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  3. Live Demo: Meeting Room Reservations

Live Demo: Meeting Room Reservations

About the Meeting Room Reservations live demo

Open the Room Reservations live demo. It’s a booking calendar for secure self-booking demonstrating customized access and a Multi-week view.

Scenario: secure self-booking for shared meeting rooms

A community center has multiple meeting rooms that are available for community members to use for meetings, activities, special events, seminars, and more. To keep the booking process streamlined and reduce administrative load, the calendar allows self-booking so community members can securely add their own reservations to the calendar.

Each shareable calendar link provides the right level of customized access for its use. A read-only link (with or without details) allows users to view the reservations on the calendar but they cannot make any changes to the calendar. A link with add-only permission for one room allows users to make reservations for that room only.

Using this live demo

Explore this scenario by opening the live demo Room Reservations calendar, then use the links and tips in the About box (in the left sidebar of the calendar).

  • Role play different team members and see what their customized calendar access is like by using the links in the About box. You can switch back and forth between views.
  • Work with the calendar itself: Switch calendar views to visualize availability in different layouts. Be sure to try Scheduler view and Timeline view!
  • Work with events: Create a recurring event for a weekly reservation. Upload images or files to Description or Attachments field.
  • Explore the calendar settings: From the blue menu in the top right corner, select Settings. There you can add and organize sub-calendars to test for your needs, add a custom field to capture booking requests, and change any other defaults.

When you’re ready, you can create your own Teamup calendar. Follow the steps below if you want to recreate this scenario for your calendar.

How to set up a reservations calendar for self-booking

This scenario is a good example of a calendar structure set up to manage one dimension. See also how to manage two or more dimensions, or read about a real user story similar to this scenario.

Create sub-calendars

  • Create a sub-calendar for each room or space by going to Settings > Calendars. 
  • If you have many rooms to manage, you can organize sub-calendars in folders.
  • Turn Overlapping Events off on each sub-calendar to prevent double-booking.

Set up customized access

Next, add anyone who will be managing the calendar as an account user with appropriate permissions, such as Modify access for all sub-calendars. This permission will allow the Manager to add, modify, or delete any events from any of the calendars.

Create shareable calendar links with customized access to share with community members or use for embedding the calendar.

For example, to create a Read-only link that shows event details:

  • Go to Settings > Sharing.
  • Click Create Link, then name the link.
  • Set the permission to Read-only for All calendars.
  • Save the link.
  • Then you can share the link directly or use the link to embed the calendar.

To create a shareable link for self-booking in one room only:

  • Go to Settings > Sharing.
  • Click Create Link, then name the link.
  • In the Calendars Shared section, assign Add-only permission to the self-booking room’s calendar (e.g. Rose Room). For all other calendars, assign Not Shared or Read-only, as shown below.

You can add other account users and create more shareable links to set up a self-booking system customized for your needs. See also this self-booking example for sports clubs.

Updated on September 15, 2023
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