hourly Rate is the whole-dollar price per hour, and Full Day Rate is a flat full-day price that auto-calculates from the hourly rate multiplied by business hours when left empty. Pricing Mode currently offers Pre-Booking only, with Pay As You Go noted as coming soon.

Deposit Settings hold Deposit Required, which unlocks the fields beneath it, Deposit Refundable for return after a clean checkout, and the Security Deposit amount held at the time of booking.

📸 Step 5: Additional Settings

Step 5 of 6. Display Settings set the Display Order and the Active master switch — while Active is off, nobody can book the space and it disappears from every listing.

Public surfaces control how visitors see and interact with the space, and any combination of modes can be enabled: Listed on public pages governs whether the space appears when visitors browse, and turning it off keeps the space reachable only by its direct link; Book allows direct booking and carries a Booking type of Hourly, Full day, or Both, where choosing a full-day option turns on Allow Full-Day Booking in Booking Policies; View only shows availability without allowing any action; and Submit a request routes visitors through admin approval.

Notification Settings cover Send Booking Confirmations and Send Booking Reminders, the latter taking a lead time in minutes.

📸 Step 6: Review & Submit

Step 6 of 6 presents a read-only summary before the space is created. Basic Information covers Room Name, Internal ID, Capacity, Space Type, Operating Mode, and Status. Location & Details shows Time Zone and Indoor Location. Policies lists minimum and maximum duration, maximum advance booking, maintenance duration, auto-confirm, recurring bookings, cleaning, and the Business Hours configured for each day of the week.

The remainder of the review covers Pricing — the free-space flag, base rate, pricing mode, and whether dynamic pricing is enabled — and Additional Settings, showing display order, active status, the enabled public surfaces, booking confirmations, booking reminders, and staff notifications. Back returns to the earlier steps; Create Meeting Space commits.

Meeting Space Detail Tabs

📸 Overview Tab

Space overview showing the space name with its status badge, the Booking App and Edit actions, and the tab row — Overview, Pricing, Policies, Amenities, Calendar, Timeline, Connections, Physical Space, Access, Notifications, and Webhooks.

Beneath the space photo sit summary tiles: Today (bookings today), Collected (net of vouchers and refunds for today), Utilization (today against total), and the current Status. A second row reports Previous Status, Next Status, Total Bookings, and Next Available.

Live activity lists recent booking events for the space over a selectable time range, each tagged with its state — Confirmed, Checked in, Pending, or Cancelled — and refreshed live.

Scrolling down the Overview tab: the Basic Information card shows the ID with a copy action, Name, Code, Capacity, Space Type, Operating Mode, Status, and Area in both square feet and square metres. My Access To This Space follows, reporting the signed-in user’s access link for the space, or stating that no access link exists. Route: /meeting-spaces/:id

📸 Pricing Tab

Pricing Configuration summarises the space’s base rates, deposits, and dynamic pricing settings: Base Price per hour, Full Day Rate — which may read Auto (hourly × business hours) where no explicit rate is set, Pricing Mode, a Dynamic Pricing status with an enable toggle, and whether a deposit is required.

Below it, Dynamic pricing rules configures pricing based on dates, times, and recurrence, with the current base price shown at the right. Add Pricing Rule creates a rule, and a search field and refresh control sit above the list; where no rules exist yet, an empty state invites the first rule to be created. Route: /meeting-spaces/:id → Pricing

📸 Policies Tab — Booking Policies

Booking Policies card showing duration limits, buffer times, and approval settings: Available From and Available Until, Max Advance Days, Min Duration, Max Duration, Booking Increment, Maintenance Duration, Requires Approval, Auto-Confirm, Allow Recurring, and Cleaning Required.

Scrolling down the Policies tab: Full-Day Booking reports whether guests can book the entire business-day window for a single date, and what happens if the day is already booked — shown here as becoming an approval request awaiting an admin decision.

Booking Access Retry and Cancellation Policy each carry a Using organization default toggle. While the toggle is on, the space follows the organization default and that policy is displayed read-only — for Booking Access Retry, the retry interval, how long retries continue, what happens if they keep failing, and whether the pending email is enabled. Toggling off allows the space to override the organization value, and each section commits with its own Save Changes.

📸 Amenities Tab

View and manage the amenities assigned to the meeting space, shown as badges with their icons. Where no amenities have been assigned, the tab shows an empty state. Amenities are set on the space’s Basic Info step. Route: /meeting-spaces/:id → Amenities

📸 Calendar Tab

The Calendar tab carries Calendar, Bookings, and Unavailability sub-tabs. Calendar View manages bookings, availability, and business hours, with Business hours and Availability window actions in its header.

Navigation offers previous and next arrows, Today, the visible date range, and Month / Week / Day switching. The grid shades available time, bookings, and unavailable periods according to the legend beneath, which is followed by a total events count broken down into bookings and unavailable entries.

📸 Calendar Tab — Business Hours

The Business hours action opens a modal listing each day of the week with its configured open window and Edit and delete controls, plus Delete All and Replace All actions at the top. A confirmation panel beneath reports when business hours have been set for all seven days.

📸 Calendar Tab — Availability Window

The Availability window action adjusts when the meeting space can be booked, taking an Available from and an Available until date. A note explains the range controls how far in advance bookings can be scheduled; Save changes commits.

📸 Calendar Tab — Add Space Unavailability

Clicking a free slot on the calendar opens a modal with Maintenance and Booking tabs. On the Maintenance tab, Title is required and appears on the calendar in place of a booking; Reason (e.g., Maintenance) drives the colour and icon on the calendar and groups the block in reports. Description is optional internal context — guests only see that the space is unavailable. Date and Time Range set the window, and slots already taken by a booking cannot be selected; changing the date clears the time range. A Recurring option repeats the block on a schedule instead of blocking a single date.

📸 Calendar Tab — Add Space Booking

Switching to the Booking tab creates a booking directly from the calendar. Organizer Details takes Name (shown on the calendar and in confirmation emails), Email (where confirmations and reminders are sent), an optional Phone behind a country-code selector, and an optional Company. A Full-day booking option books the entire business-day window for the selected date — the server derives the time range and price, and conflicts must be overridden if the day is already booked. Mark as free booking skips the payment step, setting status to completed and payment status to paid.

📸 Calendar Tab — Add Space Booking: Amount & Slot

Scrolling the same modal reveals a Voucher field with an Apply action, the resulting Booking Amount and Total to Pay, and the Date and Time Range controls for the slot.

📸 Calendar Tab — Bookings Sub-tab

The Bookings sub-tab scopes the booking list to this meeting space. Four tiles report Total Bookings (matching the current filters), Cancelled with its share of all bookings, Pending Bookings (holding a slot until payment, not confirmed), and Net Collected including cancellation fees with a "How this is calculated" disclosure. A search field, Export and refresh actions, and filter dropdowns for mode, status, payment, group, space, and dates sit above the table. Each row shows the Meeting Space with its group, Date & Time, Status, a Payment block (payment status, payment mode, Total charged and any Total refunded), and the Organizer, with View and an overflow menu.

📸 Calendar Tab — Unavailability Sub-tab

The Unavailability sub-tab lists the blocks recorded against this space with columns for Title, Reason, Start, End, and Recurring, each row offering Edit and an overflow menu. Automatically generated maintenance windows appear here too — for example Pre-booking and Post-booking maintenance entries created around bookings.

📸 Timeline Tab

Status Timeline shows the live history of status changes for the meeting space over a selectable time range.

Each entry records the transition — for example Reserved to Available, or Available to Not Available — with its timestamp and relative time, what triggered it (a booking start or end job, a lock unlock, or a business-hours day start or end), the related booking where one applies, and whether the change was made by the System. Entries are paginated with a total status-change count.

📸 Connections Tab

Manage calendar and third-party tool connections used to sync bookings for this meeting space. Where nothing is connected, the tab shows a No Integrations Connected empty state. Route: /meeting-spaces/:id → Connections

📸 Physical Space Tab — Not Connected

Before any ZenEdge session exists, the tab shows a Connect to Physical Spaces banner with a Connect Now action, and an empty state explaining that a ZenEdge API key is needed to connect this meeting space with physical rooms. Once connected, spaces can be browsed and mappings created.

📸 Physical Space Tab — Connect to Physical Spaces Modal

Connect Now opens a modal asking for the ZenEdge API Key. A note explains that the raw key is only used to create a session and is not stored locally, and that the session token expires automatically. Cancel discards; Connect opens the session.

📸 Physical Space Tab — Connected & Create Mapping

With a session active, a Physical Space Access Ready banner reports how long the access lasts, with a Clear action to end it early. Choose a physical space loads the available ZenEdge spaces into a picker with a Refresh action; selecting one shows its Physical Space name, Space ID, and Existing Mappings count. Map this virtual space then takes a required Mapping period (bounded by the allowed date range shown beneath), and a Mapping summary confirms the virtual space and physical destination before Submit creates the mapping.

📸 Physical Space Tab

Links the virtual meeting space to a physical space in ZenEdge. Where a mapping already exists, a banner reports Physical Space Already Linked with an Unlink First action, and the Current physical space card is badged Active.

The card shows the physical space code with the Start and End dates of the mapping window and confirms whether that window is currently active, alongside the Space ID and the Mapping ID. A new mapping can only be created once the existing one is unlinked.

📸 Access Tab — Access & Device Controls

Access & Device Controls shows the live door PIN, unlock, and any device controls for this room. The My Access & Controls panel (with an Active badge and a Refresh action) lists the signed-in user’s controls as one card per resource, each badged with its type. A Wifi Hotspot card shows the network name and a copyable WiFi access code with instructions to connect and enter it; a Door card shows the access PIN as individual digits with a copy control, a note to enter it at the door keypad, and Unlock and Lock buttons. If the room has no physical door or device mapped, a "No physical device" empty state is shown.

📸 Notifications Tab — Members & Notifications

Members are the notification recipients; their per-channel toggles decide which notifications they actually receive. Counters at the top summarise how many members are reachable and the App, Email, and SMS totals, alongside a Create rule action.

The Members table maps organization users to this space, each row carrying App, Email, and SMS toggles and a Status, with Add member, search, refresh, and pagination. These preferences are consulted whenever a rule with the space-users recipient type fires.

Beneath, the Notifications section lists the rules configured for the space with Add rule, a table/grid view toggle, and refresh; where none exist it shows an empty state prompting the first rule.

📸 Notifications Tab — Add Member Modal

Map an organization user to this meeting space and set their per-channel preferences. Search org users by email (the user must already be a member of the org — otherwise add them in the Users screen first) and select Channel preferences: App (FCM push notifications), Email (transactional emails), and SMS (opt-in by default).

📸 Notifications Tab — Add Notification Modal

Create a notification rule by picking a trigger: Before booking starts, When booking starts, Before booking ends, When booking ends, When a booking is created/updated/cancelled, When meeting state changes, or Advanced — custom event code. Time-based triggers take a Minutes before the event value. The WILL REACH preview lists the members and channels the rule will resolve to; channel choice stays per member via the Members list toggles.

📸 Webhooks Tab

Manage the webhooks that deliver event notifications for this meeting space. Each webhook is a card showing its name and purpose, the endpoint URL under Basic Information, a Status badge, the number of Events subscribed, and the Delivery count, followed by an Audit block recording who created and updated it and when.

The header carries Create Webhook, a search field, Filter, and refresh, with row-count and pagination controls beneath. Route: /meeting-spaces/:id → Webhooks

📸 Webhooks Tab — Create Webhook

Create Webhook opens a two-step wizard (Basic Info, then Events). Basic Information takes a Name, a Webhook URL — which must be HTTPS, since webhooks are delivered by HTTP POST — an optional Description explaining what the webhook is used for, and an optional Auth Key sent as the x-api-key header with each request. Next moves on to event subscription.

📸 Webhooks Tab — Webhook Detail

Opening a webhook shows its full record. A header card repeats the name, description, and Active badge, with delivery counters (Deliveries, Success, Failed, Pending, Timeout, Cancelled, Total), the Endpoint URL, and a masked Auth Key with a reveal control. Delivery Settings reports Timeout, Retry Count, and Delivery Count; Scope & Ownership shows the Meeting Space and Organization the webhook applies to. Subscribed Events lists each event code with its timing offset and an Enabled badge, and an Audit card records creation and update history.

Edit Meeting Space

📸 Step 1: Basic Info

Step 1 of 6 of the Edit Meeting Space wizard, pre-filled with the space’s current values. Operating Mode, Room Name, Slug, Internal ID, Capacity, Space Type, Amenities, Description, and Notes can all be changed, and a Regenerate Slug From Name toggle re-derives the slug from the room name.

The Thumbnail Image field shows the artwork already attached; Images and Floor Image keep the same guidance as creation. Save Changes commits without leaving the wizard; Next moves on. Route: /meeting-spaces/:id/edit

📸 Step 2: Location

Step 2 of 6. Time Zone remains inherited from the organization and locked, and Floor, Room Number, Indoor Location, and Area in square feet or square metres are all optional. Save Changes commits without leaving the wizard.

📸 Step 3: Policies

Step 3 of 6 edits the same Booking Policies as creation: Start Date and End Date, Minimum and Maximum Booking Duration, Advance Booking, Slot Duration, the Cleaning & Maintenance pair, and the Booking Options — Allow Instant Booking, Allow Recurring Bookings, and Allow Full-Day Booking.

📸 Step 4: Pricing

Step 4 of 6 edits Base Pricing — the Free toggle, Base Hourly Rate, Full Day Rate, and Pricing Mode — together with Deposit Settings: Deposit Required, Deposit Refundable, and the Security Deposit amount.

📸 Step 5: Additional Settings

Step 5 of 6 edits Display Settings and Public surfaces. Any combination of Listed on public pages, Book, View only, and Submit a request can be enabled at once.

Booking type is configured per surface rather than once for the space: Book, View only, and Submit a request each carry their own Hourly / Full day / Both selector, so a space can offer different booking types on different public surfaces. Choosing a full-day option on Book turns on Allow Full-Day Booking in Booking Policies. Notification Settings for booking confirmations and reminders close the step.

📸 Step 6: Review & Submit

Step 6 of 6 presents a read-only summary before the changes are saved. Basic Information covers Room Name, Internal ID, Capacity, Space Type, Operating Mode, Status, and the current Thumbnail. Location & Details shows Time Zone and Indoor Location, and Policies lists the duration limits, maximum advance booking, maintenance duration, auto-confirm, recurring, cleaning, and the configured Business Hours.

The remainder of the review covers Pricing — whether the space is free or paid, the base rate, full day rate, pricing mode, and dynamic pricing status — and Additional Settings, listing display order, active status, every enabled public surface, booking confirmations, booking reminders, and staff notifications. Back returns to the earlier steps; Update Meeting Space commits the changes.